FLorida L Accounting A Information I Resource R · FLorida L Accounting A Information I Resource R...

FFLLorida AAccounting IInformation RResource

FLAIR

Procedures Manual

Chapters 8-21 of 37

September 1, 2007

DEPARTMENT OF FINANCIAL SERVICES Division of Accounting and Auditing

Office of the Chief Financial Officer Florida Department of Financial Services

FLAIR Education Fletcher Building

101 E. Gaines Street Tallahassee, Florida 32339

Florida Fact:

As of 2005, the population of Florida

was 17,789,864 (4th in the nation)

(source: Florida Department of State)

FLAIR Procedures Manual Chapters 8-21 of 37 Florida Department of Financial Services

Effective Date: Supersedes: Table of Contents September 1, 2007 2003 Page 1

CHAPTER 8 INTRODUCTION TO TRANSACTIONS 1 Menu Screens 1 Selection (SEL) Field 8 Transfer between Screens 8 Transaction Input 10 General Input Requirements 14

Transaction Input Request Screens 14 Transaction Requirements 14

Input Errors 17 CHAPTER 9 GENERAL ACCOUNTING FUNCTION (GA) 1

TR10 - General Accounting 1 Inputting TR10 Transactions 2 Inquiring into TR10 Transactions 7 Updating TR10 Transactions 9

CHAPTER 10 BUDGET CONTROL (BC) 1 TR20 - Allotments 1

Inputting TR20 Transactions 2 Inquiring into TR20 Transactions 9 Updating TR20 Transactions 12

TR21 - Appropriations, Approved Budget, & Estimated Revenue 14 Inputting TR21 Transactions 15 Inquiring into TR21 Transactions 21 Updating TR21 Transactions 24

TR22 - Releases 26 Inputting TR22 Transactions 27 Inquiring into TR22 Transactions 33 Updating TR22 Transactions 35

TR29 - Automated Allotment Transfers 37 CHAPTER 11 ENCUMBRANCES & ENCUMBERED DISBURSEMENTS 1

TR60 - Encumbrances 1 Inputting TR60 Transactions 3 MyFloridaMarketPlace (MFMP) Encumbrances 9 Inquiring into TR60 Transactions 14 Updating TR60 Transactions 17

TR6S – The Encumbrance Subsidiary 19 Inquiring into the Encumbrance Subsidiary 21 Updating the Encumbrance Subsidiary 24

TR61 - Encumbrance Changes 28 TR70 - Encumbered Disbursements 31


CHAPTER 12 RECURRING PAYMENTS (RE) 1 Add Recurring Payments 1 Browse Recurring Payments 10

CHAPTER 13 UNENCUMBERED DISBURSEMENTS, DISBURSEMENT CORRECTIONS, & REFUND OF OVERPAYMENT OF TAXES 1



TR51 - Unencumbered Disbursements 1 Inputting TR51 Transactions 2 Inquiring into TR51 Transactions 11 Updating TR51 Transactions 14

TR58 - Disbursement Corrections 15 Inquiring into TR58 Transactions 26 Updating TR58 Transactions 29 Automated TR58 Transactions 30

TR57 - Refund of Overpayment of Taxes 31 Inputting TR57 Transactions 31 Inquiring into TR57 Transactions 34 Updating TR57 Transactions 36

CHAPTER 14 DIRECT DEPOSIT RECEIPTS, JOURNAL TRANSFER RECEIPTS, & RECEIPTS CORRECTIONS 1

Inputting TR30 Transactions 3 Inquiring into TR30 Transactions 9

TR96 – Journal Transfer Receipts 14 Inputting TR96 Transactions 15 Inquiring into TR96 Transactions 21 Updating TR96 Transactions 24

TR99 - Automated Journal Transfer Receipts 26 TR3S - Cash Receipts & Clearing Fund File 27

Inquiring into the Cash Receipts and Clearing Fund File 27 CHAPTER 15 TRANSFER FUNCTION (TF) 1

Browse Revenue Correction/Reallocation - Sending 12 Revenue Correction/Reallocation Maintenance. – Sending screen 14

Revenue Correlation/Reallocation Report Request – Sending 16 Browse Revenue Correction/Reallocation – Receiving 19 Revenue Corrections/Reallocation Report Request – Receiving 29

CHAPTER 16 ACCOUNTS RECEIVABLE TRANSACTIONS 1 TR90 Accounts Receivable 1


TR91 Memo Accounts Receivable 14 Inputting TR91 Transactions 14 Inquiring into TR91 Transactions 21 Updating TR91 Transactions 24

TR9S Accounts Receivable Subsidiary 25 Inquiring into the Accounts Receivable Subsidiary 26 Updating the Accounts Receivable Subsidiary 29

TR33 Direct Deposit Receivable Receipts 32 Inputting TR33 Transactions 34 Inquiring into TR33 Transactions 41 Updating TR33 Transactions 44

TR97 Journal Transfer Receivable Receipts 45 Inputting TR97 Transactions 47



Inquiring Into TR97 Transactions 53 Updating TR97 Transactions 56

CHAPTER 17 CLEARING FUND TRANSACTIONS 1 TR31 Clearing Fund Receipts 1


TR34 Clearing Fund Receivable Receipts 13 Inputting TR34 Transactions 15 Inquiring into TR34 Transactions 21 Updating TR34 Transactions 24

CHAPTER 18 ACCOUNTS PAYABLE TRANSACTIONS 1 TR80 Unencumbered Payables 1


TR81 Encumbered Payables 17 Inputting TR81 Transactions 18 Inquiring into TR81 Transactions 24 Updating TR81 Transactions 26

TR8S Accounts Payable Subsidiary 28 Inquiring into the Accounts Payable Subsidiary 30 Updating the Accounts Payable Subsidiary 33

TR53 Payable Disbursements 37 Inputting TR53 Transactions 38 Inquiring into TR53 Transactions 47 Updating TR53 Transactions 50

CHAPTER 19 REVOLVING FUND TRANSACTIONS 1 TR52 Revolving Fund Unencumbered Disbursements 1


TR54 Revolving Fund Payable Disbursements 14 Inputting TR54 Transactions 16 Inquiring into TR54 Transactions 24 Updating TR54 Transactions 27

TR71 Revolving Fund Encumbered Disbursements 29 Inquiring into TR71 Transactions 39 Updating TR71 Transactions 42

TR59 Revolving Fund Disbursements Corrections 44 Inputting TR59 Transactions 45 Inquiring into TR59 Transactions 47 Updating TR59 Transactions 49

TR32 Revolving Fund Reimbursements 50 Inputting TR32 Transactions 51 Inquiring into TR32 Transactions 52 Updating TR32 Transactions 54



TR7S Revolving Fund File 55 Inquiring into the Revolving Fund File 56

CHAPTER 20 CASH RECEIPTS UTILITY FUNCTION (CP) 1 Treasury Receipt Processing 2

Treasury Receipt Corrections 4 Print Verified Treasury Receipts 5 Treasury Receipt Detail Inquiry 5

Treasury Receipt Nightly Processing 6 Receipts Removal 7

Clear the Clearing Fund Request/Receipts Reporting 9 Detail of Direct Deposits Reporting 11

CHAPTER 21 VOUCHER PROCESSING (VP) 1 Assigning Voucher and Voucher Line Numbers 1 Voucher Processing 2

Statistical Sampling 6 The Voucher Print Mini Menu 35 Voucher Printing 36 Voucher Summary Report 41 Voucher Reprint 45 Search for Voucher Numbers by Site 45


Effective Date: Supersedes: Chapter 8 September 1, 2007 2003 Page 1

CHAPTER 8 INTRODUCTION TO TRANSACTIONS A transaction consists of two or more entries interpreting a financial event in bookkeeping terms and showing the accounts to be debited and credited. In FLAIR, accounting entries are recorded through Transaction Types. Each Transaction Type contains formatted input screens that are used to retrieve data from the Expansion Files and/or Subsidiary Files and for individual operator input. Since most of the data required to record a transaction will be retrieved from the Expansion and/or Subsidiary Files, the operator will have to input only a minimum amount of data. For example, to record an encumbered disbursement the operator would need to input only the encumbrance document and line number, the amount, and the invoice number. The system will generate the entries.

Menu Screens There are two types of Menu screens in FLAIR, the Accounting Menu screen and the Function Mini Menu screens. The Accounting Menu screen is a listing of all Accounting Functions accessible within a sign-on. Whereas the Function Mini Menu screens list the Transaction Types within a function and the available screen selections (SEL) for each Transaction Type. To access the Accounting Menu Screen leave the TYPE and SEL fields at the bottom of the Access Control Sign-on screen blank or enter PF4 at the bottom of any screen and depress the ENTER key. See Chapter 3. The Function Mini Menu screens may be accessed by entering a Function Code in the TYPE field at the bottom of any screen, leaving the SEL field blank, and depressing the ENTER key. The Accounting Menu screen and the Function Mini Menu screens related to transactions are shown on the following pages.



Main Accounting Menu Screen 01 02 MNMU 09/03/2007 09:54:22 03 MENU 04 05 SEC FC DESCRIPTION SEC FC DESCRIPTION SEC FC DESCRIPTION 06 07 I AB AVAILABLE BAL. U AD ACCOUNT DESC U AM ALLOCATION MATRIX 08 U AP ACCTS PAYABLE U AR ACCTS RECEIVABLE U BC BUDGET CONTROL 09 U CD PURCHASING CARD U CF REQ FOR CERT U CI CONTRACT INFO 10 U CP CASH RCPTS UTIL U CR CASH RECEIPTS U DB DISBURSEMENTS 11 U DM DIR/MANAGER FILE U EN ENCB & ENCB CHG U ES ENCB - SPURS 12 U EX EXPANSION U FA FA - ACCOUNTING U FC FA - CUSTODIAL 13 U GA GEN ACCOUNTING U GI GRANT INFO U IT INVOICE TRACKING 14 U PE PERIOD END U PJ PROJECT INFO U RE RECURRING PAYMENT 15 U RP IMMEDIATE REPORTS U RP RECURRING REPORTS U RV RECEIPT VERIF 16 U SC STATE CFO FILES U TC TITLE - CONTRACTS U TF TRANSFERS 17 U TG TITLE - GRANTS U TI TITLE - GENERAL U TJ TITLE - PROJECTS 18 U TP TITLE - PROPERTY U VC VENDOR-CLIENT U VE VENDOR-EMPLOYEE 19 U VP VOUCHER PRINT U VR VENDOR-REGULAR I VS VENDOR-STATEWIDE 20 21 22 TYPE: SEL: 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT DAC

General Accounting Mini Menu Screen 01 02 GAMU 09/03/07 09:55:54 03 GENERAL ACCOUNTING MINI MENU 04 05 06 TYPE SEL OPTIONS 07 10 GENERAL ACCOUNTING S,I 08 11 MASTER FILE LTD ADJUSTMENTS S,I 09 10 11 12 SEL 13 S SINGLE INPUT 14 I SINGLE INQUIRY 15 16 17 NOTE: SINGLE UPDATE (U) WITH EXPANDED DATA SCREEN IS ACCESSIBLE 18 ONLY FROM 'I' SEL OPTION. 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH



Budget Control Mini Menu Screen 01 02 BCMU 09/03/07 09:57:20 03 BUDGET CONTROL MINI MENU 04 TYPE SEL OPTIONS 05 20 ALLOTMENTS A,S,M,I 06 21 APPROP, APRVD BUDGET, EST REVENUE A,S,M,I 07 22 RELEASES A,S,M,I 08 09 10 SEL 11 A MULTIPLE INPUT 12 S SINGLE INPUT WITH EXPANDED DATA DISPLAY 13 M MULTIPLE INQUIRY 14 I SINGLE INQUIRY WITH EXPANDED DATA DISPLAY 15 16 17 18 NOTE: SINGLE UPDATE (U) WITH EXPANDED DATA DISPLAY - 19 ACCESSIBLE ONLY FROM 'M' AND 'I' SEL OPTIONS 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH

Encumbrances Mini Menu Screen 01 02 ENMU 09/03/07 09:58:12 03 ENCUMBRANCES MINI MENU 04 TYPE SEL OPTIONS 05 60 ENCUMBRANCES A,S,M,I 06 61 ENCUMBRANCE CHANGES M,I 07 6S ENCUMBRANCES SUBSIDIARY LEDGER M,I,U 08 09 10 11 SEL 12 A MULTIPLE INPUT 13 S SINGLE INPUT WITH EXPANDED DATA DISPLAY 14 M MULTIPLE INQUIRY 15 I SINGLE INQUIRY WITH EXPANDED DATA DISPLAY 16 U SINGLE UPDATE WITH EXPANDED DATA DISPLAY (6S ONLY) 17 18 NOTE: SINGLE UPDATE (U) WITH EXPANDED DATA DISPLAY FOR TYPE 60 - 19 ACCESSIBLE ONLY FROM 'M' AND 'I' SEL OPTIONS. 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH



Disbursements Mini Menu Screen 01 02 DBMU 09/03/2007 10:02:10 03 DISBURSEMENTS MINI MENU 04 TYPE SEL OPTIONS 05 51 UNENCUMBERED DISBURSEMENTS A,S,M,I 06 52 REVOLVING FUND UNENCUMBERED DISBURSEMENTS A,S,M,I 07 53 PAYABLES DISBURSEMENTS A,S,M,I 08 54 REVOLVING FUND PAYABLES DISBURSEMENTS A,S,M,I 09 57 OVERPAYMENT OF TAXES S,I 10 58 DISBURSEMENTS CORRECTION A,S,M,I 11 59 REVOLVING FUND DISBURSEMENTS CORRECTION A,M 12 70 ENCUMBERED DISBURSEMENTS A,S,M,I 13 71 REVOLVING FUND ENCUMBERED DISBURSEMENTS A,S,M,I 14 7S REVOLVING FUND SUBSIDIARY LEDGER M,I 15 16 SEL 17 A MULTIPLE INPUT 18 S SINGLE INPUT WITH EXPANDED DATA DISPLAY 19 M MULTIPLE INQUIRY 20 I SINGLE INQUIRY WITH EXPANDED DATA DISPLAY 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH

Recurring Payments Mini Menu Screen

01 02 DREQMN ***** Recurring Payments Mini Menu ***** DREMMN 03 OCT 21,07 10:03 AM 04 05 Code Function 06 ---- ------------------------------------------------------- 07 RM Add Recurring Payment 08 VN Browse Recurring Payment By Vendor Number 09 RI Browse Recurring Payment By Recurring Payment ID 10 PS Browse Recurring Payment Schedule 11 12 Code: __ 13 14 15 16 17 18 19 20 21 22 TYPE 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP



Cash Receipts Mini Menu Screen 01 02 CRMU 09/03/07 10:04:52 03 CASH RECEIPTS MINI MENU 04 TYPE SEL OPTIONS 05 30 DIRECT DEPOSIT RECEIPTS A,S,M,I 06 31 CLEARING FUND RECEIPTS A,S,M,I 07 32 REVOLVING FUND REIMBURSEMENTS A,M 08 33 DIRECT DEPOSIT RECEIVABLES RECEIPTS A,S,M,I 09 34 CLEARING FUND RECEIVABLES RECEIPTS A,S,M,I 10 96 JT RECEIPTS A,S,M,I 11 97 JT RECEIVABLES RECEIPTS A,S,M,I 12 3S CASH RECEIPTS & CLEARING FUND FILE M,I 13 14 SEL 15 A MULTIPLE INPUT 16 S SINGLE INPUT WITH EXPANDED DATA DISPLAY 17 M MULTIPLE INQUIRY 18 I SINGLE INQUIRY WITH EXPANDED DATA DISPLAY 19 20 NOTE: SINGLE UPDATE (U) WITH EXPANDED DATA DISPLAY - 21 ACCESSIBLE ONLY FROM 'M' AND 'I' SEL OPTIONS 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH

Revenue to Revenue Transfer Mini Menu Screen

01 02 DTFQMN ***** REVENUE TRANSFERS MINI MENU ***** DTFMMN 03 Jul 22,07 09:48 AM 04 05 CODE FUNCTION 06 ---- ----------------------------------------------------------------------- 07 SENDING: *L1-L5 *EO VR *OBJECT 08 RV ADD REVENUE CORR/REALLOC 85********* __ __ ______ 09 RS BROWSE REVENUE CORR/REALLOC 10 RQ REVENUE CORR/REALLOC REPORT REQUEST 11 12 RECEIVING: 13 RR BROWSE REVENUE CORR/REALLOC 14 RC RECEIPTS REPORT REQUEST 15 16 17 18 19 20 CODE: __ 21 TYPE: __ 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP



Accounts Receivable Mini Menu Screen 01 02 ARMU 09/03/07 10:05:28 03 ACCOUNTS RECEIVABLE MINI MENU 04 05 TYPE SEL OPTIONS 06 90 ACCOUNTS RECEIVABLE A,S,M,I 07 91 MEMO ACCOUNTS RECEIVABLE A,S,M,I 08 9S ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER M,I,U 09 10 SEL 11 A MULTIPLE INPUT 12 S SINGLE INPUT WITH EXPANDED DATA DISPLAY 13 M MULTIPLE INQUIRY 14 I SINGLE INQUIRY WITH EXPANDED DATA DISPLAY 15 U SINGLE UPDATE WITH EXPANDED DATA DISPLAY (9S ONLY) 16 17 NOTE: SINGLE UPDATE (U) WITH EXPANDED DATA DISPLAY - 18 ACCESSIBLE ONLY FROM 'M' AND 'I' SEL OPTIONS 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH

Accounts Payable Mini Menu Screen

01 02 APMU 09/03/07 10:06:23 03 ACCOUNTS PAYABLE MINI MENU 04 TYPE SEL OPTIONS 05 80 UNENCUMBERED PAYABLES A,S,M,I 06 81 ENCUMBERED PAYABLES S,I 07 8S ACCOUNTS PAYABLE SUBSIDIARY LEDGER M,I,U 08 09 10 11 12 SEL 13 A MULTIPLE INPUT 14 S SINGLE INPUT WITH EXPANDED DATA DISPLAY 15 M MULTIPLE INQUIRY 16 I SINGLE INQUIRY WITH EXPANDED DATA DISPLAY 17 U SINGLE UPDATE WITH EXPANDED DATA DISPLAY (TYPE 8S ONLY) 18 19 20 NOTE: SINGLE UPDATE (U) WITH EXPANDED DATA DISPLAY FOR TYPES 80 AND 81 - 21 ACCESSIBLE ONLY FROM 'M' AND 'I' SEL OPTIONS. 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH



Request for Certifications Mini Menu Screen 01 02 CFMU 09/03/07 10:07:03 03 1SX - REQUEST FOR CERTIFICATIONS - MINI MENU 04 05 06 REQUEST FOR CERTIFICATIONS - MULTIPLE UPDATE 07 08 DOC-TYPE DOC-NO DOC-LINE 09 10 11 12 REQUEST FOR CERTIFICATIONS - FIXED CAPITAL OUTLAY 13 14 SEL PROJECT ID BUDGET ENTITY FUND CATEGORY YEAR IBI 15 0 0 0 0 16 17 18 SEL 19 A ADD FCO CERTIFICATION REQUESTS 20 I INQUIRE INTO FCO CERTIFICATION REQUESTS 21 U UPDATE FCO CERTIFICATION REQUESTS 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH

State CFO Central Accounting Mini Menu Screen

01 02 SCMU 09/03/2007 10:09:56 03 STATE CFO CENTRAL ACCOUNTING MINI MENU 04 05 SEC FC DESCRIPTION 06 07 I AA ACCOUNT CODE 08 I CT CONTRACT PAYMENT 09 I ET EFT AUTHORIZATION 10 I NA NEW ACCOUNT CODE 11 I PC PROMPT PAYMENT COMPLIANCE 12 I PW PAID WARRANT INDEX 13 I SA ACCOUNT BALANCE 14 I TH EMPLOYEE TRAVEL HISTORY 15 I TR DETAIL TRANSACTION 16 I VA AUDIT SUMMARY 17 I VH VENDOR HISTORY 18 I WC WARRANT CANCELLATION 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH



Selection (SEL) Field The Selection (SEL) field is found at the bottom of all screens. When a Transaction Type is entered in the TYPE field, a valid Selection code must be entered in the SEL field. The requested transaction screen will then be returned. The available transaction screen selection codes are:

S - Single Input, to input one transaction at a time with its full Expansion File and/or Subsidiary data displayed.

A - Multiple Input, to input several transactions at a time with no

Expansion File and/or Subsidiary data displayed. The number of transactions that may be entered varies with the Transaction Type.

I - Single Inquiry, to view one transaction at a time with its full

Expansion File and/or Subsidiary data displayed.

M - Multiple Inquiry, to view several transactions at a time with no Expansion File and/or Subsidiary data displayed. The number of transactions displayed varies with the Transaction Type.

U - Single Update, to update one transaction at a time with its full

Expansion File and/or Subsidiary data displayed.

Transfer between Screens On all transaction screens (including the Mini Menu screens) in the lower right corner, the TYPE and SEL fields will be displayed. These fields may be used to transfer to a different screen and/or Transaction Type. The PF (Program Function) keys are also available to transfer to a different screen. The TYPE field is used to transfer to a different function or Transaction Type; the SEL field is used to transfer to a different screen selection within a Transaction Type; and the PF keys are used to page; to escape; to update or to access the Menu screens. All Function codes are alpha codes, and if alpha codes are entered in the TYPE field, the SEL field must always be blank. Transaction Types are alphanumeric codes, and when alphanumeric codes are entered in the TYPE field, the SEL field cannot be blank. A list of the options available follows. To access a Function Mini Menu screen, enter the Function code in the TYPE field, leave the SEL field blank, and depress the ENTER key. To transfer to a different Transaction Type, enter the Transaction Type in the TYPE field, the screen selection code in the SEL field, and depress the ENTER key. Transfer to and from any Transaction Type or Accounting Function is allowed on all transaction screens. To transfer from single inquiry to update within the same Transaction Type, enter the screen selection code in the SEL field and leave the TYPE field blank.



To transfer from multiple inquiry to single inquiry or update within the same transaction type, enter an "I" for single inquiry or a "U" for single update in the X field next to the line item to be returned on single inquiry or update. The Program Functions (PF) are also available for transfers. Leave the TYPE and SEL fields blank, and depress the appropriate PF key. The PF options available are:

PF3 To update the Daily Input File while in the add or update mode and return to the Function Mini Menu screen; this PF may also be used while in the inquiry mode to transfer to the Function Mini Menu.

PF4 To update the Daily Input File while in the add or update mode and return to

the Main Accounting Menu screen; this PF may also be used while in the inquiry mode to transfer to the Main Accounting Menu.

PF5 To refresh the screen and display the screen as it appeared before any input

was made. PF6 To return to the last requested screen and accounting transaction; this PF

function is best used if you have made an inquiry, paged forward with the PF8 key, and then need to return to the first page of inquiry.

PF8 To page forward one screen at a time while in the inquiry or update mode. PF12 To avoid updating the Daily Input File while in the add or update mode; e.g., if

an add screen has been accessed and it is determined that the transaction should not be added, PF12 will avoid updating and return the original request screen.

All valid Program Function keys except PF12 override any codes input in the TYPE and SEL fields. If TYPE and SEL are input, and the PF12 key is depressed, the displayed input or update screen will not be processed, and the requested TYPE and SEL will be returned. A NEXT line is also included on all transaction screens except the update screens. This line is used to request a new record within the same Transaction Type and within the same SEL (selection) type. Use of this next request line avoids having to access an additional screen when the operator is not changing Transaction Types. If TYPE and SEL are input, the system ignores any request made on the next request line.



Transaction Input The Florida Accounting Information Resource (FLAIR) is an automated, double entry accounting system. To record an accounting transaction into an agency's FLAIR records, the operator will input only the information necessary for the system to generate all of the entries needed to record that accounting event. The Transaction Type, State Fund Type, and Object code entered will tell the system what entries to generate and which on-line files to update. Transactions are recorded through Transaction Types. There are twenty-four Transaction Types available for input, and all Transaction Types except Transaction 10 are automated. In TR10, the operator must input both the debit and credit entry. The following is a list of Transaction Types available for input into FLAIR and chapters for the write up on each transaction. Transaction Input type used Chapter TR10 - General Accounting 9 TR20 – Allotments 10 TR21 - Appropriations, Approved Budget, Est. Revenue 10 TR22 – Releases 10 TR30 - Direct Deposit Receipts 14 TR31 - Clearing Fund Receipts 17 TR32 - Revolving Fund Reimbursements 19 TR33 - Direct Deposit Receivable Receipts 16 TR34 - Clearing Fund Receivable Receipts 17 TR51 - Unencumbered Disbursements 13 TR52 - Revolving Fund Unencumbered Disbursements 19 TR53 - Payable Disbursements 18 TR54 - Revolving Fund Payable Disbursements 19 TR57 – Overpayment of Taxes 13 TR58 - Disbursement Corrections 13



Transaction Input Type Chapter TR59 - Revolving Fund Disbursement Corrections 19 TR60 – Encumbrances 11 TR70 - Encumbered Disbursements 11 TR71 - Revolving Fund Encumbered Disbursements 19 TR80 - Unencumbered Payables 18 TR81 - Encumbered Payables 18 TR90 - Accounts Receivable 16 TR91 - Memo Accounts Receivable 16 TR94 – Revenue to Revenue Transfer 15 TR96 – Journal Transfer (JT) Receipts 14 TR97 – Journal Transfer (JT) Receivable Receipts 16 A chart of how these transaction types interrelate is on the next page.



DISBURSEMENTS CASH RECEIPTS

TR10

Gen Acct

TR22

TR 59

TR52 Rvl.fd Unenc. Disb.

TR59 558 TR51

Unenc Disb

TR20

Allot

TR58

TR60

Enc

TR21 Approp Est Rev Appd Bd

TR6S

Enc Subs

TR70

Enc Disb

TR59

TR71 Rvl Fd Enc Disb

TR81

Enc Pay

TR80

Unenc Pay

TR58

TR53

Pay Disb

TR8S

Pay Subs

TR59

TR54 Rvl Fd Pay Disb

TR7S

Rvl Fd File

TR32

Rvl Fd Reimb

TR97 JT

Receiv Receipt

CP

Function

TR3S Csh Rec & Clr

Fd File TR31

Clr Fd Receipt

TR30

Dir.dep Receipt

TR34 Clr Fd Receiv Receipt

TR33 Dir Dep Receiv Receipt

TR94

Rev. to Rev

Transfer

TR91

Memo A/R

TR90

A/R

TR9S

A/R Subs

TR96

JT Receipt



Transaction Data Reference Table

Numerical Listing of All Transaction Types ChapterTR1S Request for Certification 26 TR07 Certified Forward Processing 26 TR08 Automated Opening Entries 25 TR09 Automated Closing Entries 25 TR10 General Accounting (GA) 9 TR20 Allotments (BC) 10 TR21 Appropriations, Approved Budget, and Estimated

Revenue (BC) 10

TR22 Releases (BC) 10 TR29 Automated Allotment Transfers (BC) 10 TR30 Direct Deposit Receipts (CR) 14 TR31 Clearing Fund Receipts (CR) 17 TR32 Revolving Fund Reimbursements (CR) 19 TR33 Direct Deposit Receivable Receipts (CR) 16 TR34 Clearing Fund Receivable Receipts (CR) 17 TR3S Cash Receipts and Clearing Fund File (CR) 14 TR51 Unencumbered Disbursements (DB) 13 TR52 Revolving Fund Unencumbered Disbursements (DB) 19 TR53 Payable Disbursements (DB) 18 TR54 Revolving Fund Payable Disbursement (DB) 19 TR57 Refund of Overpayment of Taxes (DB) 13 TR58 Disbursement Corrections (DC) 13 TR59 Revolving Fund Disbursement Corrections (DC) 19 TR60 Encumbrances (EN) 11 TR61 Encumbrance Change (EN) 11 TR6S Encumbrances Subsidiary Ledger (EN) 11 TR70 Encumbered Disbursements (DB) 11 TR71 Revolving Fund Encumbered Disbursements (DB) 19 TR79 Automated Expense Refund 20 TR7S Revolving Fund Subsidiary File (DB) 19 TR80 Unencumbered Payables (AP) 18 TR81 Encumbered Payables (AP) 18 TR8S Accounts Payable Subsidiary Ledger (AP) 18 TR90 General Ledger Accounts Receivable (AR) 16 TR91 Memo Accounts Receivable (AR) 16 TR94 Revenue to Revenue Transfer (TF) 15 TR96 Journal Transfer Receipts (CR) 14 TR97 Journal Transfer Receivable Receipts (CR) 16 TR98 Automated Clear the Clearing Fund (CP) 20 TR99 Automated Journal Transfer Receipts (CR) 14 TR9S Accounts Receivable Subsidiary Ledger (AR) 16



General Input Requirements Transaction Input Request Screens All transaction types except TR10 require that data from the Expansion Files be retrieved and included in the transactions. The Transaction Input Request screens are used to tell the system which Expansion records to retrieve. Most input request screens contain the following data codes.

L1 L2 L3 L4 L5 Organization; 11 numeric; required; operator's organization security clearance is displayed on the screen.

EO Expansion Option; 2 alphanumeric; required for all transactions

except TR 10; defaults to "00", the standard option, if left blank. VR Expansion Option Version; 2 numeric; optional; defaults to the

current version if left blank.

OBJECT Object Code; 6 numeric; optional; it is used in conjunction with the Set Indicator in an Option record to identify and retrieve Expansion Set data.

PPI Prior Period Indicator; 1 alphanumeric; optional; specifies

which accounting records are to be updated. The valid indicators are:

Y = Prior year records M = Prior month, current year records

Blank = Current month, current year records Once the transaction input request data has been entered, the ORG, EO, VR, OBJ, and PPI are returned protected on the input screen. Transaction Requirements Certain data codes are required for all transactions. Some of these codes must be input by the operator, some are retrieved from the Expansion Files or Subsidiary Files, and some default to certain values if left blank. The following is a list of required data codes and input standards.

DOC-NO Document Number; 7 alphanumeric; required for all transactions except disbursement transactions; the first character of the DOC-NO is displayed on the screen and is protected.

TRN-DT Transaction Date; 8 numeric; MMDDYYYY; defaults to current

date if left blank; except disbursement transactions date



defaults to current year; MMDD must be inputted and YYYY may be overridden.

AMOUNT 10.2 numeric; ten positive or negative digits to the left of the

decimal and two digits to the right of the decimal ( - 9999999999.99); positive amounts record increases except on TR 10 where they record debits; negative amounts record decreases except on TR10 where they record credits; positive amounts are input without a sign; negative amounts are input with the negative sign (hyphen) in front of the amount (-100.50); the amount cannot equal "0"; the decimal is required when cents are recorded.

GL General Ledger Code; 5 numeric; required input if not retrieved

from the Expansion Set File or the Subsidiary Files; may be overridden on single input screens.

CAT Appropriation Category or Revenue Source; 6 numeric;

required for all transactions except some TR10 entries; required on TR10 if input GL code is 122**, 131**, 134**, 7****, 931**, or 941**; must be input if not retrieved from the Expansion Set File or Subsidiary Files; may be overridden on single input screens.

PROGRAM State Program Code; 16 numeric; required for all

expenditure/expense transactions; retrieved from the Expansion Option record or Subsidiary Files except on TR10 entries not accessing the Expansion Files; may be overridden on single input screens.

GF SF FID Fund; 9 numeric; required; retrieved from the Expansion Option

Record or the Subsidiary Files; on TR10 entries not accessing the Expansion File, fund must be entered; always protected on all other input screens, i.e. cannot be changed.

BE Budget Entity; 8 numeric; required for expenditure transactions;

retrieved from the Expansion Option record or the Subsidiary Files; on TR10 entries not accessing the Expansion Files, BE must be entered.

IBI Internal Budget Indicator; 2 numeric; optional; retrieved from the

Expansion Option record or the Subsidiary Files; on TR10 entries not accessing the Expansion Files, IBI must be entered.

A chart of Minimum Input Requirements for each Transaction Type is on the next page.



FLAIR Minumun Input

Requirements

TR# DOC NO

SUB DOC

SUB LINE

MBI ORG EO OBJ AMT SUB GL

VEND

INV CAT GL FUND PROG

TRN DT

10 Gen. Accounting R R +/- ** R R *

20 Allotments R R R +/- R

21 Appro.Appr.Bdgt, Est.Rev.

R R R # +/- R R

22 Releases R R R +/- R R

30 C/R Direct Deposit R R R R +/-

31 CLR Fd. Cash Receipts

R R R R +/-

32 RVL Fl. Reimburse R R +/-

33 A/R Receipts R R R +/-

34 A/R CLR Fd. Receipts

R R R +/-

51 Unencumbered Disb. R R R +/- R R R

52 RVL.Fd.Unecum. Disb.

R R R +/- R R R

53 Payable Disbursements

R R + R R

54 RVL.Fd.Pay.Disb. R R + R R

58 Disburse. Corrections R R R R +/- R R

59 RVL.Fd.Disb.Correct. R R +/-

60 Encumbrances R+ *** R R R + ****

70 Encumbered Disb. R R + R R

71 RVL Fd. Encumb. Disb.

R R + R R

80 Unencumbered Payables

R+ R R R + R R

81 Encumbered Payables

R+ R R + R

90 Accounts Receivable R+ R R R +/- R R

91 Memo Accts. Receivable

R+ R R R +/- R

94 Revenue to Revenue Transfer

R R R RRT R RRT RRT R

96 JT Receipts R R R R +/-

97 JT A/R Receipts R R R +/-

R Required * Required if Expend. Obj. Code or Expend. G.L. Code entered Blank Optional/Generated ** Required if G.L. Code is 122**,131**,134**,7****,931**,941** Not Applicable *** Required for Memo and Blanket Encumbrances # - Req. if BC-GL=91100 **** Required for Regular and Blanket Encumbrances R+ - RCV-DT, optional for TR 60, 90, 91, required for TR 80, 81 RRT Additional requirements for sender and receiver information, see Chapter 15..



Input Errors Before transactions are accepted into the FLAIR system, they are edited on-line for certain input requirements. If an error is detected, the transaction is not processed and an error message is displayed at the top of the screen. The cursor will be positioned at the detected in error and the operator may then type in the correct data, and depress the ENTER. The screens are edited from top to bottom, one line at a time, and no entries on the screen are accepted for input until all errors are corrected. A list of input edits follows:

1. All required data input fields are checked. If an error is detected, the message “(identified data code) is required” is displayed at the top of the screen.

2. All alphanumeric fields are checked for the characters =, %, and ;. If any of

these characters are entered, the system will terminate the Natural session and the operator will have to sign-on again.

3. Input data codes carried on the Title File are validated against the Title File. If

an error is detected, the message “Invalid (identified data code)” is displayed at the top of the screen.

4. For all transactions except TR 10, the input combination of Department (L1),

Fund (GF SF FID), BE, IBI, and Category/Revenue Source (CAT) is validated against the Account Description file. If an error is detected, the message “Invalid State CFO’s Account Code - Operating Fund” is displayed at the top of the screen.

5. The Vendor ID is checked against the appropriate Vendor File. Regular,

Employee, and Client Vendor ID errors display the error message “Invalid Vendor ID”. Account Description Vendor errors (JT Vendors), display the message “Invalid State CFO’s Account Code - BF Fund”.

If Available Balance Checking is specified, the requested balances are checked for negative balances. If the transaction would create or increase a negative balance, the error message "Insufficient Available Balance in 1, 2, 3, 4, 5, 6, 7, 8, 9, and/or 10" would display. The numbers denote: 1 - Fund Cash 6 - Contract Fund Cash 2 - Fund Releases 7 - Grant Allotment 3 - Organization Cash 8 - Contract Allotment 4 – Allotments 9 - Project Cash 5 - Grant Fund Cash 10 - Project Allotment



CHAPTER 9 GENERAL ACCOUNTING FUNCTION (GA) The General Accounting (GA) function contains two transaction types - TR10, General Accounting, and TR11, Master File Life-to-Date Adjustments. TR10, General Accounting, is used to record entries that cannot be entered through any of the automated transaction types available within FLAIR. TR11, Master File LTD Adjustments, is used to record adjustments to life-to-date balances in the FLAIR Master File for contracts, grants and/or projects. See the Contracts & Grants manual for details. TR10 is discussed in detail in the following pages.

TR10 - General Accounting Transaction 10, General Accounting, is provided to record accounting transactions which cannot be recorded through any other Transaction Type. With this transaction type, accessing the Expansion Files is optional, and no entries are automated, i.e., both the debit and credit sides of an accounting transaction must be entered by the operator. TR10 does not update any of the subsidiary files. Therefore, entries affecting the Encumbrances Subsidiary File, the Accounts Receivable Subsidiary File, the Accounts Payable Subsidiary File, the Cash Receipts and Clearing Fund File and/or the Revolving Fund Subsidiary File should not be entered through TR10. The only auxiliary file that is updated or affected by TR10 is the Available Balance File, and it is updated and checked only when a cash, release, allotment, encumbrance, or expenditure General Ledger Code is entered through the General Accounting Transaction. TR10 does not go through Voucher Processing therefore, a voucher schedule cannot be produced through this transaction type. Transaction 10 may be used to record the agency's beginning General Ledger Balances where no update on any of the subsidiary files is desired. Entries to record the agency's Year End and Prior Period Adjustments are also recorded through TR10. Examples of these entries are given in chapter 25 of this manual. To record general accounting information into the Contracts and Grants Subsystem, a TR10 would be used along with an appropriate value in the Flow-Through indicator field (FT). The value indicated in the field determines which of the following files will be affected. - Accounting General Ledger - Grants General Ledger As transactions are entered through TR10, the automated update of the Available Balance File is triggered by the General Ledger Code entered. A chart of these General Ledger Codes, the corresponding State Fund types, and the Available Balances that are affected by the General Ledger Codes follows. Note that Fund and Organization Cash Balances are maintained for State Funds 2, 3 and 8 only and Release Balances are maintained for State Funds 1, 2, and 3.



TR10 – General Ledger Codes Affecting the Available Balance File State Balances Fund GL Code Description Cash Rel. Allot. 8 11200 Cash in Bank X 2,3 12100 Unrel. Cash in State Treasury X 2,3 12200 Rel. Cash in State Treasury X X 1 13100 Unexpd. Gen. Revenue Releases X *1,2,3,8 7**** Expenditures X 1,2,3,8 93100 Allotments X 1,2,3,8 93200 Allotments, C&G Subsystem X 1,2,3,8 94100 Encumbrances X NOTE: When General Ledger Code 79100, Non-Appropriated Expenditures, is input, there is no AB update and therefore no Available Balance Checking. Inputting TR10 Transactions Single Transaction Input If a TYPE of "10" and a SEL code of "S" were entered on any screen, the Single Input Request screen on page 8 will display. This screen is used to input one entry at a time with or without the Expansion File data displayed. When using TR10, accessing the Expansion File is optional. Procedures for the use of this screen are described below. On line 8 of the Single Input Request screen, the operator should enter the appropriate data under the following field titles. If Organization (L1 L2 L3 L4 L5), EO, VR, and/or OBJECT are entered, the transaction will be expanded via the Expansion Files. If these data codes are not entered, all necessary data will have to be input by the operator.

L1 L2 L3 L4 L5 Organization; required field. EO Expansion Option; optional field VR Expansion Option Version; optional field. OBJECT Object Code; optional field. If entered, edited against the title file. PPI Prior Period Indicator; optional field.

The operator should then depress the ENTER key. Depending on whether an Expansion Option Record was accessed, either the Expanded Single Input screen or the Unexpanded Single Input screen will display. (See next pages.) Procedures for these screens are described below. On line 5, the operator will find the following fields displayed ready for input.



DOC-NO Document Number; required field. LINE Document Line Number; optional field. CF Certified Forward Indicator; optional field. TRN-DT Transaction Date; defaults to the current date if left blank. STATE-DOC Statewide Document Number; optional field.

OFS Original Fund Source; Optional field. This field will only appear on

the Unexpanded Screen. Also on line 5, L1 L2 L3 L4 L5, EO, VR (if expanded screen), OBJECT, and PPI are displayed from the previous screen and are protected. On line 8, the operator will find the following fields displayed ready for input.

AMOUNT Transaction amount; required field; enter a positive amount for a debit and a negative amount for a credit.

VENDOR-ID Vendor Identification Number; optional field. SUB-VENDOR ID Sub-Vendor Identification Number; optional field. QUANTITY Optional field. AB Available Balance Override Indicator; optional field. AI Accrual Indicator; optional field; if used input "A" for accrual entry;

leave field blank for cash entry. On line 11, the operator will find the following fields displayed ready for input.

INVOICE Invoice number; optional field. DESCRIPTION Optional field. OTHER-DOC Other Document Number; optional field. CK-NO Local Fund Check Number; optional field. CK-DT Local Fund Check Date; optional field. BI Bookkeeping Indicator; optional field. B Batch Character; optional field.



PID Product Identifier; optional field. FT Flow-Through Indicator; defaults to 0 if left blank.

On line 14, the operator will find the following fields displayed ready for input. These fields may be retrieved from the Expansion Set record if the Set File is accessed. Also, these fields may be overridden (changed) or added by the operator on this screen.

CAT Appropriation Category; required when object code is entered unless the general ledger code entered is 683**, 775**, 781**, 791**, 792**, 793**; or otherwise optional.

YR Appropriation Year; required field; defaults to "00" if left blank. GL General Ledger Code; required field if FT = 0, 2, or 3; optional if

FT = 1. If entered edited against the title file EGL External General Ledger Code; optional field. EOB External Object Code; optional field. ECAT External Category; optional field.

The following fields on line 14 may be retrieved from the Expansion Option record, but may be overridden (changed) by the operator on this screen.

STATE-PROGRAM State Program number; required if object code 6***** (excluding 63****) or 7***** is entered. If entered, edited against the Title File. Also validated against the Budget Entity/State Program correlation file.

EP External Program; optional field. PROJECT ID Project ID Number; optional field.

On line 17, the operator will find the following fields displayed. If these fields are retrieved from the Expansion Option Record they are protected (cannot be changed). If they are not retrieved they must be entered.

GF GAAFR Fund Type; required field. SF State Fund Type; required field. FID Fund Identifier; required field. EF External Fund; optional field



The following fields on line 17, may be retrieved from the Expansion Option record, but may be overridden (changed) by the operator on this screen.

BE Budget Entity; optional if category <010000, otherwise it is required. If entered, edited against the title file.

IBI Internal Budget Indicator; defaults to zeroes. If entered, edited

against the title file. GRANT Grant number; optional field. GY Grant Year; optional field. CNTRT Contract number; optional field. CY Contract Year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field.

Displayed on line 20, are the following data codes ready for input:

UNITS Optional field. TIME Optional field.

On line 22, the NEXT line or the TYPE and SEL fields may be used to transfer to a different screen or process a new request. The operator should then depress the ENTER key. The transaction will be processed and the requested screen and transaction will be returned. If no request is made on line 22 the transaction will be processed and a Single Input screen will return with the original request data from the last screen. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was

made. PF12 - escapes and does not process current screen.



Transaction 10S General Accounting Request Screen 01 02 10S1 09/03/2007 14:05:02 03 TR 10 - GENERAL ACCOUNTING - SINGLE INPUT - REQUEST 04 05 L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 85 07 08 NOTE: 09 EO (EXPANSION OPTION) WILL NOT DEFAULT TO 00 (STANDARD) ON THIS SCREEN 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

Transaction 10S General Accounting Screen with EO 01 02 10S2 TR 10 - GENERAL ACCOUNTING - SINGLE INPUT 09/03/2007 15:51:58 03 04 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI STATE-DOC 05 G 85 20 04 00 000 BB 05 06 07 ....AMOUNT.... VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. AB AI 08 09 10 INVOICE DESCRIPTION OTHER-DOC CK-NO CK-DT BI B PID FT 11 12 13 CAT YR GL EGL EOB ECAT STATE PROGRAM EP PROJECT ID 14 1112110000 000000 15 16 GF SF FID BE IBI EF GRANT GY CNTRT CY OCA AU 17 50 2 050001 85200000 00 18 19 ...UNITS.... ...TIME... 20 21 22 NEXT: L1-L5 85 20 04 00 000 EO BB VR OBJECT PPI TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Transaction 10S General Accounting Screen without EO

01 02 10S3 TR 10 - GENERAL ACCOUNTING - SINGLE INPUT 09/03/2007 14:16:05 03 04 DOC-NO LINE L1 L2 L3 L4 L5 OBJECT CF TRN-DT PPI STATE-DOC OFS 05 G 85 20 04 00 000 06 07 ....AMOUNT.... VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. AB AI 08 09 10 INVOICE DESCRIPTION OTHER-DOC CK-NO CK-DT BI B PID FT 11 12 13 CAT YR GL EGL EOB ECAT STATE-PROGRAM EP PROJECT ID 14 15 16 GF SF FID BE IBI EF GRANT GY CNTRT CY OCA AU 17 18 19 ...UNITS.... ...TIME... 20 21 22 NEXT: L1-L5 85 20 04 00 000 EO VR OBJECT PPI TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR10 Transactions Single Transaction Inquiry If a TYPE of "10" and a SEL code of "I" are entered on any screen, the Single Inquiry by Site Request screenwill display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER I.D., GF, SF, FID, BE, IBI, DOC-NO, LINE, and GL. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered all general accounting transactions within the operator's site will be displayed in L2 - L5 order. After completing the request screen, the operator should depress the ENTER key. The requested entry will be returned on the Single Inquiry by Site screen. The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed.



Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen.

Transaction 10I General Accounting Inquiry Request Screen

01 02 10I1 09/03/2007 14:31:12 03 TR 10 - GENERAL ACCOUNTING - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 07 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI DOC-NO LINE GL 08 85 G 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



Transaction 10I General Accounting Inquiry Screen

01 02 10I2 TR 10 - GENERAL ACCOUNTING - SINGLE INQUIRY BY SITE 09/03/2007 14:32:10 03 04 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI STATE-DOC 05 G 100 85 20 04 00 000 BB 05 09/03/2007 06 07 ....AMOUNT.... VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. AB AI 08 250.00 09 10 INVOICE DESCRIPTION OTHER-DOC CK-NO CK-DT BI B PID FT 11 0 12 13 CAT YR GL EGL EOB ECAT STATE-PROGRAM EP PROJECT ID 14 000000 00 61900 1112110000 000000 15 16 GF SF FID BE IBI EF OFS GRANT GY CNTRT CY OCA AU 17 50 2 050001 85200000 00 18 19 ...UNITS.... ...TIME... TYPE SEL 20 21 NEXT: L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI DOC-NO LINE GL 22 85 G 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR10 Transactions The Single Update by Site screen, as shown on the next page, should be used to make changes or corrections to transactions entering the system on the current day. To make corrections to General Accounting entries entered on a prior day, the operator will have to reverse the original entry and reenter it correctly. The operator can access the Single Update by Site screen by retrieving, in Single Inquiry, the desired transaction then type "U" in the SEL field at the bottom of the screen, and depress the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: L1 L2 L3 L4 L5 EO VR OBJECT FT GF, SF, & FID EF OFS



The following codes may be changed: DOC-NO Unique number assigned to the transaction AMOUNT Amount entered at the time of input. CAT (if GL Code is 122**, 131**, 134**, 7****, 931**, or 941**) If

changed, edited against the Title File. GL If changed, edited against the Title File. BE & IBI If changed, edited against the Title File.

STATE PROGRAM If changed edited against the Title File. Also validated against the

Budget Entity/ State Program Correlation File.

The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no next request Line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined above.

Transaction 10U General Accounting Update Screen 01 02 10U1 TR 10 - GENERAL ACCOUNTING - SINGLE UPDATE BY SITE 09/03/2007 14:39:36 03 04 DELETE: 05 06 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI STATE-DOC 07 G 100 85 20 04 00 000 BB 05 09032007 08 09 ....AMOUNT.... VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. AB AI 10 250.00 11 12 INVOICE DESCRIPTION OTHER-DOC CK-NO CK-DT BI B PID FT 13 0 14 15 CAT YR GL EGL EOB ECAT STATE-PROGRAM EP PROJECT ID 16 000000 00 61900 1112110000 000000 17 18 GF SF FID BE IBI EF OFS GRANT GY CNTRT CY OCA AU 19 50 2 050001 85200000 00 20 21 ...UNITS.... ...TIME... 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



CHAPTER 10 BUDGET CONTROL (BC) The Budget Control (BC) Function contains four transaction types - TR20, Allotments; TR21, Appropriations, Approved Budget, and Estimated Revenue; TR22, Releases; and TR29, Automated Allotment Transfers. The operating budget of an agency is recorded through TR20 (Allotments). TR21 is used to record Appropriations, Approved Budget, and Estimated Revenue based on the agency's comprehensive financial plan of operation that was modified and approved by the Legislature. Any releases of funds to the agencies as approved by the Executive Office of the Governor are recorded in TR22. TR29 (Automated Allotment Transfers) is an optional process that transfers allotment balances from a higher organization level to a lower organization level during nightly update. These transactions are discussed in detail in this chapter.

Allotments (TR20) Appropriations, Approved Budget, & Estimated Revenue (TR21) Releases (TR22) Automated Allotment Transfers (TR29)

TR20 - Allotments Transaction 20 is used to record the operating budget of an agency (i.e., the division of an appropriation into amounts that may be encumbered or expended during an allotment period). The agency has the choice of allotting to accounting entities, such as State Program, Budget Entity, Contracts and Grants, etc., by Appropriation Category only, by Object Code within Appropriation Category, or by any other of the 19 Master Data elements as long as they are within the same Category. If the agency chooses to allot by Object Code, the category may either be input or retrieved from an Expansion Set record. If allotments are made by Appropriation Category only, the Object Code field should be left blank when entering the transaction into the FLAIR system.



When using TR20, the system generates the following entry into the agency's FLAIR records: GL Code Description DR CR I/A 92200 Approved Budget, Allotted X A 93100 Allotments X I The general ledger code for Allotments, 93100, will automatically display on the input screen. To record Allotments and/or increase the balance in the 93100 (Allotments) account, the operator should input a positive amount. This will be entered as a credit to the 93100 (Allotments) account increasing the balance. To reduce the balance in the 93100 (Allotments) account, the operator should input a negative amount. This will be entered as a debit to the 93100 (Allotments) account decreasing the balance. As allotments are entered, the Available Balance File will be updated by increasing or decreasing the Allotment Balance by the amount of the transaction. The Allotment Balance will be maintained at the organization level denoted in the Allotment Level Default/Allotment Level Indicator field retrieved from the Expansion files. Inputting TR20 Transactions Single Transaction Input If a TYPE of "20" and a SEL code of "S" are entered on any screen, the Single Input Request screen will display (see next pages). This screen is used to enter one allotment at a time with the Expansion File data displayed. Procedures for the use of this screen are described below. On line 6 of the Single Input Request screen, the operator should enter the appropriate data under the following field titles.

L1 L2 L3 L4 L5 Organization level to which the allotment is to be recorded on the agency's Detail and Master Files; required field.

EO Expansion Option; required field.

VR Expansion Option Version; optional field.

OBJECT Object Code; optional field. If entered, edited against the title file.

PPI Prior Period Indicator; defaults to current period if left blank.



If no request is made on line 22, the operator should then depress the ENTER Key and the Single Input screen will display the fully expanded transaction (see next pages). Procedures for the use of this screen are described below. On line 6, the operator will find the following fields displayed ready for input.

DOC-NO Document Number; required field.

LINE Document Line Number; optional field.

TRN-DT Transaction Date; defaults to the current date if left blank.

B Batch; optional field.

PID Product Identifier; optional field. The operator will also find the fields from the previous screen displayed. These fields are protected and cannot be changed. On line 9 the operator will find the following fields displayed ready for input.

AMOUNT Transaction amount; required field; positive amounts increase allotments, negative amounts decrease allotments.

DESCRIPTION Optional Field.

AL-GL Allotment General Ledger Code (93100); system generated within

TR20.

AL-EGL Allotment External General Ledger Code; optional field.

CG-GL Contract & Grants General Ledger Code (93200); system-generated within TR20.

FT Flow-Through Indicator; defaults to 0; which updates General

Ledger Master only. Flow-Through Indicators 1, 2, and 3, apply to Contracts & Grants subsystem users only.

On line 12, the operator will find the following fields displayed ready for input. CAT, EOB, and ECAT may be retrieved from the Expansion Set record if the Set File is accessed. They may be overridden (changed) or added by the operator on this screen.

CAT Appropriation Category; Required if object code is not entered. The input category will override the expansion set record. Edited against the title file.



CF Certified Forward Indicator; optional field; if used a "C" must be input.

YR Appropriation Year; defaults to "00" if left blank.

EOB External Object Code; optional field.

ECAT External Category; optional field.

The following fields on line 12 are retrieved from the Expansion Option record and may be overridden (changed) by the operator on this screen.

STATE PROGRAM State Program Number; optional field. If entered edited against the title file. Also, validated against the Budget Entity/State Program Correlation File.

EP External Program; optional field.

PROJECT Project Number; optional field.

GRANT Grant Number; optional field.

GY Grant Year; optional field.

CNTRT Contract Number; optional field.

CY Contract Year; optional field.

OCA Other Cost Accumulator; optional field.

AU Agency Unique; optional field.

On line 15, the operator will find the following fields displayed. These fields are retrieved from the Expansion Option Record and are protected (cannot be changed).

GF GAAFR Fund

SF State Fund

FID Fund Identifier EF External Fund

The following fields on line 15 can be overridden (changed). If changed, these fields will be edited against the Title File.

BE Budget Entity



IBI Internal Budget Indicator

On line 18, the UNITS and TIME fields are available for input. Line 22 may be used to transfer to a different screen (See chapter 8). The operator should then depress the ENTER key. The transaction will be processed and the requested screen will be returned. If no request is made on line 22, the transaction will be processed and a Single Input screen will return with all the data from the last transaction displayed except AMOUNT, UNITS, YR, CF, and TIME. Lines 23 and 24 indicate the following available Program Functions:


made. PF12 - escapes and does not process current screen

Transaction 20S Allotments Single Input Request Screen 01 02 20S1 09/03/2007 11:42:27 03 TR 20 - ALLOTMENTS - SINGLE INPUT - REQUEST 04 05 L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



Transaction 20S Allotments Single Input Screen

01 02 20S2 09/03/2007 13:56:21 03 TR 20 - ALLOTMENTS - SINGLE INPUT 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI B PID 06 A 85 20 00 00 000 DD 01 380000 07 08 ....AMOUNT.... DESCRIPTION AL-GL AL-EGL CG-GL FT 09 931 00 932 00 10 11 CAT CF YR EOB ECAT STATE-PROGRAM EP PROJECT ID 12 040000 00 1112110000 000000 13 14 GF SF FID BE IBI EF GRANT GY CNTRT CY OCA AU 15 10 1 000001 85200000 00 16 17 ...UNITS.... ...TIME... 18 19 20 21 22 NEXT: L1-L5 85 20 00 00 000 EO DD VR OBJECT 380000 PPI TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a TYPE of "20" and a SEL Code of "A" are entered on any screen, the Multiple Input screen will display (see next pages). This screen is used to enter up to four allotments at a time with no Expansion File data displayed. Appropriation Category is the only field that may be overridden when using the Multiple Input screen. Procedures for the use of this screen are described below. On line 4, the operator may input the following data codes which will serve as key data for all the transactions entered on this screen.


DESCRIPTION Optional field.

TRN-DT Transaction Date; defaults to current date if left blank.

PPI Prior Period Indicator; defaults to current period if left blank. On lines 9 - 19, the operator may input up to four transactions with the following data codes.


L1 L2 L3 L4 L5 Organization code to which the allotment is being recorded on the



agency's Detail and Master Files; required field.



OBJECT Object Code; optional field. If entered, edited against the Title File.

CAT Appropriation Category; Required if object code is not entered.

The input category will override the expansion set record. Edited against the Title File.

CF Certified Forward Indicator; optional field; if used a "C" must be

input.


AL-GL Allotment General Ledger Code (93100); system-generated within Transaction.

AL-EGL Allotment External General Ledger Code; optional field.

PID Product Identifier; optional field.

AMOUNT Transaction amount; required field; positive amounts increase

allotments; negative amounts decrease allotments.

CG-GL Contract & Grants General Ledger Code (93200); system-generated within TR20.

FT Flow-Through Indicator; defaults to ‘0’.





PROJECT ID Project Identification Number; optional field.

B Batch Character; optional field.



NOTE: The operator may use the "DUP" key in all fields except Organization L1 and AMOUNT. When the entries are entered into the system, they will be edited and processed line by line for transaction requirements. On line 22, the TYPE and SEL fields may be used to transfer to a different screen. The operator should then depress the ENTER key. The allotment transactions will be processed and the requested screen and record displayed. If no request is made on line 22, the operator should depress the ENTER key. The transactions will be processed and the Multiple Input screen will return with lines 9 and 10 displaying all data from the last entry on the previous screen except AMOUNT, CF, YR, and TRN-DT. Lines 23 and 24 indicate the following available Program Functions:


made. PF12 - escapes and does not process current screen.

Transaction 20A, Allotments Multiple Input Screen 01 02 20A1 TR 20 - ALLOTMENTS - MULTIPLE INPUT 09/03/2007 14:52:20 03 04 DOC-NO A DESCRIPTION TRN-DT PPI 05 06 LINE L1 L2 L3 L4 L5 EO VR OBJECT CAT CF YR AL-GL AL-EGL PID 07 ....AMOUNT.... CG-GL FT GRANT GY CNTRT CY PROJECT ID B 08 09 85 931 00 10 932 00 11 12 85 931 00 13 932 00 14 15 85 931 00 16 932 00 17 18 85 931 00 19 932 00 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR20 Transactions If a TYPE of "20" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, GF, SF, FID, BE, IBI, CAT, OBJECT, DOC-NO., LINE, GRANT, CNTRT, and PROJECT ID. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered all allotment transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request Screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries on the file meeting the search criteria will be displayed .(See next pages.) The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The next request line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed. Lines 23 and 24 indicate the following available Program Functions: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen.



Transaction 20I Allotments Single Inquiry Request Screen 01 02 20I1 09/03/2007 13:41:50 03 TR 20 - ALLOTMENTS - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI CAT OBJECT 07 85 08 09 DOC-NO LINE GRANT CNTRT PROJECT ID 10 A 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

Transaction 20I Allotments Single Inquiry Screen 01 02 20I2 TR 20 - ALLOTMENTS - SINGLE INQUIRY BY SITE 09/03/2007 13:43:07 03 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI B PID 06 A 123 85 20 00 00 000 DD 01 380000 09/03/2007 07 08 ....AMOUNT.... DESCRIPTION AL-GL AL-EGL CG-GL FT 09 2500.00 OFFICE SUPPLIES 93100 93200 0 10 11 CAT CF YR EOB ECAT STATE-PROGRAM EP PROJECT ID 12 040000 00 1112110000 000000 13 14 GF SF FID BE IBI EF GRANT GY CNTRT CY OCA AU 15 10 1 000001 85200000 00 16 17 ...UNITS.... ...TIME... 18 19 20 TYPE SEL 21 L1-L5 85 USERID FUND CAT 22 OBJ DOC A LINE GRT CNT PJT 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Transaction 20M Allotments Multiple Inquiry Request Screen 01 02 20M1 09/03/2007 13:44:40 03 TR 20 - ALLOTMENTS - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI CAT OBJECT 07 85 08 09 DOC-NO LINE GRANT CNTRT PROJECT ID 10 A 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

Transaction 20M Allotments Multiple Inquiry Screen 01 02 20M2 TR 20 - ALLOTMENTS - MULTIPLE INQUIRY BY SITE 09/03/2007 13:45:09 03 04 X DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CAT CF YR 05 ....AMOUNT.... DESCRIPTION TRN-DT PPI B PID FTI 06 AL-GL AL-EGL CG-GL PROJECT ID GRANT GY CNTRT CY 07 08 A 123 85 20 00 00 000 DD 01 380000 040000 00 09 2500.00 OFFICE SUPPLIES 09/03/2007 0 10 93100 93200 11 12 A 123 85 20 00 00 000 DD 01 040000 00 13 50000.00 GENERAL EXPENSE 09/03/2007 0 14 93100 93200 15 16 A 123 85 20 00 00 000 DD 01 110000 010000 00 17 150000.00 SALARIES 09/03/2007 0 18 93100 93200 19 20 TYPE SEL 21 L1-L5 85 USERID FUND CAT 22 OBJ DOC A LINE GRT CNT PJT 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR20 Transactions The Single Update by Site screen, as shown on the next page, should be used to make changes or corrections to transactions entering the system on the current day. To make corrections to allotment entries entered on a prior day, the operator will have to reverse the original entry and reenter it correctly. The operator can access the Single Update by Site screen in two ways:

1. by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the SEL field at the bottom of the screen, and depressing the ENTER Key; or

2. by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the X

field, and depressing the ENTER Key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: L1 L2 L3 L4 L5 EO VR OBJECT AL-GL (only "931" is protected) CG-GL (only "932" is protected) FT GF, SF, FID EF The following codes may be changed: DOC-NO AMOUNT CAT If changed, edited against the Title File. BE & IBI If changed, edited against the Title File.



The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of query used to access the Update screen. There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:


made. PF12- escapes and does not process current screen.

Transaction 20U Allotments Single Update Screen 01 02 20U1 09/03/2007 14:06:26 03 TR 20 - ALLOTMENTS - SINGLE UPDATE BY SITE 04 DELETE: 05 06 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI B PID 07 A 123 85 20 00 00 000 DD 01 110000 09032007 08 09 ....AMOUNT.... DESCRIPTION AL-GL AL-EGL CG-GL FT 10 150000.00 SALARIES 931 00 932 00 0 11 12 CAT CF YR EOB ECAT STATE-PROGRAM EP PROJECT ID 13 010000 00 1112110000 000000 14 15 GF SF FID BE IBI EF GRANT GY CNTRT CY OCA AU 16 10 1 000001 85200000 00 0 17 18 ...UNITS.... ...TIME... 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR21 - Appropriations, Approved Budget, & Estimated Revenue Transaction 21 is used to record (1) Legislative Appropriations, (2) E.O.G. (Executive Office of the Governor) Approved Budget, and (3) Estimated Revenue. It is at the end of the Appropriation Cycle that the entries for TR21 should be made. The Legislature makes appropriations based on a comprehensive financial plan of operation (referred to as a budget) that is submitted by each agency. After modifications and final approval, the agencies receive the Appropriations, E.O.G. Approved Budget, and Estimated Revenue. When using TR21, the system generates the following entries into the agency's FLAIR records: To record Estimated Revenues: GL Code Description DR CR I/A 81*** Estimated Revenues (Gov)* or X I 87*** Estimated Operating Revenues (Prop)* or X I 88*** Estimated Non-Operating Revenues (Prop)* or X I 89*** Estimated Other Financing Sources * X I 99100 Budgetary Fund Balance X A To record Legislative Appropriations: GL Code Description DR CR I/A 99100 Budgetary Fund Balance X A 91100 Appropriations (Object=9*****) X I To record E.O.G. Approved Budget: GL Code Description DR CR I/A 91200 Appropriations, Allocated X A 92100 Approved Budget* X I



Inputting TR21 Transactions Single Transaction Input If a TYPE of "21" and a SEL code of "S" are entered on any screen, the Single Input Request screenwill display (see next pages). This screen is used to enter one record at a time with the Expansion File data displayed. Procedures for the use of this screen are described below. On line 7 of the Single Input Request screen, the operator should enter the appropriate data under the following field titles.

L1 L2 L3 L4 L5 Organization level to which the transaction is to be recorded on the agency's Detail and Master Files; required field.





If no request is made on line 22, the operator should then depress the ENTER Key and the Single Input screen shown will display the fully expanded transaction (see next pages). Procedures for the use of this screen are described below. On line 6, the operator will find the following fields displayed ready for input.




STATE-DOC State Document Number; optional Field.

The operator will also find the fields from the previous screen displayed. These fields are protected and cannot be changed. On line 9, the operator will find the following fields displayed ready for input.

AMOUNT Transaction amount; required field may be either positive or negative.

BC-GL Budget Control General Ledger Code; required field.

BC-EGL Budget Control External General Ledger Code; optional field.





FT Flow-Through Indicator; defaults to 0.

STATE PROGRAM State Program number; optional field. If changed edited against

the title file. Also validated against the Budget Entity/ State Program correlation file.

On line 12, the operator will find the following fields displayed ready for input. CAT and EOB may be retrieved from the Expansion Set record if the Set File is accessed. They may be overridden (changed) or added by the operator on this screen.

CAT Appropriation Category or Revenue Source; required field. Edited against the title file.

CF Certified Forward Indicator; optional field; if used, "C" must be

input.


EOB External Object Code; optional field.

The following fields on line 11 are retrieved from the Expansion Option record and may be overridden (changed) by the operator on this screen.







AU Agency Unique; optional field.



On line 15, the operator will find the following fields displayed. These fields are retrieved from the Expansion Option Record, and all of them are protected (cannot be changed).

GF GAAFR Fund

SF State Fund

FID Fund Identifier

EF External Fund The following fields on line 15 may be overridden (changed). IF changed, these fields are edited against the Title File.

BE Budget Entity


PROJECT ID Project Identification Number Line 22 may be used to transfer to a different screen. (See chapter 8). The operator should then depress the Enter Key. The transaction will be processed and the requested screen will be returned. If no request is made on line 22, the transaction will be processed and a Single Input screen will return with all the data from the last transaction displayed except AMOUNT and YR. Lines 23 and 24 indicate the following available Program Functions:





Transaction 21S Appropriations, Approved Budget, Estimated Revenue Single Input Request Screen

01 02 21S1 09/03/2007 10:50:52 03 TR 21 - APPROP, APRVD BUDGET, EST REVENUE - SINGLE INPUT - REQUEST 04 05 06 L1 L2 L3 L4 L5 EO VR OBJECT PPI 07 85 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

Transaction 21 Appropriations, Approved Budget, Estimated Revenue Single Input

Screen 01 02 21S2 09/03/2007 11:05:35 03 TR 21 -APPROP, APRVD BUDGET, EST REVENUE - SINGLE INPUT 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI STATE-DOC 06 A 85 20 00 00 000 DD 01 910000 07 08 ....AMOUNT.... BC-GL BC-EGL DESCRIPTION B FT STATE PROGRAM 09 1112110000 000000 10 11 CAT CF YR EOB ECAT EP GRANT GY CNTRT CY OCA AU 12 13 14 GF SF FID BE IBI EF PROJECT ID 15 10 1 000001 85200000 00 16 17 18 19 20 NEXT: 21 L1 L2 L3 L4 L5 EO VR OBJECT PPI TYPE SEL 22 85 20 00 00 000 DD 910000 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Multiple Transaction Input If a TYPE of "21" and a SEL Code of "A" are entered on any screen, the Multiple Input screen will display (see next pages). This screen is used to enter up to four input records at a time with no Expansion File data displayed. Procedures for the use of this screen are described below. On lines 8 - 18, the operator may input up to four transactions with the following data codes.



L1 L2 L3 L4 L5 Organization level to which the transaction is to be recorded on the agency's Detail and Master Files; required field.




CAT Appropriation Category or Revenue Source; required field. Edited

against the title file.

CF Certified Forward Indicator; if used, "C" must be input.

YR Appropriation Year; defaults to "00" (current year) if left blank.



STATE-DOC State Document Number; optional field. AMOUNT Transaction amount; required field may be either positive or

negative. BC-GL Budget Control General Ledger Code; required field.











PROJECT ID Project Identification Number; optional field. NOTE: The operator may use the "DUP" key in all fields except Organization L1 and AMOUNT. Line 22 may be used to transfer to a different screen. The operator should then depress the ENTER key. The transactions will be processed and the requested screen and record displayed. If no request is made on line 22, the operator should depress the ENTER Key. The transactions will be processed and the Multiple Input screen will return with lines 8 and 9 displaying all data from the last entry on the previous screen except the AMOUNT and YR. When the entries are entered into the system, they will be edited and processed line by line for transaction requirements. Lines 23 and 24 indicate the following available Program Functions:





Transaction 21A Appropriations, Approved Budget, Estimated Revenue Multiple

Input Screen 01 02 21A1 09/03/2007 11:29:22 03 TR 21 - APPROP, APPRVD BUDGET, EST REVENUE - MULTIPLE INPUT 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CAT CF YR TRN-DT PPI STATE-DOC 06 ....AMOUNT.... BC-GL BC-EGL DESCRIPTION B FT GRANT GY CNTRT CY PROJECT ID 07 08 A 85 09 10 11 A 85 12 13 14 A 85 15 16 17 A 85 18 19 20 TYPE SEL 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR21 Transactions If a TYPE of "21" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, GF, SF, FID, BE, IBI, CAT, OBJECT, DOC-NO, and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered all appropriation, approved budget, and estimated revenue transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request Screen, the operator should depress the ENTER Key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries on the file meeting the search criteria will be displayed. (See next pages.) The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed.





Transaction 21I Appropriations, Approved Budget, Estimated Revenue Single Inquiry Request Screen 01 02 21I1 09/03/2007 13:28:34 03 TR 21 - APPROP, APRVD BUDGET, EST REVENUE - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI CAT OBJECT DOC-NO LINE 07 85 A 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



Transaction 21I Appropriations, Approved Budget, Estimated Revenue Single

Inquiry Screen 01 02 21I2 09/03/2007 13:29:54 03 TR 21 - APPROP, APRVD BUDGET, EST REVENUE - SINGLE INQUIRY BY SITE 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI STATE-DOC 06 A 345 85 20 00 00 000 DD 01 910000 09/03/2007 07 08 ....AMOUNT.... BC-GL BC-EGL DESCRIPTION B FT STATE PROGRAM 09 175000.00 91100 LEG APPROP 1112110000 000000 10 11 CAT CF YR EOB ECAT EP GRANT GY CNTRT CY OCA AU 12 010000 00 13 14 GF SF FID BE IBI EF PROJECT ID 15 10 1 000001 85200000 00 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI CAT OBJECT DOC-NO LINE 22 85 A 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Transaction 21M Appropriations, Approved Budget, Estimated Revenue Multiple

Inquiry Request Screen 01 02 21M1 09/03/2007 13:31:59 03 TR 21 - APPROP, APPRV BUDGET, EST REVENUE - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI CAT OBJECT DOC-NO LINE 07 85 A 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



Transaction 21M Appropriations, Approved Budget, Estimated Revenue Multiple Inquiry Screen 01 02 21M2 09/03/2007 13:32:43 03 TR 21 - APPROP, APRVD BUDGET, EST REVENUE - MULTIPLE INQUIRY BY SITE 04 05 X DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CAT YR TRN-DT PPI STATE-DOC 06 ....AMOUNT.... BC-GL BC-EGL DESCRIPTION B FT GRANT GY CNTRT CY PROJECT ID 07 08 A 345 85 20 00 00 000 DD 01 910000 010000 00 09/03/2007 09 175000.00 91100 LEG APPROP 0 10 11 A 346 85 20 00 00 000 DD 01 910000 030000 00 09/03/2007 12 120000.00 91100 LEG APPROP 0 13 14 A 347 85 20 00 00 000 DD 01 910000 040000 00 09/03/2007 15 400000.00 91100 LEG APPROP 0 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI CAT OBJECT DOC-NO LINE 22 85 A 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR21 Transactions The Single Update by Site screen should be used to make changes or corrections to transactions entering the system on the current day. (See next pages.) To make corrections to TR21 entries entered on a prior day, the operator will have to reverse the original entry and reenter it correctly. The operator can access the Single Update by Site screen in two ways:

1. by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the SEL field at the bottom of the screen, and depressing the ENTER key; or


field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data.



Certain data codes may not be changed. These are: L1 L2 L3 L4 L5 EO VR OBJECT GF, SF, FID EF The following codes may be changed: DOC-NO AMOUNT BC-GL CAT If changed, edited against the title file. BE & IBI If changed, edited against the title file. The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no NEXT line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous pages. Lines 23 and 24 indicate the following available Program Functions:





Transaction 21U Appropriations, Approved Budget, Estimated Revenue Single Update Screen 01 02 21U1 09/03/2007 13:51:57 03 TR 21 - APPROP, APRVD BUDGET, EST REVENUE - SINGLE UPDATE BY SITE 04 05 DELETE: 06 07 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI STATE-DOC 08 A 345 85 20 00 00 000 DD 01 910000 09032007 09 10 ....AMOUNT.... BC-GL BC-EGL DESCRIPTION B FT STATE-PROGRAM 11 175000.00 91100 LEG APPROP 0 1112110000 000000 12 13 CAT CF YR EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 010000 00 15 16 GF SF FID BE IBI EF PROJECT ID 17 10 1 000001 85200000 00 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

TR22 - Releases Transaction 22 is used to record monies released to the agencies based on the budget that was approved. Depending on the state fund type, releases may be made quarterly or annually. When using Transaction 22, the system generates the following entries into the agency's FLAIR records: S.F. GL Code Description DR CR I/A 1 13100 Unexpended Gen. Rev. Releases* X I 2 12200 Released Cash in State Treasury* X I 1 63100 Released Gen. Rev. Approp.* X A 2 12100 Unreleased Cash in State Treasury* X A * Record by category. As releases are entered, the Available Balance File will be updated by increasing or decreasing the Fund Release Balance by the amount of the transaction.



Inputting TR22 Transactions Single Transaction Input If a TYPE of "22" and a SEL code of "S" are entered on any screen, the Single Input Request screen will display (see next pages). This screen is used to enter one release at a time with the Expansion File data displayed. Procedures for the use of this screen are described below. On line 7 of the Single Input Request screen, the operator should enter the appropriate data under the following field titles.

L1 L2 L3 L4 L5 Organization level to which the release is to be recorded on the agency's Detail and Master Files; required field.




If no request is made on line 22, the operator should then depress the ENTER key and the Single Input screen shown display the fully expanded transaction (see next pages). Procedures for the use of this screen are described below. On line 6, the operator will find the following fields displayed ready for input.




STATE-DOC State Document Number; optional field. The operator will also find the fields from the previous screen displayed. These fields are protected and cannot be changed. On line 9 the operator will find the following fields displayed ready for input.

AMOUNT Transaction amount; required field; positive amounts increase releases, negative amounts decrease releases.





DESCRIPTION Optional Field.


AB Available Balance Override; optional field.

FT Flow-Through Indicator; defaults to 0. On line 12, the operator will find the following fields displayed ready for input. CAT and EOB may be retrieved from the Expansion Set record if the Set File is accessed. They may be overridden (changed) or added by the operator on this screen.

CAT Appropriation Category; required field. Edited against the title file.



The following fields also on line 12, are retrieved from the Expansion Option record and may be overridden (changed) by the operator on this screen.






AU Agency Unique; optional field. On line 15, the operator will find the following fields displayed. These fields are retrieved from the Expansion Option Record and are protected (cannot be changed).

GF GAAFR Fund

SF State Fund

FID Fund Identifier

BE Budget Entity




EF External Fund

PROJECT ID Project Identifier Line 21 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction will be processed and the requested screen will be returned. If no request is made on line 21 or 22, the transaction will be processed and a Single Input screen will return with all the data from the last transaction displayed except AMOUNT, AB, CF, and YR.

Lines 23 and 24 indicate the following available Program functions: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was


Transaction 22 Release Single Input Request Screen 01 02 22S1 09/03/2007 09:34:32 03 TR 22 - RELEASES - SINGLE INPUT - REQUEST 04 05 06 L1 L2 L3 L4 L5 EO VR PPI 07 85 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



Transaction 22 Release Single Input Screen 01 02 22S2 09/03/2007 09:37:07 03 TR 22 - RELEASES - SINGLE INPUT 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR TRN-DT PPI STATE-DOC 06 A 85 20 00 00 000 DD 01 07 08 ....AMOUNT.... BC-GL BC-EGL DESCRIPTION B AB FT 09 10 11 CAT CF YR GRANT GY CNTRT CY OCA AU 12 13 14 GF SF FID BE IBI EF PROJECT ID 15 10 1 000001 85200000 00 16 17 18 19 20 21 NEXT: L1 L2 L3 L4 L5 EO VR PPI TYPE SEL 22 85 20 00 00 000 DD 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a TYPE of "22" and a SEL code of "A" are entered on any screen, the Multiple Input screen will display (see next pages). This screen is used to enter up to five input records at a time with no Expansion File data displayed. Appropriation Category is the only field that may be overridden when using the Multiple Input Screen. Procedures for the use of this screen are described below. On lines 7 - 20, the operator may input up to five transactions with the following data codes.



L1 L2 L3 L4 L5 Organization code to which the release is being recorded on the agency's Detail and Master Files; required field.



CAT Appropriation Category; may be overridden; required field. Edited

against the title file.

CF Certified Forward Indicator; optional field; if used a "C" must be



input.




B Batch character; optional field.

STATE-DOC State Document Number; optional field. AMOUNT Transaction amount; required field; positive amounts increase

releases; negative amounts decrease releases.

AB Available Balance Override; optional field.









PROJECT ID Project Identifier; optional field. NOTE: The operator may use the "DUP" key in all fields except Organization L1 and AMOUNT. Line 22 may be used to transfer to a different screen. The operator should then depress the ENTER key. The allotment transactions will be processed and the requested screen will be displayed. If no request is made on line 22, the operator should depress the ENTER key. The transactions will be processed and the Multiple Input screen will return with lines 7 and 8 displaying all data from the last entry on the previous screen except for AMOUNT, AB, and CF.



When the entries are entered into the system, they will be edited and processed line by line for transaction requirements. Lines 23 and 24 indicate the following available Program Functions:



Transaction 22A Releases Multiple Input Screen 01 02 22A1 TR 22 - RELEASES - MULTIPLE INPUT 09/03/2007 10:06:45 03 04 DOC-NO LINE L1 L2 L3 L4 L5 EO VR CAT CF YR TRN-DT PPI B STATE-DOC 05 ....AMOUNT.... AB DESCRIPTION BC-GL BC-EGL FT GRANT GY CNTRT CY PROJECT ID 06 07 A 85 08 09 10 A 85 11 12 13 A 85 14 15 16 A 85 17 18 19 A 85 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR22 Transactions If a TYPE of "22" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, User I.D., GF, SF, FID, BE, IBI, CAT, DOC-NO. and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered all release transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries on the file meeting the search criteria will be displayed. (See next pages.) The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed.

Transaction 22 I Releases Single Inquiry Request Screen 01 02 22I1 09/03/2007 10:18:13 03 TR 22 - RELEASES - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI CAT DOC-NO LINE 07 85 A 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



Transaction 22I Releases Single Inquiry Screen 01 02 22I2 09/03/2007 10:18:57 03 TR 22 - RELEASES - SINGLE INQUIRY BY SITE 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR TRN-DT PPI STATE-DOC 06 A 543 85 20 00 00 000 DD 01 09/03/2007 07 08 ....AMOUNT.... BC-GL BC-EGL DESCRIPTION B AB FT 09 150000.00 13100 1ST QTR RELEASES 0 10 11 CAT CF YR GRANT GY CNTRT CY OCA AU 12 010000 00 13 14 GF SF FID BE IBI EF PROJECT ID 15 10 1 000001 85200000 00 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI CAT DOC-NO LINE 22 85 A 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Transaction 22M Releases Multiple Inquiry Request Screen 01 02 22M1 09/03/2007 10:22:31 03 TR 22 - RELEASES - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI CAT DOC-NO LINE 07 85 A 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



Transaction 22M Releases Multiple Inquiry Screen 01 02 22M2 09/03/2007 10:23:16 03 TR 22 - RELEASES - MULTIPLE INQUIRY BY SITE 04 05 X DOC-NO LINE L1 L2 L3 L4 L5 EO VR CAT CF YR TRN-DT PPI B STATE-DOC 06 ....AMOUNT.... AB DESCRIPTION BC-GL BC-EGL FT GRANT GY CNTRT CY PROJECT ID 07 08 A 543 85 20 00 00 000 DD 01 010000 00 09/03/2007 09 150000.00 1ST QTR RELEASES 13100 0 10 11 A 543 85 20 00 00 000 DD 01 040000 00 09/03/2007 12 250000.00 1ST QTR RELEASES 13100 0 13 14 A 543 85 20 00 00 000 DD 01 030000 00 09/03/2007 15 20000.00 1ST QTR RELEASES 13100 0 16 17 18 19 NEXT: TYPE SEL 20 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI CAT DOC-NO LINE 21 85 A 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR22 Transactions The Single Update by Site screen, as shown on the next page, should be used to make changes or corrections to transactions entering the system on the current day. To make corrections to release entries entered on a prior day, the operator will have to reverse the original entry and reenter it correctly. The operator can access the Single Update by Site screen in two ways:


2. by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the X field, and depressing the ENTER key.

The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File.



The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: L1 L2 L3 L4 L5 EO VR GF, SF, FID BE & IBI EF The following codes may be changed: DOC-NO AMOUNT BC-GL CAT The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page.

Transaction 22U Releases Single Update Screen 01 02 22U1 09/03/2007 11:26:40 03 TR 22 - RELEASES - SINGLE UPDATE BY SITE 04 05 DELETE: 06 07 DOC-NO LINE L1 L2 L3 L4 L5 EO VR TRN-DT PPI STATE-DOC 08 A 543 85 20 00 00 000 DD 01 09032007 09 10 ....AMOUNT.... BC-GL BC-EGL DESCRIPTION B AB FT 11 150000.00 13100 1ST QTR RELEASES 0 12 13 CAT CF YR GRANT GY CNTRT CY OCA AU 14 010000 00 15 16 GF SF FID BE IBI EF PROJECT ID 17 10 1 000001 85200000 00 18 19 20 21 22 TYPE SEL 23 Enter- PF1---PF2---PF3---PF4---PF5---PF6 PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR29 - Automated Allotment Transfers Transaction 29, Automated Allotment Transfers, transfers allotment balances from a higher organization level to a lower organization level. This is an optional automated process that takes place during nightly update. The TR29 automation process occurs when the appropriate, numeric code is entered on the agency expansion option record in the Allotment Level Default and/or Allotment Level Indicator fields (See Chapter 7). If a numeric indicator is entered, the allotment transfer will occur when necessary. If an alpha indicator is entered, the allotment transfer will not take place. When allotments are recorded at a higher organization level than the organization level at which encumbrances and/or expenditures are made, a TR29 is generated that reduces the original allotment balance and increases the allotment for the encumbrance/expenditure organization level by the amount of the encumbrance/expenditure. For example, allotments are recorded at Organization Level 3. When an encumbrance and/or expenditure is recorded at Level 5, the program checks the Allotment Level Default/Indicator. If the Allotment Level Default/Indicator is a "3", the system will transfer an allotment equal to the encumbrance/expenditure from Organization Level 3 to Organization Level 5. These entries will be included on the agency's Detail and Master Files. The entries to reduce the allotment for Organization Level 3 are: TR GL Code Description DR CR 29 93100 Allotments X 29 92200 Approved Budget, Allotted X The entries to increase the allotments for Organization Level 5 are: TR GL Code Description DR CR 29 92200 Approved Budget, Allotted X 29 93100 Allotments X In this example, the total allotments for Organization Level 5 will always equal the total encumbrances and/or expenditures for Organization Level 5.



The Available Balance File will be updated for the Allotment transfer when the encumbrance or expenditure transaction is entered on-line. The update will be as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* N/A* N/A* Fund Release N/A* N/A* N/A* Organization Cash N/A* N/A* N/A* Organization Allotment (Allotment Level) - amount - amount - amount (Disbursement Level) +amount +amount +amount N/A = not applicable

Florida Fact:

Six student athletes from Florida Universities have won the Heisman

Trophy.

(source: myflorida.com)



CHAPTER 11 ENCUMBRANCES & ENCUMBERED DISBURSEMENTS According to the Governmental Accounting Standards Board, encumbrances are commitments "related to unperformed (executory) contracts for goods or services." As such, they are contingent liabilities for which a true obligation has not yet occurred. In FLAIR, encumbrances are recorded through TR60 - Encumbrances. Whenever an entry is made using TR60, the Encumbrances Subsidiary Ledger is simultaneously updated. This subsidiary lists all detail transaction information for encumbrances. When changes are made to an established encumbrance through the Encumbrances Subsidiary Update screen, TR6S, the appropriate accounting entries are retrieved. These entries will carry a TR61 (Encumbrance Changes) Transaction Type, and may be viewed through TR61 Inquiry. When an actual cash disbursement is made for a previously established encumbrance, it should be recorded in FLAIR through TR70 - Encumbered Disbursements. When this entry is made, the disbursement is recorded, the original encumbrance entry is reversed, and the encumbrance is removed from the Encumbrances Subsidiary. Any errors made when entering transactions through TR70 and discovered after the day of original entry should be corrected using TR58, Disbursement Corrections. See chapter 13. These transactions are discussed in detail on the following pages.

Encumbrances (TR60) Encumbrances Subsidiary (TR6S) Encumbrance Changes (TR61) Encumbered Disbursements (TR70)

TR60 - Encumbrances This transaction is used to record encumbrances on the Daily Input File and the Encumbrances Subsidiary. During nightly up-date, the encumbrance entries from the Daily Input File are used to update the agency's Detail and Master Files. When using TR60, the accounting entry into the agency's FLAIR records is as follows: GL Code Description DR CR I/A 94100 Encumbrances X I 98100 Budgetary Fund Bal. Reserved for Encumbrances X A The General Ledger Code for Encumbrances (94100) will automatically display on the input screen. To record an increase in Encumbrances, the operator should input a positive



amount. To correct an amount on the current day's input, the operator should retrieve the entry from the Daily Input File and type the correct amount over the existing amount using the TR60 Update screen. A Transaction 60 can be entered with a positive amount only. There are three types of encumbrances available to the agencies: Regular Encumbrances, Memo Encumbrances, and Blanket Encumbrances. Regular Encumbrances are used to record commitments for goods and services to a known or specific vendor. When the balance on a Regular Encumbrance is reduced to zero or a negative balance, it is automatically dropped from the Encumbrance Subsidiary Ledger during nightly update. Memo Encumbrances are used to record commitments for goods and services when there are multiple vendors or when the vendor is not known. Only the maximum amount of the commitment is known. Like Regular Encumbrances, Memo Encumbrances drop off the Encumbrances Subsidiary Ledger during nightly update when they are reduced to a zero or a negative balance. Blanket Encumbrances are used to record commitments when the vendor is known, the maximum amount of the commitment is known, and the commitment may be spread over a long period of time (i.e. the life of a contract). Unlike Regular and Memo Encumbrances, Blanket Encumbrances are not dropped from the Encumbrances Subsidiary when they are reduced to a zero or a negative balance. They remain on file until the agency removes them by indicating a Final Payment or by deleting them using the 6S Update screen. The vendor on an any outstanding encumbrance may be changed (overridden) by accessing the encumbrance through the Encumbrance Subsidiary Update (TYPE '6S', SEL 'U') using a line of "0000". When encumbrances are recorded, the Available Balance File is updated as follows:

SF=1 SF=2,3 SF=8 Fund Cash N/A* N/A* N/A* Fund Release N/A* N/A* N/A* Organization Cash N/A* N/A* N/A* Organization Allotment - amount - amount - amount *N/A = Not applicable NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (same as Fund Cash and Organization Allotment above). This update will take place only if the Grant, Contract, and/or Project fields are input.



Inputting TR60 Transactions Single Transaction Input If a TYPE of "60" and a SEL code of "S" are entered on any screen, the Single Input Request screen will display (see next pages). Procedures for the use of this screen are described below. On line 6 of the Single Input Request screen, the operator should enter the appropriate data under the following field titles.

EN-NO Encumbrance Document Number; required field. MBI Memo/Blanket Indicator; optional field. L1 L2 L3 L4 L5 Organization level to which the Encumbrance is to be recorded;

required field.

EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. PPI Prior Period Indicator; defaults to current period if left blank.

If no request was made on line 22, the transaction requested will be processed. The system will search the Encumbrances Subsidiary File for the Encumbrance Document Number entered. The Single Input Vendor Request screen, is accessed when a new encumbrance is being entered (see next pages). This screen is used to retrieve from the Vendor Files the necessary vendor information that is to be carried on the Encumbrances Subsidiary. Procedures for the use of this screen are described as follows. On line 6, the operator will find the data codes displayed from the previous screen. These fields are protected and cannot be changed. On line 11, the operator should enter the appropriate data codes to request the necessary vendor information to be retrieved from the Vendor Files.

VENDOR-ID Vendor Identification Number; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field.



BF-OB Benefiting Object Code; optional field. BF-CAT Benefiting Appropriation Category; optional field. BF-YR Benefiting Appropriation Year; defaults to "00" if left blank.

If the Memo/Blanket Indicator (MBI) is "M" (Memo Encumbrance), vendor data is optional; otherwise, it must be entered on this screen in one of the following combinations. (To bypass the Vendor Request screen for Memo Encumbrances, just depress the ENTER key.)

a. If VENDOR-ID is a SPURS, Regular, Employee, or Client Vendor, then only the VENDOR-ID is entered.

b. If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI),

indicating a JT transaction, the benefiting object (BF-OB) and benefiting category (BF-CAT) are both required and the BF-OB must be a State Standard Object Code. All other benefiting data should be left blank.

If the VENDOR-ID is left blank, the benefiting organization (BF-ORG), expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing and receiving organizations are within the same operating level, the system will generate the JT receipt entries (TR99) during nightly update. See chapter 14. After completing the screen, the operator should depress the ENTER key and the Single Input screen will be returned (see next pages). Procedures for the use of this screen are described as follows. On line 6, the operator will find the fields displayed from the previous screens and/or retrieved from the Encumbrances Subsidiary. Also displayed is TRN-DT (Transaction Date de-faults to current date if left blank), DESCRIPTION (optional field), and RCV-DT (Received Date; optional field). On line 9, the operator will find the following fields displayed ready for input.

AMOUNT Transaction amount; required field; only positive amounts accepted.

VENDOR-ID Vendor Identification Number; protected field. MC Minority Code; protected field. BF-CAT/YR Benefiting Appropriation Category and Appropriation Year;

protected field. VENDOR NAME Name of Vendor; protected field. OTHER-DOC Other Document Number; optional field.



On line 12, the operator will find the following fields displayed.

EN-GL Encumbrance General Ledger Code; required field; "94100" automatically displays; last two digits may be overridden.

EN-EGL External Encumbrance General Ledger Code; optional field. AB Available Balance Override Indicator; optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. QUANTITY Optional field. B Batch; optional field. PID Product Identifier; optional field. BF-ORG Benefiting Organization; optional field.

BF-EO Benefiting Expansion Option; optional field. BF-OB Benefiting Object Code; optional field.

On line 15, the operator will find the following fields displayed. These fields are retrieved from the Expansion Set record but may be overridden (changed).

CAT Appropriation Category; required field. YR Appropriation Year; defaults to "00" if left blank. GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field. ECAT External Category; optional field.

The following fields on line 15 are retrieved from the Expansion Option Record but may be overridden (changed).

EP External Program; optional field. GRANT Grant Number; optional field. If entered, edited against the Grant

Information File. If Grant Information File contains a *CSFA Code, then edited against the Contract and Grant Title File.



GY Grant Year; optional field. CNTRT Contract Number; optional field. If entered, edited against the

Contract Information File. If Contract Information File contains a *CSFA Code, then edited against the Contract and Grant Title File

CY Contract Year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field.

*Note: CSFA = Catalog State Financial Assistance On line 18, the following fields are displayed. These data codes except CF are retrieved from the Expansion Option Record and are protected (cannot be changed) with the exception of BE, IBI, STATE PROGRAM and PROJECT ID.

GF GAAFR Fund SF State Fund FID Fund Identifier BE Budget Entity; required field IBI Internal Budget Indicator; required field EF External Fund STATE-PROGRAM State Program Number; required field PROJECT ID Project Identification Number; optional field RVL Revolving Fund Identifier CF Certified Forward Indicator; optional field; if used "C" must be

input. Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction will be processed and the requested screen will be returned. If no request is made on line 22, the operator should depress the ENTER key and the transaction will be processed. A Single Input screen will return with all of the data from the last transaction except AMOUNT, QUANTITY, AB, CF, and YR.





made. PF12- escapes and does not process current screen. 60S Encumbrances Single Input Request Screen

01 02 60S1 09/03/2007 12:55:45 03 TR 60 - ENCUMBRANCES - SINGLE INPUT - REQUEST 04 05 EN-NO MBI L1 L2 L3 L4 L5 EO VR OBJECT PPI 16 E 85 17 08 19 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



60S Encumbrances Single Input Screen 2

01 02 60S2 09/03/2007 12:59:22 03 TR 60 - ENCUMBRANCES - SINGLE INPUT - REQUEST 04 05 EN-NO MBI L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 E 222 85 10 20 00 000 00 02 380000 07 08 ENTER VENDOR OR BF DATA: 09 10 VENDOR-ID BF-ORG BF-EO BF-OB BF-CAT BF-YR 11 12 13 14 15 16 17 18 19 20 21 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT RFRSH CAN

60S Encumbrances Single Input Screen 3

01 02 60S3 09/03/2007 12:59:08 03 TR 60 - ENCUMBRANCES - SINGLE INPUT 04 05 EN-NO MBI L1 L2 L3 L4 L5 EO VR OBJECT PPI TRN-DT DESCRIPTION RCV-DT 06 E 222 85 10 02 00 000 00 02 380000 07 08 ...AMOUNT... VENDOR-ID MC BF-CAT/YR VENDOR-NAME OTHER-DOC 09 VF599876543001 A BDW SUPPLIES 10 11 EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. B PID BF-ORG BF-EO BF-OB 12 941 00 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 246B 16 17 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID RVL CF 18 10 1 000001 85000000 00 1112110000 000000 19 20 NEXT: 21 EN-NO MBI L1 L2 L3 L4 L5 EO VR OBJECT PPI 22 E 222 85 10 02 00 000 00 380000 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



MyFloridaMarketPlace (MFMP) Encumbrances Most agencies encumbrances are first entered in the statewide purchasing system: MyFloridaMarketPlace (MFMP). MFMP and FLAIR send data back and forth regarding encumbrances, encumbrance changes, and so forth. Direct Orders (purchase orders) in MFMP should create an encumbrance record in FLAIR. This manual does not provide procedures and information about using the MFMP system. Please contact the Department of Management Services or your agency for indepth training on MFMP. Multiple Transaction Input – TR 60 If a Transaction Type of "60" and a Selection Code of "A" are entered on any screen, the Multiple Input Request screen will display (see next pages). This screen is used to request transactions to be entered on the Multiple Input screen. On line 6 of the Multiple Input Request screen, the operator should enter the appropriate data under the following field titles.

EN-NO Encumbrance Document Number; required field. MBI Memo/Blanket Indicator; optional field.

If no request was made on line 23, the transaction requested will be processed. The system will search the Encumbrances Subsidiary for the Encumbrance Number entered. The Multiple Input Vendor Request screen is accessed when a new encumbrance is being entered. This screen is used to retrieve the necessary information that is to be carried on the Encumbrances Subsidiary File from the Vendor Files. Procedures for the use of this screen are described below. On line 5, the operator will find the data codes displayed from the previous screen. These fields are protected and cannot be changed. On line 10, the operator should enter the appropriate data codes to request the necessary vendor information from the Vendor Files.

VENDOR-ID Vendor Identification Number; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field.



BF-OB Benefiting Object Code; optional field.

BF-CAT Benefiting Category; optional field. BF-YR Benefiting Appropriation Year; defaults to "00" if left blank. PPI Prior Period Indicator; defaults to current period if left blank.

If the Memo/Blanket Indicator (MBI) is "M" (Memo Encumbrance), vendor data is optional; otherwise, it must be entered on this screen in one of the following combinations. (To bypass the Vendor Request screen for Memo Encumbrances, depress the ENTER key.)

a. If VENDOR-ID is a statewide vendor, Regular, Employee, or Client Vendor, then only the VENDOR-ID is entered.

b. If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI),

indicating a JT transaction or a cash disbursement to a local fund, the benefiting object (BF-OB) and benefiting category (BF-CAT) are both required and the BF-OB must be a State Standard Object Code. All other benefiting data should be left blank.

c. If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),

expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing and receiving organizations are within the same operating level, the system will generate the JT receipt entries (TR99) during nightly update. See chapter 13.

After completing the screen the operator should depress the ENTER key and the Multiple Input screen will be returned (see next pages). Procedures for the use of this screen are described below. On lines 8 - 21, the operator may input up to three transactions with the following data codes.

EN-NO Encumbrance Number; protected field. MBI Encumbrances Type Indicator; protected field. L1 L2 L3 L4 L5 Organization Level at which the encumbrance is recorded. L1 is

protected; L2 - L5 is optional as needed.

EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. YR Appropriation Year; defaults to "00" if left blank.



PPI Prior Period Indicator; optional field. TRN-DT Transaction Date; if left blank, defaults to current date. DESCRIPTION Optional field. RCV-DT Received Date; optional field. AMOUNT Required field. VENDOR ID Vendor Identification; protected field. MC Minority Code; protected field. BF-CAT/YR Benefiting Category and Year; protected field. VENDOR NAME Protected field. OTHER DOC Other Document Number; optional field. EN-GL Encumbrance General Ledger Code; "941" is retrieved and

protected. EN-EGL Encumbrance External General Ledger Code; optional field. AB Available Balance Override Indicator; optional field.

SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. QUANTITY Optional field. B Batch; optional field. PID Product Identifier; optional field.

BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field. BF-OB Benefiting Object Code; optional field. CF Certified Forward Indicator; optional field, valid input=”C”

NOTE: The operator may use the "DUP" key in all fields except Organization L1, QUANTITY and AMOUNT. Line 22 may be used to transfer to a different screen. See chapter 8.



The operator should then depress the ENTER key. The transactions will be processed, and the requested screen will be displayed. If no request is made on line 22, the operator should depress the ENTER key, and the Multiple Input screen will return with all of the data from the last transaction except YR, AMOUNT, AB, QUANTITY, and CF. Lines 23 and 24 indicate the following available Program Functions:



60A Encumbrances Multiple Input Request Screen 01 02 60A1 09/03/2007 12:59:58 03 TR 60 - ENCUMBRANCES - MULTIPLE INPUT - REQUEST 04 05 EN-NO MBI 06 E 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



60A Encumbrances Multiple Input Screen 2 01 02 60A2 09/03/2007 13:00:14 03 TR 60 - ENCUMBRANCES - MULTIPLE INPUT - REQUEST 04 05 EN-NO MBI 06 E 222 07 08 ENTER VENDOR OR BF DATA: 09 10 VENDOR-ID BF-ORG BF-EO BF-OB BF-CAT BF-YR PPI 11 12 13 14 15 16 17 18 19 20 21 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT RFRSH CAN

60A Encumbrances Multiple Input Screen 3 01 02 60A3 09/03/2007 13:00:39 03 TR 60 - ENCUMBRANCES - MULTIPLE INPUT 04 05 EN-NO MB L1 L2 L3 L4 L5 EO VR OBJECT YR PPI TRN-DT DESCRIPTION RCV-DT 06 ....AMOUNT... VENDOR-ID MC BF-CAT/YR VENDOR-NAME OTHER-DOC 07 EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. B PID BF-ORG BF-EO BF-OB CF 08 09 E 222 85 10 VF599876543001 A BDW SUPPLIES 11 941 00 12 13 E 222 85 14 VF599876543001 A BDW SUPPLIES 15 941 00 16 17 E 222 85 18 VF599876543001 A BDW SUPPLIES 19 941 00 20 21 NEXT: EN-NO E 222 MBI TYPE SEL 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR60 Transactions Single and Multiple Inquiry If a TYPE of "60" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, User ID, GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, EN-NO, and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered, all encumbrance transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first three entries on the file meeting the search criteria will be displayed. (See next pages.) The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The next request line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed. Lines 23 and 24 indicate the following available Program Functions:




60 I Encumbrances Single Inquiry Request Screen

01 02 60I1 09/03/2007 13:01:09 03 TR 60 - ENCUMBRANCES - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 l3 l4 l5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 BF-ORG BF-EO EN-NO LINE 10 E 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

60 I Encumbrances Single Inquiry Screen

01 02 60I2 09/03/2007 13:01:20 03 TR 60 - ENCUMBRANCES - SINGLE INQUIRY BY SITE 04 05 EN-NO LINE MBI L1 L2 L3 L4 L5 EO VR OBJECT PPI TRN-DT DESCRIPTION 06 E 222 0001 85 10 02 00 000 00 02 380000 09/03/2007 OFF. SUPPLIES 07 08 ....AMOUNT.... VENDOR-ID MC BF-CAT/YR VENDOR-NAME OTHER-DOC 09 1200.00 VF599876543001 A BDW SUPPLIES 10 11 EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. B PID BF-ORG BF-EO BF-OB 12 94100 13 14 CAT YR CF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 246B AAAAA 16 17 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 18 10 1 000001 85000000 00 1112110000 000000 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID EN-NO LINE 22 85 E 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



60M Encumbrances Multiple Inquiry Request Screen 01 02 60M1 09/03/2007 13:01:47 03 TR 60 - ENCUMBRANCES - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 BF-ORG BF-EO EN-NO LINE 10 E 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

60M Encumbrances Multiple Inquiry Screen 01 02 60M2 09/03/2007 13:01:58 03 TR 60 - ENCUMBRANCES - MULTIPLE INQUIRY BY SITE 04 05 X EN-NO LINE MBI L1 L2 L3 L4 L5 EO VR OBJECT YR PPI TRN-DT DESCRIPTION 06 ....AMOUNT.... VENDOR-ID MC BF-CAT/YR VENDOR-NAME OTHER-DOC 07 CF EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. B PID BF-ORG BF-EO BF-OB 08 09 E 222 0001 85 10 02 00 000 00 02 380000 00 09032007 OFF. SUPPLIES 10 1200.00 VF599876543001 A BDW SUPPLIES 11 94100 12 13 E 555 0001 85 00 00 00 000 00 02 380000 00 09032007 OFF. SUPPLIES 14 1200.00 VF234567890001 BOB'S EXEC. SUP. 15 94100 16 17 E 777 0001 85 00 00 00 000 00 02 380000 00 09032007 OFF. SUPPLIES 18 10000.00 VF111998661003 A AVIS PAPER 19 94100 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID EN-NO LINE 22 85 E 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR60 Transactions Single Update by Site The Single Update by Site screen should be used to make changes or corrections to transactions entering the system on the current day, for encumbrances entered directly into FLAIR. To make corrections to encumbrance entries entered on a prior day, the operator will have to reverse the original entry and reenter it correctly. If additional changes must be made, they must be done on the TR 6S (Encumbrances Subsidiary) Update Screen. The operator can access the Single Update by Site Screen in two ways:

1. by retrieving, in Single Inquiry, the record to be changed; putting an "U" in the SEL field at the bottom of the screen, and depressing the ENTER key; or

2. by retrieving, in Multiple Inquiry, the record to be changed; putting an "U" in the

X field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on the update screen by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: EN-NO + LINE BF-CAT/YR MBI VENDOR NAME L1 L2 L3 L4 L5 EN-GL (only "941" is protected) EO GF, SF, FID VR EF OBJECT RVL VENDOR-ID MC (Minority Code) The following codes may be changed: AMOUNT BE & IBI EN-GL STATE PROGRAM CAT Note : MFMP encumbrance changes (Direct Order changes) should be made in MFMP, not in FLAIR.



The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:



60U Encumbrance Single Update Screen 01 02 60U1 09/03/2007 13:03:27 03 TR 60 - ENCUMBRANCES - SINGLE UPDATE BY SITE 04 05 DELETE: 06 07 EN-NO LINE MBI L1 L2 L3 L4 L5 EO VR OBJECT PPI TRN-DT DESCRIPTION 08 E 222 0001 85 10 02 00 000 00 02 380000 09032007 OFF. SUPPLIES 09 10 ....AMOUNT.... VENDOR-ID MC BF-CAT/YR VENDOR-NAME OTHER-DOC 11 1200.00 VF599876543001 A BDW SUPPLIES 12 13 EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. B PID BF-ORG BF-EO BF-OB 14 941 00 15 16 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 17 040000 00 71100 246B AAAAA 18 19 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 20 10 1 000001 85000000 00 1112110000 000000 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR6S – The Encumbrance Subsidiary The Encumbrances Subsidiary is an on-line auxiliary ledger that maintains a record for outstanding encumbrances. This includes Regular Encumbrances, Memo Encumbrances, and Blanket Encumbrances. It is available for inquiry and update. A record is created on the Encumbrances Subsidiary Ledger when an encumbrance is entered through TR60. For each encumbrance record, a line number is generated. This allows agencies to recall and/or update a specific line item within an Encumbrance. The Subsidiary Ledger will be updated immediately when an entry is made through TR60 Input, 60 Update, 6S Update, or when an Encumbered Disbursement or payable entry is made through an Encumbered Disbursement or payable transaction. TR60 Update is used to update or delete encumbrance records entered on the current day. Since these transactions have not yet updated the Detail or Master Files, the original entry is retrieved from the Daily Input File and the correcting data is keyed over the existing data. This updates the Daily Input File and simultaneously creates a correcting entry to the Encumbrances Subsidiary Ledger. On the subsidiary records, only the net effect of the change would be shown on inquiry. TR6S Update is used to correct transactions that have already updated the Detail and Master Files. Since these transactions are not on the Daily Input File, they are retrieved from the Encumbrances Subsidiary. Corrections to non-quantitative fields are made by typing in the correct data. This will create a reversing entry to back-out the existing encumbrance and an entry to record the corrected encumbrance. Corrections to quantitative fields are entered as the net change; i.e., AMT. CHANGE and QUANTITY CHANGE. This will create an entry to record the net change only. These entries can be viewed through TR61 Inquiry (same day only). The net effect of the change(s) to the subsidiary record will be recorded on the Encumbrances Subsidiary and can be viewed using TR6S Inquiry. TR6S Update is also used to change or update the vendor to which an encumbrance is recorded. To update the VENDOR I.D. field, request the desired encumbrance by document number via the Encumbrances Subsidiary Single Update Request screen (Type '6S', SEL 'U'). A line number of "0000" should be used on the update request. An entry to reverse the transaction with the old vendor number and an entry to record the new transaction reflecting the new vendor number will be system-generated. These entries may be immediately viewed by using the inquiry modes of TR61.



Examples of the entries to update the Encumbrances Subsidiary File follow. To change an Object Code on an Encumbrance for $1,000.00 from 341000 to 342000: Object GL Code Description DR CR 341000 98100 Budgetary Fund Bal. Res. for Enc. 1000 341000 94100 Encumbrances 1000 342000 94100 Encumbrances 1000 342000 98100 Budgetary Fund Bal. Res. for Enc. 1000 NOTE: The AMT CHANGE field is left blank when there is no correction to the amount. The LINE AMOUNT field is used in the generated entries to reverse out the existing encumbrance record and to record the corrected encumbrance record. To reduce the Amount of a $1500.00 Encumbrance by $500.00: Amt Change GL Code Description DR CR - 500 98100 Budget Fd. Bal. Res. for Enc. 500 - 500 94100 Encumbrances 500 NOTE: The $500.00 credit is entered in the AMT CHANGE field as a negative amount. This reduces the amount on the encumbrance record by $500.00. When recording an Encumbered Disbursement or Encumbered Payable, the operator is required to enter the encumbrance and line number. This identifies the specific line item within the encumbrance that will be reduced or removed by the expenditure or payable disbursement transaction. If the entire encumbrance is to be removed from the Encumbrances Subsidiary Ledger, then a Final Payment Indicator should be recorded on the expenditure entry. This will remove the entire encumbrance regardless of whether the expenditure, encumbered amount and the encumbrance entries are the same. To cancel an encumbrance without paying it or setting up a payable for it, the operator should go through TR6S Update and delete it.



When the Encumbrances Subsidiary File is updated, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* N/A* N/A* Fund Release N/A* N/A* N/A* Organization Cash N/A* N/A* N/A* Organization Allot. +/- Diff. +/- Diff. +/- Diff. * N/A = Not Applicable Diff. = Difference NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (same as Fund Cash and Organization Allotment above). This update will take place only if the Grant, Contract, and/or Project fields are input. Inquiring into the Encumbrance Subsidiary If a TYPE of "6S" and a SEL of "I" or "M" were entered on any screen, the Single Inquiry Request screen ("I") or Multiple Inquiry Request screen ("M") will return (see next pages). Procedures for the use of these screens are described below. On line 6, the operator will find his/her organization security clearance along with the appropriate data codes to request the Encumbrance record to be inquired upon. The search criteria includes Organization Code, EN-NO, LINE, PPI, CAT, VENDOR ID, BF-ORG and BF-EO. To view prior month or prior year data, the PPI must be entered. If a data code is not entered, all encumbrances will be displayed, beginning with the first record within the user's security clearance. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested transaction will be displayed. On Multiple Inquiry, the first four transactions on file meeting the search criteria will be displayed (see next pages). The Final Payment Indicator (F) is used to indicate if an encumbrance has been marked for final payment, reduced to a zero or negative amount, or deleted through 6S update. The available indicators are:

C The encumbrance was paid in full or overpaid. If the encumbrance was a Regular Encumbrance or Memo Encumbrance, the encumbrance line item will be cleared during nightly update unless you're in dual month processing. When in dual month processing, these encumbrances will remain on file until the prior month is closed (system generated code).



D Deleted through 6S update and the encumbrance line item will be cleared during nightly update.

F The encumbrance line item was marked as a final payment and will be cleared

during nightly update. The EN-DT field indicates the date an encumbered line item was recorded in the agency's records. The AC-DT field is also shown indicating the date of the last activity involving the encumbered line item of inquiry. The NEXT line may be used to transfer to a different screen or a new request. See chapter 8. If no new request is made, the next entry/entries on file meeting the search criteria will be displayed.

6S I Encumbrance Subsidiary Ledger Single Inquiry Request Screen 01 02 6SI1 09/03/2007 13:06:12 03 6S - ENCUMBRANCES SUBSIDIARY LEDGER - SINGLE INQUIRY - REQUEST 04 05 L1 L2 L3 L4 L5 EN-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 06 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



6SI Encumbrance Subsidiary Ledger Single Inquiry Screen

01 02 6SI2 6S-ENC. SUBSIDIARY LEDGER - SINGLE INQUIRY 09/03/2007 13:06:26 03 EN-NO LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION 04 E 452 0001 85 10 01 01 211 01 01 261000 TRAVEL 05 06 ..LINE AMOUNT. VENDOR-ID MC BF-CAT BF-YR VENDOR NAME 07 241.00 VN232323232001 A STATE TRAVEL 08 09 EN-GL EN-EGL SUB-VENDOR-ID ..QUANTITY.. PID EN-DT RCV-DT AC-DT 10 94100 09/03/2007 09/03/2007 11 12 CAT YR CF NCF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 13 040000 00 71100 AAAAA 14 15 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 16 20 2 010001 85100000 00 1112110000 000000 17 18 BF-ORG BF-EO BF-OB 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 EN-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 22 85 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

6SM Encumbrance Subsidiary Ledger Multiple Inquiry Request Screen

01 02 6SM1 09/03/2007 13:06:46 03 6S - ENCUMBRANCES SUBSIDIARY LEDGER - MULTIPLE INQUIRY - REQUEST 04 05 L1 L2 L3 L4 L5 EN-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 06 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



6SM Encumbrance Subsidiary Ledger Multiple Inquiry Screen 01 02 6SM2 09/03/2007 13:06:57 03 6S - ENCUMBRANCES SUBSIDIARY LEDGER - MULTIPLE INQUIRY 04 EN-NO MBI ...BALANCE.... PPI VENDOR-NAME STATE TRAVEL MC BF-CAT/YR 05 E 452 300.00 VENDOR-ID VN232323232001 A 06 07 X LINE F L1 L2 L3 L4 L5 EO VR OBJECT YR CF/NCF DESCRIPTION EN-DT RCV-DT 08 ..LINE AMOUNT. EN-GL/EGL SUB-VENDOR-ID PID BF-ORG BF-EO BF-OB AC-DT 09 0001 85 10 01 01 211 01 01 261000 00 TRAVEL 09032007 10 241.00 94100 09032002 11 12 0002 85 10 02 02 213 AA 01 261000 00 TRAVEL 09032007 13 59.00 94100 09032002 14 15 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 EN-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 22 85 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating the Encumbrance Subsidiary If a Transaction Type of "6S" and a SEL Code of "U" are entered on any screen, the Single Update Request screen will display (see next pages). This screen should be used to make changes or corrections to encumbrances entering the system prior to the current day. Procedures for the use of this screen are described below. The operator should enter the Encumbrance Document Number (EN-NO) and LINE Number to request the transaction to be retrieved from the Encumbrances Subsidiary Ledger and updated. After completing the request screen, the operator should depress the ENTER key. The first transaction on file meeting the request criteria will be returned on the Single Update screen .Procedures for the use of this screen are described below. The DELETE field is available to delete a record from the Encumbrances Subsidiary File. To delete the record enter a "D" in this field and depress the ENTER key. The record will then be removed from the file. The operator may change the following fields displayed on this screen by tabbing to the field to be changed and typing in the correct data. The codes that may be updated are: PPI VR L2-L5 OBJECT EO



If the vendor ID is to be changed, a line number of '0000' should be entered; the Single Update screen will be returned. The operator may tab to the appropriate data on line 11 to indicate a vendor change. Fields available for update include: VENDOR-ID BF-CAT BF-YR BF-ORG BF-EO BF-OBJ Once the vendor data change has been input, depress the ENTER key. On the following screen, the operator should make any necessary changes and depress ENTER. The system will return a second Single Update screen (see next pages.) Procedures for the use of this screen are described below. The following data codes will be displayed. Some codes are protected and cannot be updated while other codes may be overridden. The data codes that may not be updated are: EN-NO & LINE MC MBI VENDOR NAME F EN - GL (941 only) L1 L2 L3 L4 L5 QUANTITY EO GF, SF, FID VR EF OBJECT RVL PPI BF CAT/YR LINE AMOUNT AC-DT VENDOR-ID Line 19 or 21 may be used to transfer to different screen. See chapter 8. If the record is updated and no request is made on line 19 or 21, the next transaction on the file meeting the search criteria will be returned. If the record is not updated and no request is made on line 21 or 23, the system will default to the Multiple Inquiry screen with the record from update listed first. Lines 23 and 24 indicate the following available Program Functions:





6SU Encumbrance Subsidiary Ledger Single Update Request Screen

01 02 6SU1 09/03/2007 13:08:01 03 6S - ENCUMBRANCES SUBSIDIARY LEDGER - SINGLE UPDATE - REQUEST 04 05 06 EN-NO LINE PPI 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

6SU Encumbrance Subsidiary Ledger Single Update Screen

01 02 6SU3 09/03/2007 13:08:28 03 6S - ENCUMBRANCES SUBSIDIARY LEDGER - SINGLE UPDATE 04 05 DELETE: PPI: 06 07 EN-NO LINE MBI L1 L2 L3 L4 L5 EO VR OBJECT 08 E 167 0001 85 10 02 00 000 00 02 261000 09 10 11 CHANGE L1 L2 L3 L4 L5 EO VR OBJECT IF DESIRED 12 85 13 14 VENDOR-ID BF-CAT BF-YR VENDOR-NAME DESCRIPTION 15 VF111998661003 AVIS AUTO TRAVEL 16 17 18 GF SF FID BE IBI EF RVL EN-DT AC-DT 19 10 1 000001 85100000 00 09/03/2007 09/03/2007 20 21 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



6SU Encumbrance Subsidiary Ledger Single Update Screen 2 (Vendor Number or Benefiting Data override) 01 02 6SU2 09/03/2007 13:08:28 03 6S - ENCUMBRANCES SUBSIDIARY LEDGER - SINGLE UPDATE 04 05 EN-NO LINE MBI 06 E 349 0000 07 08 OVERRIDE ENCUMBRANCE VENDOR AND BF-DATA, IF DESIRED: 09 10 VENDOR-ID BF-CAT BF-YR BF-ORG BF-EO BF-OBJ VENDOR-NAME 11 VN323232323001 ST. BANK 12 13 14 15 16 17 18 19 20 21 NEXT: EN-NO LINE PPI 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Transaction 6SU Encumbrance Subsidiary Ledger Single Update Screen

01 02 6SU4 6S - ENC. SUBSIDIARY LEDGER - SINGLE UPDATE 09/03/2007 13:09:16 03 04 EN-NO LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI TRN-DT DESCRIPTION 05 E 349 0001 85 10 02 02 213 00 02 221000 OFFICE SUPPLIES 06 07 ..LINE AMOUNT. .AMT.CHANGE.. VENDOR-ID MC VENDOR NAME 08 23.00 VN323232323001 A ST.BANK 09 10 EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. .QTY.CHANGE. PID EN-DT RCV-DT 11 94100 09032007 12 13 CAT YR CF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 71100 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 17 10 1 000001 85100000 00 1112110000 000000 18 19 BF-ORG BF-EO BF-OB BF-CAT/YR AC-DT 20 09032007 21 22 NEXT: EN-NO LINE PPI TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR61 - Encumbrance Changes Whenever an encumbrance is updated using the Encumbrance Subsidiary Update screen, (TR6SU) TR61 entries are generated by the system. Single and Multiple Inquiry screens are available for on-line viewing of these system generated entries. If a Transaction Type "61" and a Selection Code of "I" or "M" were entered on any screen, the Single Inquiry Request screen ("I") or Multiple Inquiry Request screen ("M"), will display (see next pages). Procedures for the use of these screens are described below. The operator will find his/her organization security clearance along with the data codes available for search criteria. The search criteria include Organization Code, USER ID, GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, EN-NO, and LINE. Only transactions meeting the search criteria will be displayed. If no search criterion is entered, all encumbrance changes generated on the current day will be displayed, starting with the first record within the user's security clearance. After completing the Request screen the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first three entries on file meeting the search criteria will be displayed. The NEXT line may be used to transfer to a different screen. See chapter 8. If no request is made on line 22, the next entry/entries on the file meeting the original search criteria will display. Lines 23 and 24 indicate the following available Program Functions:




61 I Encumbrance Changes Single Inquiry Request Screen

01 02 61I1 09/03/2007 13:05:09 03 TR 61 - ENCUMBRANCE CHANGES - SINGLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 06 85 07 08 BF-ORG BF-EO EN-NO LINE 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

61 I Encumbrance Changes Single Inquiry Screen 01 02 61I2 09/03/2007 13:05:24 03 TR 61 - ENCUMBRANCE CHANGES - SINGLE INQUIRY BY SITE 04 05 EN-NO LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI TRN-DT DESCRIPTION 06 E 222 0001 85 10 02 00 000 00 02 380000 09032007 OFF. SUPPLIES 07 08 ....AMOUNT.... VENDOR-ID MC BF-CAT/YR VENDOR NAME OTHER-DOC 09 -200.00 VF599876543001 A BDW SUPPLIES 10 11 EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. B PID BF-ORG BF-EO BF-OB 12 94100 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 246B AAAAA 16 17 GF SF FID BE IBI EF RVL CF STATE-PROGRAM PROJECT 18 10 1 000001 85100000 00 1112110000 000000 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID EN-NO LINE 22 85 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



61M Encumbrance Changes Multiple Inquiry Request Screen 01 02 61M1 09/03/2007 13:05:42 03 TR 61 - ENCUMBRANCE CHANGES - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 BF-ORG BF-EO EN-NO LINE 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

61M Encumbrance Changes Multiple Inquiry Screen

01 02 61M2 09/03/2007 13:05:52 03 TR 61 - ENCUMBRANCE CHANGES - MULTIPLE INQUIRY 04 X EN-NO LINE MBI L1 L2 L3 L4 L5 EO VR OBJECT YR PPI TRN-DT DESCRIPTION 05 ....AMOUNT.... VENDOR-ID MC BF-CAT/YR VENDOR-NAME OTHER-DOC 06 EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. B PID BF-ORG BF-EO BF-OB CF 07 08 E 222 0001 85 10 02 00 000 00 02 380000 00 09032007 OFF. SUPPLIES 09 -200.00 VF599876543001 A BDW SUPPLIES 10 94100 11 12 E 222 0001 85 00 00 00 000 00 02 380000 00 09032007 OFF. SUPPLIES 13 2200.00 VF599876543001 A BDW SUPPLIES 14 94100 15 16 E 101 0001 85 20 03 03 000 00 02 261000 00 09032007 CAR RENTAL 17 -230.00 VF111998661003 A AVIS RENT-A-CAR 18 94100 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID EN-NO LINE 22 85 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



TR70 - Encumbered Disbursements This transaction is used to record cash disbursements where an encumbrance has been previously established. The system generates the following accounting entries into the agency's FLAIR records: S.F. GL Code Description DR CR I/A 7**** Expenditures X I 1 13100 Unexpended Gen. Rev. Rel. or X A 2,3 12200 Released Cash in State Treasury or X A 8 11200 Cash in Bank X A The following entry will also be generated to remove or reduce the original encumbrance. GL Code Description DR CR I/A 98100 Budgetary Fund Bal. Res. for Enc. X A 94100 Encumbrances X A The General Ledger Code for Expenditures (7****) may be retrieved from the Expansion Set record or entered by the operator on the single input screen. To record an increase in expenditures, the operator should input a positive amount which will be entered as a debit to the 7**** account. When Encumbered Disbursements are recorded, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* - amount - amount Fund Release - amount - amount N/A* Organization Cash N/A* - amount - amount Organization Allotment +/- Diff.** +/- Diff.** +/- Diff.** *N/A = not applicable **Diff. = the difference between the original encumbrance amount and the disbursement amount. NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (same as Fund Cash and Organization Allotment above). This update will take place only if the Grant, Contract, and/or Project fields are input.



Inputting TR70 Transactions Single Transaction Input If a TYPE of "70" and a SEL code of "S" are entered on any screen, the Single Input Request screen will display (see next pages). Procedures for the use of this screen are described below. On line 6, the EN-NO and LINE must be entered to retrieve the record from the Encumbrances Subsidiary.

EN-NO Encumbrance Document Number; required field. LINE Encumbrance Document Line Number; required input.

The following fields should be left blank unless the disbursement data differs from the originally established encumbrance record. To record the disbursement differently from the encumbrance, the operator should tab to the appropriate field(s) and key in the new data.

L1 L2 L3 L4 L5 Organization level to which the disbursement is to be recorded; optional field.

EO Expansion Option; optional field. VR Expansion Option Version; optional field. OBJECT Object Code; optional field.

If Organization (L1 L2 L3 L4 L5), EO, VR, and/or OBJECT are entered, the transaction will be expanded with data from the Expansion Files. If these data codes are not entered, the necessary data will be retrieved from the Encumbrances Subsidiary and no data will be retrieved from the Expansion Files. If no request is made on line 22, the operator should depress the ENTER key and the Single Input screen will display. Procedures for the use of this screen are described below. On line 5, the operator will find the fields displayed from the previous screen which are protected and cannot be changed. In addition, the fields of CF (Certified Forward Indicator), Description, and Sub-Vendor ID are displayed on line 5 and can be utilized by the operator if desired. The cursor will be positioned in the Final Payment Indicator (F) field. This is an optional field and should be used to indicate the final payment of an encumbrance line item. LINE Number and F may be input in one of the following combinations.

a. To enter a partial payment of an encumbrance line item, enter the line number in the LINE field and leave the F field blank.



b. To enter a final payment of an encumbrance line item enter the line number in

the LINE field and an "F" in the F field. On line 8, the operator will find the following fields displayed ready for input.

AMOUNT Transaction amount; required field; only positive amounts are accepted.

VENDOR-ID Vendor Identification Number; if retrieved from Encumbrances

Subsidiary, may be overridden. TRN-DT Transaction Date; required field. MMDDYYYY format; YY defaults

to current year but may be overridden. Where goods or services have been delivered prior to the entry of the transaction into FLAIR, enter the latter of the date the invoice is received or the goods or services are received, inspected and approved for payment. Where an advance payment is being made (payment is made prior to the receipt of the goods or services), enter all zeros (000000). Please refer to Section 215.422, Florida Statutes, or Chapter 3A - 24, Florida Administrative Code for additional information. Must be less than or equal to current date.

G Grouping character; optional field. VOUCH-NO Voucher Number; required if BI is "X". LINE Voucher Line Number; optional field. BI Bookkeeping Indicator; optional field. OTHER-DOC Other Document Number; optional field B Batch character; optional field.

On Line 11, the operator will find the following fields displayed ready for input.

INVOICE Invoice number; required field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field. CK-NO Local Fund Check Number; required if BI is $ or C; invalid if BI is #

or E; optional if BI is blank. CK-DT Local Fund Check Date; optional field.



PID Product Identifier; optional field. BF-ORG Benefiting Organization; if retrieved from Encumbrances

Subsidiary, may be overridden. BF-EO Benefiting Expansion option; if retrieved from Encumbrances

Subsidiary, may be overridden. BF-OB/CF Benefiting Object Code; if retrieved from Encumbrances

Subsidiary, may be overridden. Benefiting Certified Forward; if desired, place a C under CF.

BF-CAT/YR Benefiting Appropriation Category; enter only when the

disbursement is made to another state fund; if retrieved from Encumbrances Subsidiary, may be overridden. If no year is inserted in YR, defaults to "00".

On line 14, the operator will find the following fields displayed. These fields are retrieved from the Encumbrances Subsidiary unless Organization, VR, EO, and/or OBJECT were input on the request screen. In such case, these fields are retrieved from the Expansion Set Record but may be overridden (changed). These fields will be blank if an Expansion Set Record is not accessed and the data codes may be added.

CAT Appropriation Category; required field. YR Year of Appropriation; defaults to "00" if left blank. GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field.

The following fields on line 14 are retrieved from the Encumbrances Subsidiary or the Expansion Option Record. These fields may be overridden (changed), but if changed, the entered data code must be on the Title File.

ECAT External Category Code; option field. EP External Program; optional field. GRANT Grant Number; optional field. If entered edited against the Grant

information file. If file contains *CSFA code, then edited against the contact and grant title file.




CNTRT Contract Number; optional field; BI must equal Z to bypass Contractual Voucher Auditing. If entered edited against the Contract information file. If file contains *CSFA code, then edited against the contact and grant title file


*Note: CSFA = Catalog State Financial Assistance On line 17, the operator will find the following fields displayed. These data codes are retrieved from the Expansion Option record and are protected (cannot be changed) with the exception of BE, IBI, STATE PROGRAM, and PROJECT ID.

GF GAAFR Fund. SF State Fund. PROJECT ID Agency Project Number; optional field. FID Fund Identifier.

BE Budget Entity; required field. IBI Internal Budget Indicator; required field. EF External Fund. STATE PROGRAM State Program Number; required field. PROJECT ID Project Identification Number; optional field.

Also displayed on line 20, are the following data codes ready for input:

BPIN Beginning Property Item Number; optional field. COUNT Property Item Counter; optional field. UNITS Optional field. TIME Optional field.



If the VENDOR-ID, BF-ORG, BF-EO, BF-OB, and/or BF-CAT are changed, the change must be one of the following combinations.

a. If VENDOR-ID is a Statewide Vendor, FLAIR Regular (V), Employee (E), or Client (C) vendor, then only the VENDOR-ID is entered.

b. If VENDOR-ID is a 21 digit FLAIR Account Code (L1 GF SF FID BE IBI)



expansion option (BF-EO), and object code (BF-OB) must be input. If the disbursing and receiving organizations are within the same operating level, the system will generate the JT receipt entries (TR 99) during nightly update. See chapter 13.

Line 22 may be used to transfer to a different screen. See chapter 8. If no request is made on line 22, the operator should depress the ENTER key and the transaction will be processed. A Single Input screen with the requested data and expansion file information will return with all data from the last transaction displayed except CF, AMOUNT, AB, QUANTITY, UNITS, TIME, TRN-DT, and BPIN. Lines 23 and 24 indicate the following available Program Functions:





70S Encumbered Disbursements Single Input Request Screen 01 02 70SI 09/03/2007 13:10:16 03 TR 70 - ENCUMBERED DISBURSEMENTS - SINGLE INPUT - REQUEST 04 05 EN-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

Transaction 70S Encumbered Disbursements Single Input Screen

01 02 70S2 TR 70 - ENCUMBERED DISBURSEMENT - SINGLE INPUT 09/03/2007 13:10:36 03 04 EN-NO MB LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID 05 E 349 0001 85 10 02 02 213 00 02 380000 OFFICE SUPPLIES 06 07 ...AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 08 VN323232323001 2007 V 09 10 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 11 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 71100 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID 17 10 1 000001 85100000 00 1112110000 000000 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 21 EN-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT 22 E 349 0001 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Multiple Transaction Input If a TYPE of "70" and a SEL code of "A" are entered on any screen, the Multiple Input Request screenwill display (see next pages). When using the Multiple Input screen, the Encumbrances Subsidiary File must be accessed. Limited override capability is allowed when using the Multiple Input screen. Procedures for use of this screen are described below. On line 6, the operator should enter the Encumbrance Document Number for the encumbrance to be entered. If no request is made on line 22, the operator should depress the ENTER key and the Multiple Input screen will display. The Multiple Input screen is used to input up to four transactions with no Expansion File or Encumbrances Subsidiary information displayed. Procedures for use of this screen are described below. On lines 9 - 21, the operator may input up to three transactions with the following data codes.

EN-NO Encumbrance Document Number; protected field. MBI Memo/Blanket Indicator; protected field. LINE Encumbrance Line Number; required field. F Final Payment Indicator; optional field; input an "F" for a final

payment. LINE and F may be input in one of the following combinations.

a. To record a partial payment of an encumbrance line item, enter the line in the LINE field and leave the F field blank.

b. To record a final payment of an encumbrance line item enter the line in the LINE field and an "F" in the F field.

c. To record the final payment of an entire encumbrance (i.e., the encumbrance has several lines) enter "0000" in the LINE field and an "F" in the F field. This combination may only be used when the amount of the disbursement equals the amount of the encumbrance. If the amounts differ, the disbursement for specific line items must be entered.


SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.

AMOUNT Required field; positive amounts only.

VENDOR ID Vendor Identification; required field.

TRN-DT Transaction Date; required field. MMDDYYYY format; YY defaults



to current year but may be overridden. Where goods or services have been delivered prior to the entry of the transaction into FLAIR, enter the latter of the date the invoice is received or the goods or services are received, inspected and approved for payment. Where an advance payment is being made (payment is made prior to the receipt of the goods or services), enter all zeros (000000). Please refer to Section 215.422, Florida Statutes, or Chapter 3A - 24, Florida Administrative Code for additional information. Must be less than or equal to current date.

G Grouping Character; optional field. VOUCH-NO Voucher Number; optional field; if BI used, VOUCH-NO is

required. LINE Voucher Line;. optional field. BI Bookkeeping Indicator; optional field.

OTHER-DOC Other Document Number; optional field. B Batch Character; optional field. INVOICE Invoice number; required field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field. CK-NO Local Fund Check Number; optional field; required if Bookkeeping

Indicator (BI) is $ or C. CK-DT Local Fund Check Date; optional field. PID Product Identifier; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field. BF-OB/CF Benefiting Object/Certified Forward; optional field; "C" required if

CF field used.

BF-CAT/YR Benefiting Category; optional field; YR defaults to "00" if left blank.



The fields of VENDOR ID, BF-CAT, and BF-YR are retrieved on the Multiple Input screen from the Encumbrance Subsidiary for the first transaction of screen input but are unprotected and may be changed. If VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT are changed, the change must be one of the following combinations.

a. IF Vendor-ID is a Statewide Vendor, FLAIR Regular (V), Employee (E), or Client (C) Vendor, then only the VENDOR-ID is entered.

b. If VENDOR-ID is a 21 digit FLAIR Account Code (L1 GF SF FID BE IBI)




The operator may use the "DUP" key in all fields except LINE, TRN-DT, QUANTITY, and AMOUNT. Line 23 may be used to transfer to a different screen. See chapter 8. The transactions will be processed and the requested screen will be displayed. If no entry is made on line 23, the operator should depress the ENTER key, and the Multiple Input Request screen will return with all data from the last transaction displayed on the first transaction line except LINE, F, AMOUNT, AB, QUANTITY, BFORG, BFEO, BFOB, and TRNDT.



70A Encumbered Disbursements Multiple Input Request Screen 01 02 70A1 09/03/2007 13:11:12 03 TR 70 - ENCUMBERED DISBURSEMENTS - MULTIPLE INPUT - REQUEST 04 05 EN-NO 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

70A Encumbered Disbursements Multiple Input Screen

01 02 70A2 09/03/2007 13:11:30 03 TR 70 - ENCUMBERED DISBURSEMENTS - MULTIPLE INPUT 04 05 EN-NO MBI LINE F DESCRIPTION SUB-VENDOR-ID 06 ...AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 07 INVOICE AB..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 08 09 E 349 10 VN323232323001 2007 V 11 12 13 E 349 14 2007 V 15 16 17 E 349 18 2007 V 19 20 21 22 NEXT: EN-NO E 349 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR70 Transactions If a TYPE of "70" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER I.D., GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, EN-NO, and LINE, and VOUCH-NO and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered all encumbered disbursement transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first three entries on the file meeting the search criteria will be displayed. The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed. Lines 23 and 24 indicate the following available Program Functions:




70 I Encumbered Disbursements Single Inquiry Request Screen 01 02 70I1 09/03/2007 13:11:30 03 TR 70 - ENCUMBERED DISBURSEMENTS - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 BF-ORG BF-EO EN-NO LINE VOUCH-NO LINE 10 V 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

70 I Encumbered Disbursements Single Inquiry Screen

01 02 70I2 TR 70 - ENCUMB DISB - SINGLE INQUIRY BY SITE 09/03/2007 13:12:19 03 04 EN-NO MBI LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID 05 E349 0001 85 10 02 02 213 00 02 380000 OFFICE SUPPLIES 06 07 ....AMOUNT.... VENDOR-ID MC TRN-DT G VOUCH-NO LINE BI OTHER-DOC 08 2.00 VN323232323001 A 09032007 09 10 B INVOICE AB..QUANTITY.. CK-NO CK-DT BF-ORG BF-EO BF-OB/CF BF-CAT/YR 11 99 12 13 CAT YR GL EGL EOB ECAT EP PID GRANT GY CNTRT CY OCA AU 14 040000 00 71100 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID 17 10 1 000001 85100000 00 1112110000 000000 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 TYPE SEL 21 L1 L2 L3 L4 L5 VENDOR-ID EN-NO LINE VOUCHER LINE 22 85 V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



70M Encumbered Disbursements Multiple Inquiry Request

01 02 70M1 09/03/2007 13:12:49 03 TR 70 - ENCUMBERED DISBURSEMENTS - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 BF-ORG BF-EO EN-NO LINE VOUCH-NO LINE 10 V 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

70M Encumbered Disbursements Multiple Inquiry Screen

01 02 70M2 09/03/2007 13:13:00 03 TR 70 - ENCUMBERED DISBURSEMENTS - MULTIPLE INQUIRY BY SITE 04 EN-NO E 349 MBI 05 X LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF YR DESCRIPTION SUB-VENDOR-ID 06 ...AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 07 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 08 09 0001 85 10 02 02 213 00 02 380000 00 OFFICE SUPPLIES 10 2.00 VN323232323001 09032007 11 99 X 12 13 0002 85 10 02 02 213 00 02 380000 00 OFFICE SUPPLIES 14 266.00 VN323232323001 09032007 15 99 X 16 17 18 19 20 TYPE SEL 21 L1 L2 L3 L4 L5 VENDOR-ID EN-NO LINE VOUCH-NO LINE 22 85 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR70 Transactions The Single Update by Site screen should be used to make changes or corrections to transactions entering the system on the current day. To make corrections to encumbered disbursement entries entered on a prior day, the operator should use TR58, Disbursement Corrections. See chapter 13. Note: TR58 does not update the Encumbrances Subsidiary. The operator can access the Single Update by Site screen in two ways:



field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: EN-NO + LINE VR MBI OBJECT L1 L2 L3 L4 L5 GF, SF, FID EO EF The following codes may be changed: AMOUNT CK-NO (if BI = $ or C) VENDOR-ID CAT TRN-DT GL VOUCH-NO (if BI = X) BE & IBI INVOICE STATE PROGRAM



By using the TYPE and SEL fields on line 22 of the Single Update by Site screen, the operator may transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is not a next request Line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:



Transaction 70U Encumbered Disbursements Single Update Screen 01 02 70U1 09/03/2007 13:13:44 03 TR 70 - ENCUMBERED DISBURSEMENTS - SINGLE UPDATE BY SITE 04 DELETE: 05 EN-NO MBI LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID 06 E349 0001 85 10 02 02 213 00 02 380000 OFFICE SUPPLIES 07 08 ....AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 09 2.00 VN323232323001 09032007 V 10 11 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 12 99 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID 18 10 1 000001 85100000 00 1112110000 000000 19 20 BPIN COUNT ...UNITS.... ...TIME... 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



CHAPTER 12 RECURRING PAYMENTS (RE) The Recurring Payments Function (RE) is an optional FLAIR Function used to establish ongoing periodic disbursements. Payments must be made to a single vendor, and paid on a monthly or quarterly basis. The disbursements can be established for a fixed amount or a variable amount for each disbursement period. Recurring Payments do not cross fiscal years and, consequently, must be reestablished each fiscal year. The Recurring Payment Function also maintains the history of each scheduled payment for inquiry purposes. When adding a Recurring Payment the system immediately creates the Encumbrances Transaction (TR60), and create a record on the Encumbrance Subsidiary File (TR6S). Recurring Payments are identified on the Encumbrance Subsidiary by an encumbrance number (EN-NO) beginning with a system generated 'J'. Payment processing is based on the Beginning Date field and occurs during nightly update. NOTE: ANY FIELD PRECEDED BY AN ASTERISK CONTAINS A HELP MENU. TO ACCESS THE HELP SCREENS PLACE THE CURSOR IN THE APPROPRIATE FIELD AND DEPRESS THE PF1 KEY. THE HELP POP-UP WINDOW WILL BE DISPLAYED. Features of the Recurring Payment Function are discussed in detail on the following pages.

Add Recurring Payments (RM) Browse Recurring Payments by Vendor (VN) Browse Recurring Payments by Recurring Payment Number ID(RI) Browse Recurring Payment Schedule (PS)

Add Recurring Payments If a TYPE of "RE" and a SEL code of BLANK are entered on any screen, the Recurring Payments Mini Menu screen will display (see next pages). The Code field is used to retrieve the desired FUNCTION. In the Code field, the operator will input the two designated alpha characters and depress the ENTER key to retrieve the desired function. The TYPE field, Line 22, is used to retrieve another Mini Menu.



RE Recurring Payments Mini Menu Screen

01 02 DREQMN ***** Recurring Payments Mini Menu ***** DREMMN 03 Oct 01,07 03:03 PM 04 05 Code Function 06 ---- ------------------------------------------------------- 07 RM Add Recurring Payment 08 VN Browse Recurring Payment By Vendor Number 09 RI Browse Recurring Payment By Recurring Payment ID 10 PS Browse Recurring payment Schedule 11 12 Code: __ 13 14 15 16 17 18 19 20 21 22 TYPE __ 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP

To add a recurring payment, input "RM" in the code field and depress the ENTER key. The "Maintain Recurring Payment" screen will display (see next pages). On lines 6 and 9 of this screen enter the appropriate data for each field. IF AN ASTERISK PRECEDES THE FIELD NAME, A HELP SCREENS IS AVAILABLE.

*Action The only valid input is 'A' (add). Required field. RE-NO Recurring Payment ID Number. System generated 'J' with a 6

alphanumeric character input field; required field. L1-L5 Organization level to which the Recurring Payment is to be

recorded; required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. *OBJECT Object Code; required field. PPI Prior Period Indicator; defaults to current period if left blank.



After entering the above data, depress the ENTER key. The “Maintain Recurring Payment" screen (Panel 1) will display the transaction's accounting data fields. Procedures for completing this screen are described below. On lines 6 and 8 the operator will find fields from the previous screen protected and cannot be changed. These fields are: RE-NO, L1-L5, EO, VR, OBJECT, RE-ID, and PPI.

RM Recurring Payments Add Screen 01 02 DREQMRM ***** Maintain Recurring Payment ***** DREMMRM1 03 Oct 1,07 3:03 PM 04 05 *Action (A) A_ 06 RE-NO J 07 08 L1 L2 L3 L4 L5 *EO VR *OBJECT PPI 09 85 10 11 12 13 14 15 16 17 18 19 20 21 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF LEFT RIGHT

Also included on line 8, is the following data code.

*VENDOR-ID Vendor Identification Number; required field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.

On line 11, the operator will find the following fields displayed ready for input.

ENC-AMT Transaction amount; positive amounts only; required field. QUANTITY Optional field. *TRDT Transaction Date; required field. MMDDYYYY format; defaults to

current date if left blank. Where goods or services have been delivered prior to the entry of the transaction into FLAIR, enter the latter of the date the invoice is received or the goods or services are received, inspected and approved for payment. Please refer



to Section 215.422, Florida Statutes, or Chapter 3A-24, Florida Administrative Code for additional information. Must be less than or equal to current date.

AB Available Balance Override Indicator; optional field. *REC-DT Received Date; MMDDYYYY format; optional field. CF Certified Forward Indicator; if used “C" must be input; optional

field. EN-EGL Encumbrance External General Ledger Code; may be retrieved

from the Expansion Set Record and can be overridden; optional field.

EN-GL Encumbrance General Ledger Code; system generated '94100';

can override with a valid code.

On line 14 the operator will find the following fields displayed. These fields are retrieved from the Expansion Set record but may be overridden (changed).

*GL General Ledger Code; required field. *CAT Appropriation Category; required field. YR Appropriation Year; defaults to "00" if left blank.

The following fields on line 14 are retrieved from the Expansion Option record and may be overridden (changed) with the exception of OFS (Original Fund Source), protected, and BI (Bookkeeping Indicator) an input field. Valid input for the BI field may be found in Appendix A.

*AU Agency Unique; optional field. *PID Product Identifier; optional field. *OCA Other Cost Accumulator; optional field. *GRANT Grant Number; optional field. GY Grant Year; optional field. *CNTRT Contract Number; optional field. CY Contract Year; optional field.




BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field. BF-OBJ Benefiting Object Code; optional field. BF-CAT/YR Benefiting Appropriation Category/Benefiting Year; defaults to 00"

(current year) if left blank. BF-CF Benefiting Certified Forward Indicator; optional field.

The VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT must be entered in one of the following combinations:

a. If VENDOR-ID is a Statewide, FLAIR Regular (V), Employee (E), or Client (C) Vendor, then only the VENDOR-ID is entered.

b. If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI)




On line 17, the operator will find the following fields displayed. These fields are retrieved from the Expansion Set Record but may be overridden (changed). These fields will be blank if an Expansion Set Record is not accessed, but the data codes may be added.

*ECAT External Category; optional field. *EGL External General Ledger Code; optional. *EOB External Object Code; optional field.

The following fields are retrieved from the Expansion Option Record.

*EP External Program; may be overridden (changed); optional field. EF External Fund; can not be overridden; optional field.



On line 20, the operator will find the following fields displayed. These data codes are retrieved from the Expansion Option Record and are protected (cannot be changed), with the exception of BE, IBI, State Program and Project ID, which may be overridden.

State Program State Program Number; required field. *Project-ID Project Identification Number; optional field.

GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity; required field. IBI Internal Budget Indicator; optional field.

RM Recurring Payments Add Screen, panel 1

01 02 DREQMRM ***** Maintain Recurring Payment ***** DREMMRM1 03 Oct 1,07 1 MORE > 04 05 *Action (A) A_ 06 RE-NO J 200010 07 08 L1 L2 L3 L4 L5 *EO VR *OBJECT PPI *VENDOR-ID SUB-VENDOR-ID 09 85 10 02 02 000 00 02 221000 10 11 ENC-AMT QTY *TRDT AB *REC-DT CF EN-EGL EN-GL 12 94100 13 14 *GL *CAT YR OFS *AU *PID BI *OCA *GRANT GY *CNTRT CY 15 71100 040000 00 16 17 BF-ORG BF-EO BF-OBJ BF-CAT/YR BF-CF *ECAT *EP *EGL *EOB EF 18 19 20 *STATE PROGRAM *PROJECT-ID GF SF FID BE IBI 21 1112110000 000000 10 1 000001 85100000 00 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONRM HELP QUIT RETRN MAIN FLIP PREF LEFT RIGHT



After entering the above data, depress the ENTER key. The "Maintain Recurring Payment" screen (Panel 2) will display the payment scheduling data (see next pages for a VARIABLE and FIXED payment). Procedures for completing these screens are described on the following pages. The fields returned from the previous screen and protected are: RE-NO (Recurring Payment Number), CATEGORY, Vendor-Id, Vendor Name, and Sub-Vendor Id. The operator will find the following fields listed below are displayed ready for input.

*Action In ADD mode, "A" is the only valid code.

Invoice Invoice identification number; required field. Description 48 alpha/numeric character field; optional field. Approval-Id 19 alpha/numeric character field; optional field. *Approval Type Optional field, if used valid input is:

A = Agency Bid B = DMS Bid P = Purchase Order L = DMS Lease C = DMS Contractual Service S = DMS State Contract

*Beginning Date Beginning date of recurring payment; format MMDDYYYY; cannot be

a past date; required field. *Ending Date Date to stop recurring payment; format MMDDYYYY; a date later

than Beginning Date; the day "DD" must be the same as "DD" in the Beginning Date; required field; CANNOT CROSS FISCAL YEARS.

*Payment Type Valid input is "V" (VARIABLE amount) or "F" (FIXED amount);

required field.

*Payment Cycle Valid input "M" (monthly) or "Q" (quarterly); required field. Payment Amount Valid input is a positive amount only; required if Payment Type is

"F"; optional if Payment Type is "V". *Maximum Payment High limit of variable payment; required Payment Type is "V"; not

allowed if Payment Type is "F"; positive amount. Total Amount Payment Type is "F" display is system generated.



*Agency Status System generates "A", but can be overridden; valid input is:

A = Awaiting Approval P = Processed (Approved) S = Suspended D = Deleted R = Rejected C = Cancelled

Agency Reason Optional field; 2 character field. CFO Status System generates "A", Department of Financial Services staff will

change; protected field. CFO Reason Protected field

The following Program Functions are available:

PF1 - HELP screens displayed PF2 - QUIT to exit the current application PF3 - RETRN (Return) to the MINI MENU or Current screen from HELP PF4 - MAIN menu return PF5 - FLIP to change PF key setup PF6 - PREF (Preference) to change Dialogue setup PF10 - LEFT scroll PF11 - RIGHT scroll



RM Recurring Payments Add Screen, (Variable Payment) panel 2

01 02 DREQMRM ***** Maintain Recurring Payment ***** DREMMRM2 03 < 1 more 10:28 AM 04 05 *Action (A) A_ 06 07 RE-NO CAT Vendor-Id Invoice 08 J 200010 040000 VF592107603003 000000327 09 Vendor Name Sub-Vendor-Id 10 11 12 Description ELECTRICITY 13 Approval-Id *Approval Type 14 *Beginning Date 11012007 *Ending Date 06012008 15 *Payment Type V *Payment Cycle M 16 Payment Amount *Maximum Payment 1400.00 17 Total Amount 7000.00 18 *Agency Status A Agency Reason 19 CFO Status A CFO Reason 20 21 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF LEFT RIGHT

RM Recurring Payments Add Screen, (Fixed Payment) panel 2

01 02 DREQMRM ***** Maintain Recurring Payment ***** DREMMRM2 03 < 1 more 10:28 AM 04 05 *Action (A) A_ 06 07 RE-NO CAT Vendor-Id Invoice 08 J 200011 040000 VF593707673003 000000538 09 Vendor Name Sub-Vendor-Id 10 11 12 Description RENT 13 Approval-Id *Approval Type 14 *Beginning Date 11012007 *Ending Date 03012008 15 *Payment Type F *Payment Cycle M 16 Payment Amount 1400.00 *Maximum Payment 17 Total Amount 7000.00 18 *Agency Status A Agency Reason 19 CFO Status A CFO Reason 20 21 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF LEFT RIGHT



Browse Recurring Payments By Vendor If a TYPE of "RE" and a BLANK SEL Code are entered on any screen, the Recurring Payments Mini Menu Screen will display see previous example earlier in this chapter. If an Action Code of "VN" is input on line 12, the Browse Recurring Payment By Vendor screen (Panel 1) will display (see next pages). The operator will find a listing, by vendor number, of each recurring payment entered into the system by the operator's security clearance level. By using the ACT (action) column the operator can input the following: "A" (add a new recurring payment record); "D" (display a specific recurring payment record details); "M" (modify a specific recurring payment record). The operator can depress the PF8 key to scroll the display forward or PF7 to scroll the display backward. On line 22 the Vendor-Id field can be input to search for a specific vendor number in the file. Scrolling RIGHT (PF11) will display the second screen (Panel 2) of the Recurring Payment By Vendor screen. Next to any recurring payment, in the ACT (action) column, the operator can input the following: "A" (add), "D" (display), "M" (modify). If an "A" is entered and the ENTER key depressed, the Maintain Recurring Payment add screen will display (see bottom of page 3). If a "D" (display) or "M" (modify) are input, and the ENTER key depressed, the Maintain Recurring Payment display/modify screen will display. See top of page 15. To modify a recurring payment, the operator can TAB to the field to be changed on the first modify screen (Panel 1). To modify ENC-AMT or QTY, the operator must use AMT-CHANGE and QTY-CHANGE. A positive amount input in AMT-CHANGE or QTY-CHANGE will increase ENC-AMT or QTY by the entered amount. A negative amount input in the AMT-CHANGE or QTY-CHANGE field will decrease the ENC-AMT or QTY fields by the entered amount. After scrolling RIGHT (PF11) the second modify screen (Panel 2) will display the remaining fields. The TAB key can be used to move to the field to be changed. If the *Agency Status code and CFO Status code are both equal to "A" or "P", the following fields are protected and cannot be changed on the first Maintain Recurring Payment screen: First screen (Panel 1 see next pages) RE-NO, L1 - L5, *EO, VR, *OBJECT, QTY, OFS, BI, *GRANT, GY, *CNTRT, CY, EF, *PROJECT-ID, GF, SF, FID, BE, and IBI. If the *Agency Status code and CFO Status code are both equal to "A" or "P", the following fields are not protected and can be changed on the first Maintain Recurring Payment screen: First screen (Panel 1 - see next pages) *ACTION, AMT-CHANGE, QTY-CHANGE, PPI, *VENDOR-ID, SUB-VENDOR-ID, ENC-AMT, *TRDT, AB, *REC-DT, CF, EN-EGL, EN-GL, *GL, *CAT, YR, *AU, *PID, *OCA, BF-ORG, BF-EO, BF-OBJ, BF-CAT/YR, BF-CF, *ECAT, *EP, *EGL, *EOB, and *STATE PROGRAM.



If the *Agency Status code and CFO Status code are both equal to "A", the following fields are protected and cannot be changed on the second Maintain Recurring Payment screen: Second screen (Panel 2 - see next pages) RE-NO, CAT, Vendor-Id, Vendor Name, Sub-Vendor-Id, CFO Status, and CFO Reason. If the *Agency Status code and CFO Status codes are both equal to "A", the following fields are unprotected and can be changed on the second Maintain Recurring Payment screen: Second screen (Panel 2 - see next pages) *Action, Invoice, Description, Approval-Id, Approval Type, *Beginning Date, *Ending Date, *Payment Type, *Payment Cycle, Payment Amount, *Maximum Payment, Total Amount, *Agency Status, and Agency Reason. If the *Agency Status code and CFO Status code are both equal to "P", the following fields are protected and cannot be changed on the second Maintain Recurring Payment screen: Second screen (Panel 2 – see next pages) RE-NO, CAT, Vendor-Id, Vendor Name, Sub-Vendor-Id, Approval-Id, *Approval Type, *Beginning Date, *Payment Type, *Payment Cycle, Payment Amount, *Maximum Payment, Total Amount, CFO Status, and STATE CFO Reason. If the *Agency Status code and CFO Status codes are both equal to "P", the following fields are not protected and can be changed on the second Maintain Recurring Payment screen: Second screen (Panel 2 - see next pages) Action, Invoice, Description, *Ending Date, *Agency Status, and Agency Reason. Special Situations If *Agency Status = "D", RECORD CANNOT BE REACTIVATED OR CHANGED TO ANY OTHER STATUS. If *Agency Status = "P", and CFO Status = "A", ONLY *Agency Status and Agency Reason can be changed. No other fields can be changed. If *Agency Status = "A", user CANNOT change *Agency Status to "S". If *Agency Status = "S", user can ONLY change *Agency Status and Agency Reason. No other fields can be changed. If *Agency Status = "P", and CFO Status = "R", user can ONLY change Agency Status and Agency Reason. No other fields can be changed. If CFO Status = "S", NO fields can be changed. If CFO Status = "U", ONLY *Agency Status can be changed to a "D", and Agency Reason can be changed. NO other fields can be changed.



The following Program Functions are available:

PF1 - HELP screens displayed PF2 - QUIT to exit the current application PF3 - RETRN (Return) to the MINI MENU or Current screen from HELP PF4 - MAIN menu return PF5 - FLIP to change PF key setup PF6 - PREF (Preference) to change Dialogue setup PF7 - BKWRD (Backward) to scroll backward PF8 - FRWD (Forward) to scroll forward PF10 - LEFT scroll PF11 - RIGHT scroll

Recurring Payment Browse by Vendor Screen panel 1

01 02 DREQSVN ***** Browse Recurring Payment by Vendor ***** DREMSVN1 03 OCT 1,07 1 more > 04 05 ACT RE-NO Vendor-Id Invoice Payment-Amt Pmnt-Type Pmnt-Cycle 06 --- ------ --------------------- --------- -------------- --------- ---------- 07 __ 200009 VF111544734001 001243589 0.00 V Q 08 __ 200008 VF123456789002 000065587 300.00 F M 09 __ 200010 VF592107603003 000000327 0.00 V M 10 *** End of Data *** 11 12 13 14 15 16 17 18 19 20 21 22 Vendor-Id: _____________________ 23 Add Display Modify (PF5=flip) 24



Recurring Payment Browse by Vendor Screen panel 2

01 02 DREQSVN ***** Browse Recurring Payment by Vendor ***** DREMSVN2 03 < 1 more 3:06 PM 04 05 ACT RE-NO Beg-Dt End-Dt Agcy-Sc Cmpt-Sc 06 --- ------ ---------- ---------- ------- ------- 07 __ 200009 11/01/2007 06/01/2008 P A 08 __ 200108 11/01/2007 03/01/2008 A A 09 __ 200010 11/01/2007 06/01/2008 A A 10 *** End of Data *** 11 12 13 14 15 16 17 18 19 20 21 22 Vendor-Id: _____________________ 23 Add Display Modify (PF5=flip) 24

Maintain Recurring Payment Display/Modify Screen panel 1

01 02 DREQMRM ***** Maintain Recurring Payment ***** DREMMRM1 03 Oct 1,07 1 MORE > 04 05 *Action (D,M) __ AMT-CHANGE QTY-CHANGE 06 RE-NO J 200010 07 08 L1 L2 L3 L4 L5 *EO VR *OBJECT PPI *VENDOR-ID SUB-VENDOR-ID 09 85 10 02 02 000 00 02 221000 VF592107603003 10 11 ENC-AMT QTY *TRDT AB *REC-DT CF EN-EGL EN-GL 12 7000.00 94100 13 14 *GL *CAT YR OFS *AU *PID BI *OCA *GRANT GY *CNTRT CY 15 71100 040000 00 16 17 BF-ORG BF-EO BF-OBJ BF-CAT/YR BF-CF *ECAT *EP *EGL *EOB EF 18 19 20 *STATE PROGRAM *PROJECT-ID GF SF FID BE IBI 21 1112110000 000000 10 1 000001 85100000 00 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF LEFT RIGHT



Maintain Recurring Payment Display/Modify Screen panel 2 01 02 DREQMRM ***** Maintain Recurring Payment ***** DREMMRM2 03 < 1 more 3:06 PM 04 05 *Action (D,M) __ 06 07 RE-NO CAT Vendor-Id Invoice 08 J 200010 040000 VF592107603003 000000327 09 Vendor Name AMERICAN TELEPHONE Sub-Vendor-Id 10 11 12 Description ELECTRICITY 13 Approval-Id *Approval Type 14 *Beginning Date 11012007 *Ending Date 06012008 15 *Payment Type V *Payment Cycle M 16 Payment Amount *Maximum Payment 1400.00 17 Total Amount 7000.00 18 *Agency Status A Agency Reason 19 CFO Status A CFO Reason 20 21 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF LEFT RIGHT

Browse Recurring Payments by Recurring Payment ID If a TYPE of "RE" and a BLANK SEL Code were entered on any screen, the Recurring Payments Mini Menu screen will display (see screen earlier in this chapter). If an Action Code of "RI" is input on line 12, the Browse Recurring Payment by Recurring Payment ID screen (Panel 1) will display (see next pages). The operator will find a listing, by recurring payment number, of each recurring payment entered into the system by the operator's security clearance level. By using the ACT (action) column the operator can input the following: "A" (add a new recurring payment record); "D" (display a specific recurring payment record details); "M" (modify a specific recurring payment record). The operator can depress the PF8 key to scroll the display forward or PF7 to scroll the display backward. On line 22 the Vendor-Id field can be input to search for a specific vendor number in the file. Scrolling RIGHT (PF11) will display the second screen (Panel 2) of the Browse Recurring Payment by Recurring Payment ID screen. Next to any recurring payment, in the ACT (action) column, the operator can input the following: "A" (add), "D" (display), "M" (modify). If an "A" is entered and the ENTER key depressed, the Maintain Recurring Payment Add screen will display. If a "D" (display) or "M" (modify) are input, and the ENTER key depressed, the Maintain Recurring Payment Display/Modify screen will display (see next pages). To modify a recurring payment, the operator can TAB to the field to be changed on the first modify screen (Panel 1). To modify ENC-AMT or QTY, the operator must use AMT-CHANGE and QTY-CHANGE. A positive amount input in AMT-CHANGE or QTY-CHANGE will



increase ENC-AMT or QTY by the entered amount. A negative amount input in the AMT-CHANGE or QTY-CHANGE field will decrease the ENC-AMT or QTY fields by the entered amount. After scrolling RIGHT (PF11) the second modify screen (Panel 2) will display the remaining fields. The TAB key can be used to move to the field to be changed. If the *Agency Status Code and CFO Status Code are both equal to "A" or "P", the following fields are protected and cannot be changed on the first Maintain Recurring Payment screen: First screen (Panel 1 - see next pages) RE-NO, L1-L5, *EO, VR, *OBJECT, QTY, OFS, BI, *GRANT, GY, *CNTRT, CY, EF, *PROJECT-ID, GF, SF, FID, BE, and IBI. If the *Agency Status code and CFO Status code are both equal to "A" or "P", the following fields are not protected and can be changed on the first Maintain Recurring Payment screen: First screen (Panel 1 - see next pages) *ACTION, AMT-CHANGE, QTY-CHANGE, PPI, *VENDOR-ID, SUB-VENDOR-ID, ENC-AMT, *TRDT, AB, *REC-DT, CF, EN-EGL, EN-GL, *GL, *CAT, YR, *AU, *PID, *OCA, BF-ORG, BF-EO, BF-OBJ, BF-CAT/YR, BF-CF, *ECAT, *EP,*EGL, *EOB, and *STATE PROGRAM. If the *Agency Status code and CFO Status code are both equal to "A", the following fields are protected and cannot be changed on the second Maintain Recurring Payment screen: Second screen (Panel 2 – see next pages) RE-NO, CAT, Vendor-Id, Vendor Name, Sub-Vendor-Id, CFO Status, and CFO Reason. If the *Agency Status code and CFP Status codes are both equal to "A", the following fields are not protected and can be changed on the second Maintain Recurring Payment screen: Second screen (Panel 2 - see next pages) *Action, Invoice, Description, Approval-Id, Approval Type, *Beginning Date, *Ending Date, *Payment Type, *Payment Cycle, Payment, Amount, *Maximum Payment, Total Amount, *Agency Status, and Agency Reason. If the *Agency Status Code and CFO Status Code are both equal to "P", the following fields are protected and cannot be changed on the second Maintain Recurring Payment screen: Second screen (Panel 2 - see next pages) RE-NO, CAT, Vendor-Id, Vendor Name, Sub-Vendor-Id, Approval-Id, *Approval Type, *Beginning Date, *Payment Type, *Payment Cycle, Payment Amount, *Maximum Payment, Total Amount, CFO Status, and CFO Reason. If the *Agency Status Code and CFO Status Codes are both equal to "P", the following fields are not protected and can be changed on the second Maintain Recurring Payment screen. Second screen (Panel 2 - see next pages) *Action, Invoice, Description, *Ending Date, *Agency Status, and Agency Reason.



Special Situations If *Agency Status = "D", RECORD CANNOT BE REACTIVATED OR CHANGED TO ANY OTHER STATUS. If *Agency Status = "P", and CFO Status = "A", ONLY *Agency Status and Agency Reason can be changed. No other fields can be changed. If *Agency Status = "A", user CANNOT change *Agency Status to "S". If *Agency Status = "S", user can ONLY change *Agency Status and Agency Reason. No other fields can be changed. If *Agency Status = "P", and CFO Status = "R", user can ONLY change Agency Status and Agency Reason. No other fields can be changed. If CFO Status = "S", NO fields can be changed. If CFO Status = "U", ONLY *Agency Status can be changed to a "D", and Agency Reason can be changed. NO other fields can be changed. The following Program Functions are available:

PF1 - HELP screens displayed PF2 - QUIT to exit the current application PF3 - RETRN (Return) to the MINI MENU or Current screen from HELP PF4 - MAIN menu return PF5 - FLIP to change PF key setup PF6 - PREF (Preference) to change Dialogue setup PF7 - BKWRD (Backward) to scroll backward PF8 - FRWD (Forward) to scroll forward PF10 - LEFT scroll PF11 - RIGHT scroll



Recurring Payment Browse by Payment ID panel 1 01 02 DREQSRI ***** Browse Recurring Payment by Recurring Payment ID ***** DREMSRI1 03 Oct 1,07 1 more > 04 05 ACT RE-NO Vendor-Id Invoice Payment-Amt Pmnt-Type Pmnt-Cycle 06 --- ------ --------------------- --------- -------------- --------- ---------- 07 __ 200008 VF123456789002 000065587 300.00 F M 08 __ 200009 VF111544734001 001243589 0.00 V Q 09 __ 200010 VF592197603003 000000327 0.00 V M 10 *** End of Data *** 11 12 13 14 15 16 17 18 19 20 21 RE-NO: J ______ 22 23 Add Display Modify (PF5=flip) 24

Recurring Payment Browse by Payment ID panel 2 01 02 DREQSRI ***** Browse Recurring Payment by Recurring Payment ID ***** DREMSRI2 03 < 1 more 3:06 PM 04 05 ACT RE-NO Beg-Dt End-Dt Agcy-Sc Cmpt-Sc 06 --- ------ ---------- ---------- ------- ------- 07 __ 200008 11/01/2007 03/01/2008 A A 08 __ 200009 11/01/2007 06/01/2008 P A 09 __ 200010 11/01/2007 06/01/2008 A A 10 *** End of Data *** 11 12 13 14 15 16 17 18 19 20 21 RE-NO: J ______ 22 23 Add Display Modify (PF5=flip) 24



Browse Recurring Payments by Payments Schedule If a TYPE of "RE" and a BLANK SEL Code are entered on any screen, the Recurring Payments Mini Menu screen will display (see screen earlier in this chapter). If an Action Code of "PS" were input on line 12 the Browse Recurring Payment Schedule screen will display. See next pages. The Browse Recurring Payment Schedule is an INQUIRY only screen. The operator can scroll forward (PF8) and scroll backward (PF7) or can enter the Recurring Payment Id on line 22 and depress the ENTER key to have the system search for a specific Recurring Payment. The "J" is system-generated. The following fields are displayed on the first screen (Panel l) of the Recurring Payment Schedule File and are for inquiry only.

RE-NO Recurring Payment Number. Vendor-Id Vendor identification number. SWDN Statewide Document Number. TRDT Transaction date. Payment-Amt Payment amount. Schd-Dt Payment scheduled date.

The following Program Function keys are available:

PF1 - HELP screens displayed PF2 - QUIT to exit the current application PF3 - RETRN (Return) to the MINI MENU or Current screen from HELP PF4 - MAIN menu return PF5 - FLIP to change PF key setup PF10 - LEFT scroll PF11 - RIGHT scroll

By scrolling RIGHT (PF11) the following fields are displayed on the second screen (Panel 2) of the Recurring Payment Schedule File and are displayed for inquiry only.



Wrt-No Warrant Number. Wrt-Issued-Dt Warrant Issued Date. Wrt-Sc Warrant Status Code. Wrt-Type Warrant Type. Wrt-Can-Dt Warrant Cancelled date. Pymt-Sc Payment Status Code.

The following Program Function keys are available:

PF1 - HELP screens displayed PF2 - QUIT to exit the current application PF3 - RETRN (Return) to the MINI MENU or Current screen from HELP PF4 - MAIN menu return PF5 - FLIP to change PF key setup PF7 - BKWRD (Backward) to scroll backward PF8 - FRWD (Forward) to scroll forward PF10 - LEFT scroll PF11 - RIGHT scroll

Recurring Payment Browse by Payment Schedule Screen panel 1

01 02 DREQBPS ***** Recurring Payment Schedule ***** 03 Oct 1,07 1 more > 04 05 RE-NO Vendor-ID SWDN TRDT Payment-Amt Schd-Dt 06 ------ --------------------- --------------- -------- ------------- ---------- 07 200001 VF592197603003 D0000011347 09/08/07 100.00 09/08/2007 08 200002 VF593232323001 D0000012476 09/09/07 500.00 09/09/2007 09 200003 VF592135467002 D0000025013 09/10/07 1000.00 09/10/2007 10 *** End of Data *** 11 12 13 14 15 16 17 18 19 20 21 22 RE-NO: J 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP BKWRD FRWRD LEFT RIGHT



Recurring Payment Browse by Payment Schedule Screen panel 2 01 02 DREQBPS ***** Recurring Payment Schedule ***** 03 < 1 more 3:57 PM 04 05 RE-NO Wrt-No Wrt-Issue-Dt Wrt-Sc Wrt-Type Wrt-Can-Dt Pymt-Sc 06 ------ ------- ------------ ------ -------- ---------- ------- 07 200001 0002494 09/08/2007 2 4 P 08 200002 0002821 09/09/2007 2 4 P 09 200003 0003716 09/10/2007 2 4 P 10 *** End of Data *** 11 12 13 14 15 16 17 18 19 20 21 22 RE-NO: J 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP BKWRD FRWRD LEFT RIGHT

Payment Status Codes

D = Deleted P = Paid / Posted C = Rejected-Account Code does not exist U = Unprocessed

Warrant Status Codes

1 = Outstanding 2 = Paid 3 = Cancelled

Agency Status Codes

A = Awaiting Approval P = Processed (Approved) S = Suspended D = Deleted R = Rejected C = Cancelled



CFO Status Codes

A = Awaiting Approval P = Processed (Approved) S = Suspended R = Rejected C = Changed U = Unapproved

CFO’S Sensitive Data

Vendor ID Vendor Long Name Category Payment Ending Date Benefiting Category Benefiting Year

Florida Fact:

The state bird is the mockingbird.

(source:myflorida.com



CHAPTER 13 UNENCUMBERED DISBURSEMENTS, DISBURSEMENT CORRECTIONS, & REFUND OF OVERPAYMENT OF TAXES TR51 - Unencumbered Disbursements are used to record expenditures and cash disbursements when an encumbrance or a liability was not previously recorded. To make corrections to these entries after nightly update (the Detail and Master files have already been updated), the disbursement entries can only be reversed in TR58 - Disbursement Corrections and reentered in either TR51, when a voucher is required, or TR58, when a voucher is not required. TR58 is also used to correct prior day errors made through TR53 - Payable Disbursements and TR70 - Encumbered Disbursements. TR57 - Refund of Overpayment of Taxes are used to refund overpayments made by vendors and agencies. Corrections to these entries can only be made on the current day of input. These transactions are discussed in detail on the following pages.

Unencumbered Disbursements (TR51) Disbursement Corrections (TR58) Refund of Overpayment of Taxes (TR57)

TR51 - Unencumbered Disbursements This transaction is used to record cash disbursements where no encumbrance or liability was previously established and to record credit memos. A Credit Memo is an invoice crediting the agency's account instead of issuing a refund of cash to the agency. The agency may then use the Credit Memo to reduce the amount owed for a current invoice from that same Vendor. The agency would input two transactions, one recording a debit for the full amount of the invoice and one in the full amount of the credit memo. During nightly processing, the system will place both items on the same voucher schedule. The voucher schedule will reflect both entries and display the net amount owed to the vendor on one voucher schedule. Note: The debit amount should exceed the credit amount by at least one cent (1¢ or $0.01), and the 29-digit code must be the same for both the debit and credit accounting entry. The most common accounting entry into the agency's FLAIR records is as follows: To record a disbursement: S.F. GL Code Description DR CR I/A 7**** Expenditures X I 1 13100 Unexpended Gen Rev Releases or X A 2,3 12200 Released Cash in State Treasury or X A 8 11200 Cash in Bank X A



To record a credit memo: S.F. GL Code Description DR CR I/A 1 13100 Unexpended Gen Rev Releases or X A 2,3 12200 Released Cash in State Treasury or X A 8 11200 Cash in Bank X A 7**** Expenditures X I The general ledger code for Expenditures (7****) may be entered by the operator or retrieved from the Expansion Set File. To record an increase in expenditures, the operator should input a positive amount which will be entered as a debit to the 7**** account. To record a Credit Memo, the operator should input a negative amount which will be entered as a credit to the 7**** account. When Unencumbered Disbursements are recorded, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* +/- amount +/- amount Fund Release +/- amount +/- amount N/A* Organization Cash N/A* +/- amount +/- amount Organization Allotment +/- amount +/- amount +/- amount *N/A = Not applicable +/- = Increase/Decrease NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (same as Fund Cash and Organization Allotment above). This update will take place only if the Grant, Contract, and/or Project fields are input. Inputting TR51 Transactions Single Transaction Input If a TYPE of "51" and a SEL code of "S" are entered on any screen, the Single Input Request Screen will display (see next pages). Procedures for use of this screen are described below. On line 6, the operator will find his/her organization security clearance along with the following codes ready for input.

L1 L2 L3 L4 L5 Organization level; required field.




If no request is made on line 21, the operator should then depress the ENTER key and the Single Input screen will display the fully expanded transaction (see next pages). Procedures for the use of this screen are described below. On line 5, the operator will find the fields displayed from the previous screen. These fields are protected and cannot be changed. Also included on line 5, are the following data codes.


DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.


AMOUNT Transaction amount; required field; positive amounts for disbursements and negative amounts for credit memos.

VENDOR-ID Vendor Identification Number; optional field. TRN-DT Transaction Date; required field. MMDDYYYY format; YYYY

defaults to current year but may be overridden. When goods or services are delivered prior to the entry of the transaction into FLAIR, enter the latter of the date the invoice is received or the goods or services are received, inspected and approved for payment. When an advance payment is being made (payment is made prior to the receipt of the goods or services), enter all zeros (00000000). Please refer to Section 215.422, Florida Statutes, or Chapter 3A - 24, Florida Administrative Code for additional information. Must be less than or equal to current date.

G Grouping character; optional field. VOUCH-NO Voucher Number; required if BI=X. LINE Voucher Line Number; optional field.



BI Bookkeeping Indicator; optional field. OTHER-DOC Other Document Number; optional field. B Batch character; optional field.


INVOICE Invoice number; required field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field.

CK-NO Local Fund Check Number; required if BI is $ or C. CK-DT Local Fund Check Date; optional field. PID Product Identifier; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field. BF-OB/CF Benefiting Object Code/Benefiting Certified Forward Indicator;

optional fields.

BF-CAT/YR Benefiting Appropriation Category/ Benefiting Year; defaults to "00" if left blank.

The VENDOR-ID, BF-ORG, BF-EO, BF-OB and BF-CAT must be entered in one of the following combinations:

a. If VENDOR-ID is a, Statewide, FLAIR Regular (V), Employee (E), or Client (C) Vendor, then only the VENDOR-ID is entered.







On line 14, the operator will find the following fields displayed. These fields are retrieved from the Expansion Set Record but may be overridden (changed). These fields will be blank if an Expansion Set Record is not accessed, but the data codes may be added.


The following fields on line 14 are retrieved from the Expansion Option Record. These fields may be overridden (changed), but if changed, the entered data code must be on the Title File.

EP External Program; optional field. GRANT Grant Number; optional field. If entered, edited against the grant

information file. If grant information file contains a *CSFA code, then edited against the contract and grant title file.

GY Grant Year; optional field. CNTRT Contract Number; optional field; BI must equal Z to bypass

Contractual Voucher Auditing. If entered, edited against the contract information file. If contract information file contains *CSFA code, then edited against the contract and grant title file.

CY Contract Year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field. *CSFA = Catalog State Financial Assistance

On line 17, the operator will find the following fields displayed. These data codes are retrieved from the Expansion Option record and are protected (cannot be changed), with the exception of BE, IBI, State Program and Project ID, which may be overridden.

GF GAAFR Fund. SF State Fund.



FID Fund Identifier. BE Budget Entity; required field. IBI Internal Budget Indicator; required field.

EF External Fund. STATE PROGRAM State Program Number; required field. PROJECT ID Project Identification Number; optional field.



The operator should then depress the ENTER key. The transaction will be processed and the requested screen will be returned. If no request is made on line 22, the transaction will be processed, and a Single Input screen will return with all the data from the last transaction displayed except CF, AMOUNT, QUANTITY, UNITS, TIME, AB, YR, TRN-DT, BF-CAT/YR, BPIN, and VENDOR (if vendor is an account code). Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays the screen before any input was made. PF12- escapes and does not process current screen.



51S Unencumbered Disbursements Single Input Request Screen

01 02 51S1 10/01/2007 13:14:18 03 TR 51 - UNENCUMBERED DISBURSEMENTS - SINGLE INPUT - REQUEST 04 05 L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

51S Unencumbered Disbursements Single Input Screen

01 02 51S2 TR 51 - UNENCUMBERED DISBURSEMENTS - SINGLE INPUT 10/01/2007 13:15:05 03 04 L1 L2 L3 L4 L5 EO VR OBJECT CF PPI DESCRIPTION SUB-VENDOR-ID 05 85 00 00 00 000 00 02 380000 06 07 ....AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 08 2007 V 09 10 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 11 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 71100 246B AAAAA 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID 17 20 2 020001 85100000 00 1112110000 000000 18 19 BPIN COUNT ...UNITS... ...TIME... 20 21 22 NEXT: L1-L5 85 00 00 00 000 EO 00 VR OBJECT 380000 PPI TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Multiple Transaction Input If a TYPE of "51" and a SEL code of "A" are entered on any screen, the Multiple Input screen will display (see next pages). This screen is used to enter up to three transactions at a time with no Expansion File data displayed. When using the Multiple Input screen, the Expansion Option Record must be accessed. No override capability is allowed when using the Multiple Input screen. Procedures for use of this screen are described below. On lines 9 - 19, the operator may input up to three transactions with the following data codes.

L1 L2 L3 L4 L5 Organization level; required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. CF Certified Forward Indicator; optional field; if used a "C" must be

input. YR Year; optional field PPI Prior Period Indicator; defaults to current period if left blank. DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. AMOUNT Transaction amount; required field; positive amounts for

disbursements and negative amounts for credit memos. VENDOR-ID Vendor Identification Number; optional field. TRN-DT Transaction Date; required field. MMDDYYYY format; YYYY

defaults to current year but may be overridden. When goods or services are delivered prior to the entry of the transaction into FLAIR, enter the latter of the date the invoice is received or the goods or services are received, inspected and approved for payment. When an advance payment is being made (payment is made prior to the receipt of the goods or services), enter all zeros (00000000). Please refer to Section 215.422, Florida Statutes, or Chapter 3A - 24, Florida Administrative Code for additional information. Must be less than or equal to current date.

G Grouping character; optional field.



VOUCH-NO Voucher Number; required if BI=X. LINE Voucher Line Number; optional field. BI Bookkeeping Indicator; optional field. OTHER-DOC Other Document Number; optional field. B Batch Character; optional field. INVOICE Invoice Number; required field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field. CK-NO Local Fund Check Number; required if BI is $ or C. CK-DT Local Fund Check Date; optional field. PID Product Identifier; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field.

BF-OB/CF Benefiting Object Code/Benefiting Certified Forward Indicator;

optional fields. BF-CAT/YR Benefiting Appropriation Category/ Benefiting Year; defaults to"00"

if left blank. The VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT must be entered in one of the following combinations:

a. If VENDOR-ID is a Regular (V), Employee (E), or Client (C) Vendor, then only the VENDOR-ID is entered.




expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing and receiving organizations are within the same operating level, the system will



generate the JT receipt entries (TR99) during nightly update. See chapter 14. NOTE: The operator may use the "DUP" key in all fields except Organization L1, QUANTITY, and AMOUNT. Line 21 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions will be processed and the requested screen will be returned. If no entry is made on line 21, the Multiple Input screen will return with lines 9 - 11 completed as on the previous screen except AMOUNT, QUANTITY, AB, YR, BF-CAT/YR, and VENDOR (if vendor is an account code). Lines 23 and 24 indicate the following available Program Functions:


made. PF12- escapes and does not process current screen. 51A Unencumbered Disbursements Multiple Input Screen

01 02 51A1 10/01/2007 13:15:44 03 TR 51 - UNENCUMBERED DISBURSEMENTS - MUTIPLE INPUT 04 05 L1 L2 L3 L4 L5 EO VR OBJECT CF YR PPI DESCRIPTION SUB-VENDOR-ID 06 ....AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 07 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 08 09 85 10 2007 V 11 12 13 85 14 2007 V 15 16 17 85 18 2007 V 19 20 21 TYPE SEL 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR51 Transactions If a TYPE of "51" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, User I.D., GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, and VOUCH-NO and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered all unencumbered disbursement transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request Screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first three entries on the file meeting the search criteria will be displayed. (See next pages.) The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed. Lines 23 and 24 indicate the following available Program Functions:




51 I Unencumbered Disbursements Single Inquiry Request Screen

01 02 51I1 10/01/2007 13:16:11 03 TR 51 - UNENCUMBERED DISBURSEMENTS – SINGLE INQUIRY BY SITE – REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 BF-ORG BF-EO VOUCH-NO LINE 10 V 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

51 I Unencumbered Disbursements Single Inquiry Screen

01 02 51I2 TR 51 - UNENC DISB - SINGLE INQUIRY BY SITE 10/01/2007 13:16:27 03 L1 L2 L3 L4 L5 EO VR OBJECT CF PPI DESCRIPTION SUB-VENDOR-ID 04 85 00 00 00 000 00 02 380000 OFFICE SUPPLIES 05 06 ....AMOUNT.... VENDOR-ID MC TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 07 6000.00 VF599876543001 A 10/01/2007 08 09 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 10 23887 11 12 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 13 040000 00 71100 246B AAAAAA 14 15 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID 16 20 2 020001 85100000 00 1112110000 000000 17 18 BPIN COUNT ...UNITS.... ...TIME... 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VOUCH-NO LINE VENDOR-ID 22 85 V 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



51M Unencumbered Disbursements Multiple Inquiry Request Screen 01 02 51M1 10/01/2007 13:36:11 03 TR 51 - UNENCUMBERED DISBURSEMENTS - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 BF-ORG BF-EO VOUCH-NO LINE 09 V 10 11 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

51M Unencumbered Disbursements Multiple Inquiry Screen 01 02 51M2 TR 51 - UNENC DISB - MULTIPLE INQUIRY BY SITE 10/01/2007 13:40:15 03 04 X L1 L2 L3 L4 L5 EO VR OBJECT CF YR PPI DESCRIPTION SUB-VENDOR-ID 05 ....AMOUNT....VENDOR-ID MC TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 06 INVOICE AB..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 07 85 00 00 00 000 00 02 380000 00 OFFICE SUPPLIES 08 6000.00 VF599876543001 A 10012007 09 23887 10 11 85 10 02 02 213 00 02 261000 00 TRAVEL 12 500.00 VN323232323001 1 10012007 13 3647 14 15 85 10 02 02 213 00 02 380000 00 OFFICE SUPPLIES 16 200.00 VN323232323001 1 10012007 17 5209 18 19 NEXT: TYPE SEL 20 L1 L2 L3 L4 L5 GF SF FID IBI VOUCH-NO LINE VENDOR-ID 21 85 V 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR51 Transactions The Single Update by Site screenis used to make changes or corrections to transactions entering the system on the current day. To make corrections to unencumbered disbursement entries entered on a prior day, the operator will have to use TR58, Disbursement Corrections. The operator can access the Single Update by Site screen in two ways:



field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and typing in the new data. Certain data codes may not be changed. These are: L1 L2 L3 L4 L5 EO VR OBJECT GF, SF, FID EF The following codes may not be deleted, but may be changed: AMOUNT VENDOR TRN-DT VOUCH-NO (if BI = X) INVOICE CK-NO (if BI = $ or C) CAT GL BE & IBI STATE PROGRAM The Single Update by Site screen may be used to transfer to an input screen within TR51 or to a different function or transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen.



There is no next request Line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:



51U Unencumbered Disbursement Single Update Screen 01 02 51U1 10/01/2007 13:40:30 03 TR 51 - UNENC DISB - SINGLE UPDATE BY SITE 04 05 DEL L1 L2 L3 L4 L5 EO VR OBJECT CF PPI DESCRIPTION SUB-VENDOR ID 06 85 00 00 00 000 00 02 380000 OFFICE SUPPLIES 07 08 ....AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 09 6000.00 VF599876543001 10012007 V 10 11 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 12 23887 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 246B AAAAA 16 17 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID 18 20 2 020001 85100000 00 1112110000 000000 19 20 BPIN COUNT ...UNITS.... ...TIME... 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

TR58 - Disbursement Corrections Transaction 58 is used to make corrections to all disbursements other than Revolving Fund Disbursements that entered the system prior to the current day (not on the Daily Input File). It may be used to correct both disbursement and credit memo entries. If TR58 is used to reverse an entry that needs to be re-entered and re-vouchered, the reentry must be made in TR51. Transaction 58 entries are not included in the vouchering process. If TR58 is used to reverse an entry that needs to be reentered but does not need to be re-vouchered, the reentry must be made in TR58.



On the next page are examples of these types of corrections. Example 1: Using TR51, an unencumbered disbursement for office supplies was recorded with the wrong Other Cost Accumulator. Transaction 51 OCA GL Code Description Amount A11 71100 Expenditures-Current $1,100 To correct this, the operator should enter a TR58, reverse the original unencumbered disbursement transaction with a negative dollar amount, and then input the entry with the correct Other Cost Accumulator as shown below. Transaction 58 OCA GL Code Description Amount A11 71100 Expenditures-Current $-1,100 A12 71100 Expenditures-Current $ 1,100 Since the disbursement was vouchered correctly it can be reentered with a TR58. Example 2: Using TR51, a disbursement of $150 was recorded as $100. Transaction 51 Object GL Code Description Amount 261000 71100 Expenditures-Current $100 To correct this AMOUNT, the operator should enter a TR58, and reverse the original disbursement. Transaction 58 Object GL Code Description Amount 261000 71100 Expenditures-Current $-100 Since this transaction needs to be re-vouchered for the correct amount, it should be reentered in TR51 as follows:



Transaction 51 Object GL Code Description Amount 261000 71100 Expenditures-Current $150 Examples of the most common entries that will be generated with a TR 58 are given below: To Reverse out the Disbursement: S.F. GL Code Description DR CR I/A 1 13100 Unexpended Gen Rev Releases or X A 2,3 12200 Released Cash in State Treasury X A 7**** Expenditures X I To enter the correct Disbursement: S.F. GL Code Description DR CR I/A 7**** Expenditures X I 1 13100 Unexpended Gen Rev Releases or X A 2,3 12200 Released Cash in State Treasury X A The General Ledger code for Expenditures (7****) is retrieved from the Expansion Set Record or entered by the operator on the input screen. When Disbursement Corrections are recorded, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* +/- amount +/- amount Fund Release +/- amount +/- amount N/A* Organization Cash N/A* +/- amount +/- amount Organization Allotment +/- amount +/- amount +/- amount *N/A = Not applicable +/- = Increase/Decrease NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (same as Fund Cash and Organization Allotment above). This update will take place only if the Grant, Contract, and/or Project fields are input



TR 58 & Subsidiary Legders Transaction 58 does not update the Accounts Payable Subsidiary (8S) or Encumbrances Subsidiary (6S). If a correction is made through TR58, an adjustment may be needed to the appropriate subsidiary. The adjustment can only be made in one of the following ways:

1. Re-enter the Accounts Payable through Transaction 80 and/or the Encumbrance through Transaction 60,or

2. Update the appropriate subsidiary through Accounts Payable Subsidiary Update

(8S Update) and/or Encumbrances Subsidiary Update (6S Update). Inputting TR58 Transactions Single Transaction Input If a TYPE of "58" and a SEL code of "S" are entered on any screen, the Single Input Request screen will display (see next pages). Procedures for use of this screen are described below. On line 6 of the Single Input Request screen, the operator will find his/her organization security clearance along with the following data codes ready for input.

L1 L2 L3 L4 L5 Organization level; required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. PPI Prior Period Indicator; defaults to current period if left blank.

If no request is made on line 21, the operator should then depress the ENTER key and the Single Input screen will display the fully expanded transaction. Procedures for the use of this screen are described below. On line 5, the operator will find the following fields displayed ready for input.

VOUCH-NO Original Disbursement Voucher Number; required field. LINE Original Voucher Line Number; optional field. DESCRIPTION Optional field. STATE-DOC Statewide Document Number; optional field.



Also on line 5, the operator will find other fields displayed from the previous screen. These fields are protected. On line 8, the operator will find the following fields displayed ready for input.

AMOUNT Transaction amount; required field; positive and negative amounts accepted.

VENDOR-ID Vendor Identification Number; required field. CF Certified Forward Indicator; optional field. TRN-DT Transaction Date; defaults to current date if left blank

(MMDDYYYY).

SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. BI Bookkeeping Indicator; optional field. OTHER-DOC Other Document Number; optional field. B Batch Character; optional field.


INVOICE Invoice number; required field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field. CK-NO Local Fund Check Number; required if BI is $ or C. CK-DT Local Fund Check Date; optional field. PID Product Identifier; optional field.

BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field. BF-OB/CF Benefiting Object/ Benefiting Certified Forward Indicator; optional

fields. BF-CAT/YR Benefiting Appropriation Category/ Benefiting Year; defaults to

"00" if left blank.



The VENDOR-ID, BF-ORG, BF-EO, BF-OB and BF-CAT must be entered in one of the following combinations:

a. If VENDOR-ID is a Statewide, FLAIR Regular (V), Employee (E), or Client (C) Vendor, then only the VENDOR-ID is entered.

b. If VENDOR-ID is a 21- digit FLAIR Account Code (L1 GF SF FID BE IBI)

indicating a JT transaction or a cash disbursement to a local fund, the benefiting object (BF-OB) and benefiting category (BF-CAT) are both required and the BF-OB must be a State Standard Object Code. All other benefiting data can only be left blank.

c. If the VENDOR-ID is left blank; the benefiting organization (BF-ORG), the

benefiting expansion option (BF-EO) and the benefiting object (BF-OB) must be input. If the disbursing and receiving organizations are within the same operating level, the system will generate the JT receipt entries (TR99) during nightly update. See chapter 14.

On line 14, the operator will find the following fields displayed. These fields are retrieved from the Expansion Set Record, but may be overridden (changed). These fields will be blank if an Expansion Set Record is not accessed, and the data codes may be added.


The following fields on line 14 are retrieved from the Expansion Option record. These fields may be overridden (changed), but if changed, the entered data code must be on the Title File.






Contract Information File. If Contract Information File contains a *CSFA Code, then edited against the Contract and Grant Title File.

CY Contract year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field. *CSFA = Catalog State Financial Assistance

On line 17, the operator will find the following fields displayed. These data codes are retrieved from the Expansion Option record and are protected (cannot be changed), with the exception of BE, IBI, State Program and Project ID, which may be overridden.

GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity; required field. IBI Internal Budget Indicator; required field. EF External Fund. STATE PROGRAM State Program; required field. PROJECT ID Project Identifier; optional field. VOT Voucher Type; protected field.

On line 20, the following fields are available for input:


Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction will be processed and the



requested screen will be returned. If no request is made on line 22, the transaction will be processed and a Single Input Screen will return with all other data from the last transaction displayed except AMOUNT, QUANTITY, UNITS, TIME, and AB. Lines 23 and 24 indicate the following available Program Functions:



58S Disbursements Corrections Single Input Request Screen 01 02 58S1 10/01/2007 14:40:50 03 TR 58 - DISBURSEMENTS CORRECTION - SINGLE INPUT - REQUEST 04 05 L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



58S Disbursements Corrections Single Input Screen

01 02 58S2 TR 58 - DISBURSEMENTS CORRECTION - SINGLE INPUT 10/01/2007 14:41:49 03 04 VOUCH-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION STATE-DOC 05 V 85 10 02 02 213 00 02 380000 06 07 ....AMOUNT.... VENDOR-ID CF TRN-DT SUB-VENDOR-ID BI OTHER-DOC B 08 09 10 INVOICE AB..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 11 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 71100 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID VOT 17 10 1 000001 85100000 00 1112110000 000000 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 21 22 NEXT: L1-L5 85 10 02 02 213 EO 00 VR OBJECT 261000 PPI TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a TYPE of "58" and a SEL code of "A" are entered on any screen, the Multiple Input screen will display (see next pages). This screen is used to enter up to three transactions at a time with no Expansion File data displayed. No override capability is allowed when using the Multiple Input screen. Procedures for the use of this screen are described below. On line 9 - 19 of the Multiple Input screen, the operator will find the following data fields displayed ready for input.

VOUCH-NO Original Disbursement Voucher Number; required field. LINE Original Voucher Line Number; optional field. L1 L2 L3 L4 L5 Organization Code; required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. PPI Prior Period Indicator; defaults to current period if left blank.



DESCRIPTION Optional field. STATE-DOC Statewide Document Number; optional field. VOT Voucher Type; protected field. AMOUNT Transaction Amount; required field; positive and negative amounts

accepted. VENDOR-ID Vendor Identification Number; optional field. CF Certified Forward Indicator; optional field; if used "C" must be

input. TRN-DT Transaction Date; defaults to current date when left blank

(MMDDYYYY). SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. BI Bookkeeping Indicator; optional field.

OTHER-DOC Other Document Number; optional field. INVOICE Vendor's Invoice Number; required field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field. CK-NO Local Fund Check Number; required if BI is $ or C. CK-DT Local Fund Check Date; optional field. PID Product Identifier; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field. BF-OB/CF Benefiting Object/Benefiting Certified Forward Indicator; optional

fields. BF-CAT/YR Benefiting Appropriation Category/ Benefiting Year; defaults to

"00" if left blank. NOTE: The operator may use the "DUP" key in all the fields except ORGANIZATION L1, QUANTITY, and AMOUNT.



Line 21 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions will be processed and the requested screen will be returned. If no request is made on line 21, the Multiple Input screen will return with lines 9 - 11 completed as on the last transaction on the previous screen except AMOUNT, QUANTITY, and AB. Lines 23 and 24 indicate the following available Program Functions:



58A Disbursements Corrections Multiple Input Screen 01 02 58A1 10/01/2007 15:20:02 03 TR 58 - DISBURSEMENTS CORRECTION - MULTIPLE INPUT 04 05 VOUCH-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION STATE-DOC VOT 06 ....AMOUNT.... VENDOR-ID CF TRN-DT SUB-VENDOR-ID BI OTHER-DOC B 07 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 08 09 V 85 10 11 12 13 V 85 14 15 16 17 V 85 18 19 20 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR58 Transactions If a TYPE of "58" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, User I.D., GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, and VOUCH-NO and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered all Disbursement Correction transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first three entries on the file meeting the search criteria will be displayed The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed. Lines 23 and 24 indicate the following available Program Functions:




58I Disbursements Correction Single Inquiry Request Screen

01 02 58I1 10/01/2007 15:41:52 03 TR 58 - DISBURSEMENTS CORRECTION - SINGLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 06 85 07 08 BF-ORG BF-EO VOUCH-NO LINE 09 V 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

58I Disbursements Correction Single Inquiry Screen 01 02 58I2 TR 58 - DISB CORRECTION - SINGLE INQUIRY BY SITE 10/01/2007 15:42:41 03 04 VOUCH-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION STATE-DOC 05 V MD1122 0001 85 10 02 02 213 00 02 380000 OFFICE SUPPLIES 06 07 ....AMOUNT.... VENDOR-ID CF TRN-DT SUB-VENDOR-ID BI OTHER-DOC B 08 2000.00 VF592197603003 10012007 09 10 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 11 7722 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 71100 246B 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID VOT 17 10 1 000001 85100000 00 1112110000 000000 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID VOUCH-NO LINE 22 85 V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



58M Disbursements Correction Multiple Inquiry Request Screen 01 02 58M1 10/01/2007 16:48:12 03 TR 58 - DISBURSEMENTS CORRECTION - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 BF-ORG BF-EO VOUCH-NO LINE 10 V 11 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 ENTER- PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

58M Disbursements Correction Multiple Inquiry Screen

01 02 58M2 10/01/2007 16:49:14 03 TR 58 - DISBURSEMENTS CORRECTION - MULTIPLE INQUIRY BY SITE 04 05 X VOUCH-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION STATE-DOC VOT 06 ....AMOUNT.... VENDOR-ID CF TRN-DT SUB-VENDOR-ID BI OTHER-DOC B 07 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 08 09 V MD1122 85 20 04 00 000 BB 05 380000 OFFICE SUPPLIES 10 -20.00 VF599885121001 10012007 11 070585 12 13 V MD1122 85 20 04 00 000 BB 05 380000 OFFICE SUPPLIES 14 20.00 VF599885121001 10012007 15 070585 16 17 18 19 20 TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID VOUCH-NO LINE 22 85 V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR58 Transactions The Single Update by Site Screen is used to make changes or corrections to transactions entering the system on the current day. To make corrections to disbursement correction entries entered on a prior day, the operator will have to reverse the original entry and reenter it correctly. The operator can access the Single Update by Site screen in two ways:


2. by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the

“X” field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may NOT be changed. These are: L1 L2 L3 L4 L5 GF, SF, FID EO EF VR OBJECT The following codes may NOT be deleted, but may be changed: VOUCH NO CAT AMOUNT GL VENDOR-ID BE & IBI TRN-DT STATE PROGRAM INVOICE VOT CK-NO (required if BI is $ or C) The Single Update by Site screen may be used to transfer to an input screen within TR58 or to a different function or transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no next request Line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page.






58U Disbursements Correction Single Update Screen

01 02 58U1 10/01/2007 17:01:06 03 TR 58 - DISBURSEMENTS CORRECTION - SINGLE UPDATE BY SITE 04 DELETE: 05 VOUCH-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION STATE-DOC 06 V MD1122 85 20 04 00 000 BB 05 380000 OFFICE SUPPLIES 07 08 ....AMOUNT.... VENDOR-ID CF TRN-DT SUB-VENDOR-ID BI OTHER-DOC B 09 -20.00 VF599885121001 10012007 10 11 INVOICE AB..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 12 070585 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 77300 16 17 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID VOT 18 50 2 050001 85200000 00 1112110000 000000 19 20 BPIN COUNT ...UNITS.... ...TIME... 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Automated TR58 Transactions Disbursement TR51, 53, 55, and 70 rejected by Central Accounting require a TR58 to correct the agency’s records. When a rejection occurs, an Automated Batch TR58 is initiated. The Automated Batch TR58 is a two-night process that creates a file of those vouchers to be corrected (reversed). The actual reversal, Automated Batch TR58, is run on the second night and reverses the voucher line(s), line by line. The vouchers successfully reversed will appear in the agency’s Daily Detail Report. The Terminal Id (TR2TID) for the Automated Batch TR58 will be AUTO for regular disbursements, PCRD for Purchasing Card disbursements, and RPAY for Recurring Payments disbursements. The most common reason for voucher rejection from Central Accounting is due to negative cash balances for 5 days. See chapter 26 status codes. Some vouchers may not be successfully matched to create the Automated Batch TR58 and will require a manual TR58. These transactions appear on the Batch TR58 Error Report the



second morning with the following message: “226F - CANNOT CREATE AUTO TR58, NO MATCH ON HISTORY FILE COULD BE FOUND.” If a disbursement transaction was originally rejected because of a voucher print error (duplicate voucher number, line number, invalid object total, invoice total, etc.) it print out with the regular vouchers every morning as a voucher error report, just as it currently does. The TR58 to reverse the error will not show up in the history file until the following night. Rejected Purchasing Card disbursements and Recurring Payments will be backed out or deleted from the appropriate subsystem. The Automated Batch TR58 will also reverse the rejected Journal Transfers and reverse the TR99 (Automated JT Receipts) if applicable.

TR57 - Refund of Overpayment of Taxes The TR57 is used to process Overpayment of Taxes made by vendors and/or agencies. This gives the agency capability to enter Journal Transfers and/or vouchers for refund of Overpayment of Taxes from a specific fund code, e.g. 430000 10 1 000902 43100XXX-00 2200XX 00, that is provided by the system. These journal transfers and vouchers created through this transaction are not subject to the statistical sampling process. Also, there are no accounting entries associated with the TR57, unless an agency processes a journal transfer using BF-ORG, BF-EO, BF-OBJ, and leaving the Vendor-ID field blank. If this type of transfer is made, then a TR99 (Automated JT Receipt) will automatically be generated. See chapter 14. The TR57 has no affect on the available balance file, unless an automated JT Receipt (TR99) is generated. See chapter 14. Inputting TR57 Transactions Single Transaction Input If a TYPE of "57" and a SEL of "S" are entered on any screen, the Single Input Request Screen will display the fully expanded transaction (see next pages). Procedures for the use of this screen are described below. On line 6, the operator will find the following fields displayed and ready for input.

L1 L2 L3 L4 L5 Organization level; required field; L1 is protected. OBJECT This field is protected and has an established value. DESCRIPTION Optional Field



ORIGINAL DEPOSIT Required numeric field; 1st two digits ACCOUNT CODE are protected.

On line 9, the operator will find the following fields displayed and ready for input.

AMOUNT Transaction amount; required field; positive amounts only. VENDOR-ID Vendor Identification Number; optional field TRN-DT Transaction Date; required field; MMDDYYYY format; YYYY

defaults to current year, but may be overridden. Must be less than or equal to current year.

G Grouping Character; optional field. VOUCHER-NO Voucher Number; optional field. If input, first digit must be an

alpha character. LINE Voucher Line Number; optional field; if entered, VOUCHER-NO

must also be entered. On line 12, the operator will find the following fields displayed and ready for input.

GL General Ledger Code; protected field. BF-ORG Benefiting Organization; optional field. EO Expansion Option; optional field. BF-OB Benefiting Object Code; optional field. BF-CAT/YR Benefiting Category/Benefiting Year; optional field. CNTRT Contract Number; optional field. OTHER-DOC Other Document Number; optional field.

The VENDOR-ID, BF-ORG, BF-EO, and BF-CAT must be entered in one of the following combinations:

a. VENDOR-ID is a Regular (V), Employee (E), or Client (C) Vendor, then only the VENDOR-ID is entered.



b. If VENDOR-ID is a 21-digit FLAIR Account Code (L1, GF, SF, FID, BE, IBI) indicating a JT transaction, the benefiting object (BF-OB) and benefiting category (BF-CAT) are both required and the BF-OB must be a State Standard Object Code. All other benefiting data can only be left blank.


expansion option (EO), and object (BF-OB) must be input. If the disbursing and receiving organizations are within the same operating level, the system will generate the JT Receipt entries (TR99) during nightly update. See chapter 14.

On line 15, the operator will find the following fields displayed. These fields, except for the last two digits of the category, will be provided by the system and will also be protected.

OLO Operating Level Organization. GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity; required field. IBI Internal Budget Indicator; required field. CAT Appropriation Category; the first four digits are protected. The last

two digits of the category must be input by the user as either 20 (refund of state revenues) or 30 (refund of non-state revenues).

YR Appropriation Year.

The operator should then depress the ENTER key. The transaction will be processed and the requested screen will be returned. If no request is made on line 21, the transaction will be processed, and a Single Input screen will return with the OLO, GF, SF, FID, BE, IBI, first four digits of CAT, YR, OBJECT, GL, L1, and 1st two digits of Original Account Code protected. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns Mini Menu PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was




57S Overpayment of Taxes Single Input Screen 01 02 57S1 10/01/2007 10:15:44 03 04 TR 57 - OVERPAYMENT OF TAXES - SINGLE INPUT - REQUEST 05 06 L1 L2 L3 L4 L5 OBJECT DESCRIPTION ORIGINAL DEPOSIT ACCOUNT CODE 07 85 860000 85 08 09 AMOUNT VENDOR-ID TRN-DT G VOUCHER-NO LINE 10 2007 V 11 12 GL BF-ORG EO BF-OB BF-CAT/YR CNTRT OTHER-DOC 13 71100 14 15 OLO GF SF FID BE IBI CAT YR 16 430000 10 1 000902 431000100 00 2200 00 17 18 19 20 21 TYPE SEL 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR57 Transactions If a TYPE of "57" and a SEL Code of "I" are entered on any screen, the Single Inquiry by Request screen ("I") will be displayed (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, Original Deposit Account Code, Vendor-ID, BF-ORG, BF-EO, VOUCHER-NO, and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If data code is not entered, all Overpayment of Taxes transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. The requested Single Inquiry screen will be displayed. The operator will find the requested entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed.



Lines 23 and 24 indicate the following available Program Functions.


57I Overpayment of Taxes Single Inquiry Request Screen

01 02 57I1 10/01/2007 12:38:29 03 TR 57 - OVERPAYMENT OF TAXES - SINGLE INQUIRY - REQUEST 04 05 06 L1 L2 L3 L4 L5 ORIGINAL DEPOSIT ACCOUNT CODE VENDOR-ID 07 85 85 08 09 BF-ORG BF-EO VOUCH-NO LINE 10 V 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



57I Overpayment of Taxes Single Inquiry Screen

01 02 57I2 10/01/2007 15:16:43 03 04 TR 57 - OVERPAYMENT OF TAXES - SINGLE INQUIRY 05 06 L1 L2 L3 L4 L5 OBJECT DESCRIPTION ORIGINAL DEPOSIT ACCOUNT CODE 07 85 10 02 02 000 860000 ABC PLUMBING 85101000001851000000004000000 08 09 AMOUNT VENDOR-ID TRN-DT G VOUCHER-NO LINE 10 73.00 VF599876543001 10012007 11 12 GL BF-ORG BF-EO BF-OB BF-CAT/YR CNTRT OTHER-DOC 13 71100 14 15 OLO GF SF FID BE IBI CAT YR 16 430000 10 1 000902 43100100 00 220020 00 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 ORIGINAL DEPOSIT ACCOUNT CODE VENDOR-ID 22 85 85 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR57 Transactions The Single Update screen can only be used to make changes or corrections to transactions entering the system on the current day. To make corrections to entries processed on a prior day, the operator will need to reprocess the transaction. However, if the transaction originally created an automated JT Receipt, then a TR96 can only be used to back out the incorrect TR99 that was automatically generated. See chapter 14. The operator can access the Single Update screen by retrieving, in Single Inquiry, the record to be changed; putting an "U" in the SEL field at the bottom of the screen, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes are protected on this screen. These are: OLO GF, SF, FID YR First 4 digits of CATEGORY GL OBJECT L1 ORIGINAL DEPOSIT ACCOUNT CODE (1st two digits)



The following data codes may NOT be deleted, but may be changed: L2 - L5 ORIGINAL DEPOSIT ACCOUNT CODE AMOUNT VENDOR and/or BF info (ORG, EO, TRN-DT CAT) Last 2 digits of CATEGORY BE & IBI The operator may transfer to a different function or transaction, by using the TYPE and SEL fields on Line 22 of the Single Update screen. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no NEXT Line on the Single Update screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined in the paragraphs above. Lines 23 and 24 indicate the following available Program Functions:





57U Overpayment of Taxes Single Update Screen

01 02 57U1 10/01/2007 17:11:42 03 04 TR 57 - OVERPAYMENT OF TAXES - SINGLE UPDATE - REQUEST 05 06 DEL L1 L2 L3 L4 L5 OBJECT DESCRIPTION ORIGINAL DEPOSIT ACCOUNT CODE 07 85 10 02 02 000 860000 ABC PLUMBING 85 101000001851000000004000000 08 09 AMOUNT VENDOR-ID TRN-DT G VOUCHER-NO LINE 10 73.00 VF599876543001 10012007 V 11 12 GL BF-ORG EO BF-OB BF-CAT/YR CNTRT OTHER-DOC 13 71100 14 15 OLO GF SF FID BE IBI CAT YR 16 430000 10 1 000902 43100100 00 2200 20 00 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Florida Fact:

The longest river is the St. Johns River which is

273 miles long.




CHAPTER 14 DIRECT DEPOSIT RECEIPTS, JOURNAL TRANSFER RECEIPTS, & RECEIPTS CORRECTIONS Direct deposit receipts are cash receipts that are deposited directly to the State Treasury from the operating fund that generated the revenue or expense refund. These direct deposit receipts are recorded through TR30. JT Receipts record the receipt of funds transferred from another State CFO’s account. Transfers from other state agencies should be recorded through TR96 - JT Receipts. If the transfer of funds is within an agency's operating organization, the agencies have the option of having the system generate the JT receipt entries during nightly update. To select this option, the BF-ORG, BF-EO, and BF-OB must be included on the disbursement transfer. These generated entries carry a Transaction Type of "99" on the Detail File. These transactions are discussed in detail on the following pages.

Direct Deposit Cash Receipts (TR30) Journal Transfer Receipts (TR96) Automated Journal Transfer Receipts (TR99) Cash Receipts & Clearing Fund File (TR3S)

TR30 – Direct Deposit Receipts This transaction is used to record Cash Receipts where monies are deposited directly to the fund that generated the revenue or the expense refund. If an entry is made using TR30 and an error is found in the entry after nightly update, the original entry should be reversed and reentered using TR30. Examples of the most common accounting entries for TR 30 are as follows: Collection of Revenue (Object = Revenue Object Code; CAT = Revenue Source): S.F. GL Code Description DR CR I/A 1 54600 Collections - St. Gen. Rev. or X A 2 12100 Unrel. Cash in State Treasury or X A 8 11200 Cash in Bank X A 6**** Revenue/Receipts X I



Collection of Expense Refund (Object = Expenditure Object Code): S.F. GL Code Description DR CR I/A 1 54600 *Collections - St. Gen. Rev. or X A 2 12100 *Unrel. Cash in State Treasury or X A 8 11200 **Cash in Bank X A 7**** **Expenditures X I *CAT = 001800 **CAT = Original Appropriation Category NOTE: The category of 001800 (refunds) will remain posted in agency accounting records until such time as the TR79 (Automated Expenditure Refund) is automated by the system reversing the category from that of 001800 to reflect the original appropriation category of input. See chapter 20 for additional information. The entry to Revenues (6****) or Expenditures (7****) is retrieved from the Expansion Set File or entered by the operator and it initiates the entries to the appropriate accounts. To record an increase of revenue or a refund of an expenditure, the operator should input a positive amount which will be entered as a credit to the 6**** or the 7**** account. To record a decrease of funds, the operator should enter a negative amount which will be entered as a debit to the 6**** or the 7**** account. When Direct Deposit Receipts are recorded, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* +/- amount +/- amount Fund Release Revenue Object Code N/A* N/A* N/A* Expend. Object Code +/- amount +/- amount N/A* Organization Cash N/A* +/- amount +/- amount Organization Allotment Revenue Object Code N/A* N/A* N/A* Expend. Object Code +/- amount +/- amount +/- amount *N/A = Not applicable +/- = Increase/Decrease A TR30 entry will generate a record on the Cash Receipts and Clearing Fund File (TR3S). When an entry is for a local fund (SF=8) or has a Bookkeeping Indicator (BI) of N, this entry will only update the agency's records. However, a TR30 item that is for some other state fund type and has a BI equal to blank will update the agency's records and be moved to the Treasurer's Receipt System for further processing. See Chapter 20 for more details on Treasury Receipt processing.



NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (same as Fund Cash and Organization Allotment above). This update will take place only if the Grant, Contract, and/or Project fields are input. Inputting TR30 Transactions Single Transaction Input If a TYPE of "30" and a SEL code of "S" are entered on any screen, the Single Input Request screen will display (see next pages). Procedures for the use of this screen are described below. On line 6, the operator will find his/her organization clearance along with the following data codes ready for input:

L1 L2 L3 L4 L5 Organization level to which the receipt is to be recorded; required field.

EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. PPI Prior Period Indicator; defaults to current period if left blank. LOC IND Letter of Credit Indicator; optional field. If entered, must equal “X”. Grant Grant number; optional field. GY Grant year; optional field.

After input of the above fields, the operator should depress the ENTER key and the Single Input screen will display the fully expanded transaction as requested on the Single Input Request screen. Procedures for the use of this screen are described below. On line 5, the operator will find the following fields displayed ready for input.

DEP-NO Cash Receipts Deposit Number; required field. LINE Cash Receipts Deposit Line Number; optional field. CF Certified Forward Indicator; optional field. If used, a "C" must be

input.



Also on line 5, the operator will find the fields displayed from the previous screen. These fields are protected and cannot be changed. In addition, displayed is TRN-DT (Transaction Date) that will default to the current date if left blank. The PPI (Prior Period Indicator) field will default to the current period if left blank. On line 8, the operator will find the following fields displayed ready for input.


BI Bookkeeping Indicator; optional field; if used, an "N" must be

input. VENDOR-ID Vendor Identification Number; optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. QUANTITY Optional field.


INVOICE Invoice number; optional field. DESCRIPTION Optional field. ORIG-RCPT Original Receipt Number; optional field. OTHER-DOC Other Document Number; optional field. B Batch character; optional field. PID Product Identifier; optional field.

On line 14, the operator will find the following fields displayed. These fields are retrieved from the Expansion Set Record if it is accessed, but may be overridden (changed). These fields will be blank if an Expansion Set Record is not accessed, and the data codes may be added.

CAT Appropriation Category; required field. YR Appropriation Year; defaults to "00" if left blank. GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field.

ECAT External Category; optional field.



The following fields on line 14 are retrieved from the Expansion Option Record. These fields may be overridden (changed), but if changed, the data code entered must be on the Title File.

EP External Program; optional field. GRANT Grant Number; required field if X is entered under the LOC IND

field. Grant number will be validated against the Grant title file. If valid on grant title file, grant information file must have a letter of credit.

GY Grant Year; optional field. CNTRT Contract Number; optional field. CY Contract Year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field.

On line 17, the operator will find the following fields displayed. These data codes are retrieved from the Expansion Option Record, and all are protected (cannot be changed), except for BE, IBI, State Program and Project ID.

GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity; required field. IBI Internal Budget Indicator; required field. EF External Fund. STATE-PROGRAM State Program Number; required field. If changed edited against

the title file. PROJECT ID Project Identification Number; optional field.

On line 20, the following fields are displayed for input:

BPIN Beginning Property Item Number; optional field. UNITS Optional field. TIME Optional field.



Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key, the transaction will be processed and the requested screen and transaction will be returned. If no request is made on line 22, the operator should depress the ENTER key and the transaction will be processed. A Single Input screen will return with all of the data from the last transaction except AMOUNT, CF, UNITS, QUANTITY, and TIME displayed. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen before any input was made. PF12- escapes and does not process current screen.

30S Direct Deposit Receipts Single Input Request screen

01 02 30S1 10/01/2007 13:29:08 03 TR 30 - DIRECT DEPOSIT RECEIPTS - SINGLE INPUT - REQUEST 04 05 L1 L2 L3 L4 L5 EO VR OBJECT PPI LOC IND GRANT GY 06 85 10 02 02 213 00 380000 07 08 09 10 11 12 13 14 15 16 17 18 NOTE: ENTER 'X' IN LOC IND TO RECORD LETTER OF CREDIT CASH RECEIPT 19 20 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



30S Direct Deposit Receipts Single Input screen

01 02 30S2 TR 30 - DIRECT DEPOSIT RECEIPTS - SINGLE INPUT 10/01/2007 13:31:43 03 04 DEP-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI 05 C 85 10 02 02 213 00 02 380000 06 07 ...AMOUNT..... BI VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. 08 09 10 INVOICE DESCRIPTION ORIG-RCPT OTHER-DOC B PID 11 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 71100 00 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID 17 10 1 000001 85100000 00 1112110000 000000 18 19 BPIN ...UNITS.... ...TIME... LOC# 20 21 NEXT: TYPE SEL 22 L1-L5 85 10 02 02 213 EO 00 VR OBJECT 380000 PPI LOC IND GRT/GY TR 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a Transaction Type of "30" and a selection code of "A" are entered on any screen, the Multiple Input screen will display (see next pages). This screen is used to enter up to four transactions at a time with no Expansion File data displayed. When using the Multiple Input screen, the Expansion Files must be accessed. No override capability is allowed when using the Multiple Input screen. Procedures for the use of this screen are described below. On line 5, the operator will find the following data fields displayed ready for input.

DEP-NO Cash Receipts Deposit Number; required field. TRN-DT Transaction Date; defaults to current date if left blank. PPI Prior Period Indicator; defaults to current period if left blank.

On lines 10 - 21, the operator may input up to four transactions with the following data codes.

LINE Cash Receipts Deposit Line Number; optional field. L1 L2 L3 L4 L5 Organization code to which the receipt is being recorded; required

field.



EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. CF Certified Forward Indicator; optional field. If used, a "C" must be

input. VENDOR-ID Vendor Identification Number; optional field. INVOICE Optional field. PID Product Identifier; optional field. B Batch character; optional field. BI Bookkeeping Indicator; optional field; if used, an "N" must be

input. AMOUNT Transaction amount; required field; positive and negative amounts

accepted. ORIG-RCPT Original Receipt Number; optional field. OTHER-DOC Other Document Number; optional field. DESCRIPTION Optional field. QUANTITY Optional field. LOC IND. Letter of Credit Indicator; optional field. If entered, must equal “X”.

The operator may use the "DUP" key in all fields except ORGANIZATION L1, QUANTITY, and AMOUNT. Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions will be processed and the requested screen and transaction displayed. If no entry is made on line 23, the Multiple Input screen will return with lines 5 and 10 completed as on the last transaction of the previous screen except AMOUNT, QUANTITY, and CF. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu.



PF5 - refreshes screen and displays screen as it appeared before any input was made.

PF12- escapes and does not process current screen.

30A Direct Deposit Receipts Multiple Input screen 01 02 30A1 10/01/2007 09:27:31 03 TR 30 - DIRECT DEPOSIT RECEIPTS - MULTIPLE INPUT 04 05 DEP-NO C TRN-DT PPI 06 07 LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR-ID INVOICE PID B BI 08 ...AMOUNT.... ORIG-RCPT OTHER-DOC DESCRIPTION ..QUANTITY.. LOC-IND 09 10 85 11 12 13 85 14 15 16 85 17 18 19 85 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR30 Transactions If a TYPE of "30" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M"), will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, VENDOR-ID, DEP-NO and LINE and LOC IND. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered, all Direct Deposit Receipt transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries on the file meeting the search criteria will be displayed. (see next pages). The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed.



The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed. Lines 23 and 24 indicate the following available Program Functions:


30I Direct Deposit Receipts Single Inquiry Request screen

01 02 30I1 10/01/2007 09:38:19 03 TR 30 - DIRECT DEPOSIT RECEIPTS - SINGLE INQUIRY BY SITE – REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID VENDOR-ID DEP-NO LINE 07 85 C 08 09 LOC # 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



30I Direct Deposit Receipts Single Inquiry screen

01 02 30I2 10/01/2007 09:50:40 03 TR 30 - DIRECT DEPOSIT RECEIPTS - SINGLE INQUIRY BY SITE 04 05 DEP-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI OTHER-DOC 06 C 100 85 10 02 02 000 AA 02 380000 10/01/2007 07 08 ...AMOUNT..... BI VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. 09 1072.84 10 11 INVOICE DESCRIPTION ORIG-RCPT B PID STATE PROGRAM OCA AU 12 1112110000 000000 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY PROJECT 15 040000 00 71100 16 17 GF SF FID BE IBI EF BPIN ...UNITS.... ...TIME... LOC# 18 20 2 010001 85100000 00 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 USER-ID VENDOR-ID DEP-NO LINE LOC# 22 85 C 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

30M Direct Deposit Receipts Multiple Inquiry Request screen

01 02 30M1 10/01/2007 13:44:07 03 TR 30 - DIRECT DEPOSIT RECEIPTS - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID VENDOR-ID DEP-NO LINE 06 85 C 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



30M Direct Deposit Receipts Multiple Inquiry screen

01 02 30M2 10/01/2007 13:44:17 03 TR 30 - DIRECT DEPOSIT RECEIPTS - MULTIPLE INQUIRY BY SITE 04 05 DEP-NO C 990059 TRN-DT 10/01/2007 PPI 06 07 X LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR-ID INVOICE PID 08 ...AMOUNT.... BI ORIG-RCPT OTHER-DOC DESCRIPTION ..QUANTITY.. B 09 85 10 01 01 211 01 01 380000 VF599876543001 10 101.00 REFUND 11 12 85 20 04 04 233 BB 01 261000 VF599876543001 13 456.34 TICKET REFUND 14 15 16 17 18 19 20 21 L1 L2 L3 L4 L5 USER ID VENDOR-ID DEP-NO LINE TYPE SEL 22 85 C 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR30 Transactions The Single Update by Site screen can only be used to make changes or corrections to transactions entering the system on the current day (see next pages). To make corrections to Direct Deposit Receipt entries entered on a prior day, the operator should submit the reversal and reentry using TR30 input screens. The operator can access the Single Update by Site screen in two ways:

1. by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the SEL field at the bottom of the screen, and depressing the ENTER Key; or

2. by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the

“X” field, and depressing the ENTER Key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: DEP-NO IBI L1 L2 L3 L4 L5 GF, SF, FID EO EF



VR LOC # (If present) OBJECT The following codes may not be deleted, but may be changed: AMOUNT BE & IBI GRANT (if LOC # is present) CAT STATE PROGRAM GL The Single Update by Site screen may be used to transfer to an input screen within TR30 or to a different function or transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:



Transaction 30U Direct Deposit Receipts Single Update screen

01 02 30U1 10/01/2007 10:30:02 03 TR 30 - DIRECT DEPOSIT RECEIPTS - SINGLE UPDATE BY SITE 04 05 DELETE: DEP-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI 06 C 100 85 10 02 02 000 AA 02 002000 10/01/2007 07 08 ...AMOUNT..... BI VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. 09 1072.84 10 11 INVOICE ORIG-RCPT DESCRIPTION OTHER-DOC B PID 12 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 000200 00 61200 16 17 GF SF FID BE IBI EF STATE-PROGRAM PROJECT-ID 18 20 2 010001 85100000 00 1112110000 000000 19 20 BPIN ...UNITS.... ...TIME... LOC# 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR96 – Journal Transfer Receipts This transaction is used to record the receipt of funds transferred from another State Fund. These receipts may be revenue related or expense refunds. If an entry is made using TR 96 and an error is found in the entry after nightly update, the original entry should be reversed and reentered using TR 96. Examples of the most common accounting entries for Transaction 96 are as follows: Revenue Receipt (Object = Revenue Object Code; CAT = Revenue Source): S.F. GL Code Description DR CR I/A 1 54600 Collections - St. Gen. Rev. or X A 2 12100 Unrel. Cash in State Treasury or X A 8 11200 Cash in Bank X A 6**** Revenues/Receipts X I Expense Refund Receipt (Object = Expenditure Object Code; CAT = Original Appropriation Category) S.F. GL Code Description DR CR I/A 1 13100 Unexpended Gen. Rev. Releases or X A 2 12200 Rel. Cash in State Treasury or X A 8 11200 Cash in Bank X A 7**** Expenditures X I The General Ledger Code for Revenues (6****) or Expenditures (7****) is retrieved from the Expansion Set record or entered by the operator. To record an increase of funds, the operator should input a positive amount which will be entered as a credit to the 6**** or the 7**** account. To record a decrease of funds, the operator should enter a negative amount which will be entered as a debit to the 6**** or 7**** account. When Journal Transfer Receipts are recorded, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* +/- amount +/- amount Fund Release Revenue Object Code N/A* N/A* N/A* Expend. Object Code +/- amount +/- amount N/A* Organization Cash N/A* +/- amount +/- amount Organization Allotment Revenue Object Code N/A* N/A* N/A* Expend. Object Code +/- amount +/- amount +/- amount *N/A = Not applicable +/- = Increase/Decrease



NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (same as Fund Cash and Organization Allotment above). This update will take place only if the Grant, Contract, and/or Project fields are input. Inputting TR96 Transactions Single Transaction Input If a TYPE of "96" and a SEL code of "S" are entered on any screen, the Single Input Request screen, will display (see next pages). Procedures for the use of this screen are described below. On line 6, the operator will find his/her organization security clearance along with the following data codes ready for data entry.

L1 L2 L3 L4 L5 Organization level to which the receipt is to be recorded; required field.


If no request is made on line 22 will display the fully expanded transaction as requested on the Single Input Request screen. Procedures for use of this screen are described below. On line 6, the operator will find the following fields displayed ready for input.

DOC-NO Document Number; required field. LINE Document Line Number; optional field. CF Certified Forward; optional field. If used, a "C" must be input. TRN-DT Transaction Date; defaults to current date if left blank. STATE-DOC State Document Number; optional field.

Also on line 6, the operator will find the fields displayed from the previous screen. These fields are protected and cannot be changed. On line 9, the operator will find the following fields displayed ready for input.



AMOUNT Transaction amount; required field; positive and negative amounts

accepted. VENDOR-ID Vendor Identification Number; optional field; must be on the

Account Description Vendor File if entered. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. QUANTITY Optional field.


INVOICE Invoice number; optional field. DESCRIPTION Optional field. OTHER-DOC Other Document Number; optional field. B Batch character; optional field. PID Product Identifier; optional field. BPIN Beginning Property Item Number; optional field. PROJECT ID Project Identification Number; optional field.

On line 15, the operator will find the following fields displayed. These fields are retrieved from the Expansion Set record, but may be overridden (changed). These fields will be blank if an Expansion Set record is not accessed, and the data codes may be added.

CAT Appropriation Category; required field. YR Year of Appropriation; defaults to "00" if left blank.

GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field. ECAT External Category; optional field.





GRANT Grant Number; optional field. If entered, edited against Grant information file.


Contract information file. CY Contract Year; optional field OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field.

On line 18, the operator will find the following fields displayed. These data codes are retrieved from the Expansion Option record and are protected (cannot be changed), with the exception of State Program, BE, AND IBI which may be overridden.

GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity; required Field IBI Internal Budget Indicator; required Field EF External Fund. STATE-PROGRAM State Program Number; required field. If changed edited against

the Title File.

The following fields are also displayed for input:


Line 21 or 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction will be processed and the requested screen and transaction will be returned. If no request is made on line 21 or 22, the transaction will be processed and a Single Input screen will return with all of the data from the last transaction except CF, AMOUNT, QUANTITY, and TIME displayed.






96S JT Receipts Single Input Request screen

01 02 96S1 10/01/2007 13:44:48 03 TR 96 - JT RECEIPTS - SINGLE INPUT - REQUEST 04 05 L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



96S JT Receipts Single Input screen

01 02 96S2 10/01/2007 13:45:02 03 TR 96 - JT RECEIPTS - SINGLE INPUT 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI STATE-DOC 06 C 85 10 02 02 000 BB 02 380000 07 08 ....AMOUNT.... VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. 09 10 11 INVOICE DESCRIPTION OTHER-DOC B PID BPIN PROJECT ID 12 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 246B AAAAA 16 17 GF SF FID BE IBI EF STATE-PROGRAM ...UNITS.... ...TIME... 18 10 1 020001 85100000 00 1112110000 000000 19 20 21 NEXT: L1 L2 L3 L4 L5 EO VR OBJECT PPI TYPE SEL 22 85 10 02 02 000 BB 380000 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---Pf10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction 96 Input If a Transaction Type of "96" and a selection code of "A" are entered on any screen, the Multiple Input screen will display (see next pages). This screen is used to enter up to four transactions at a time with no Expansion File data displayed. When using the Multiple Input screen, the Expansion Files must be accessed. No override capability is allowed when using the Multiple Input screen. Procedures for the use of this screen are described below. On line 5, the operator will find the following data fields displayed ready for input.

DOC-NO Document Number; required field. TRN-DT Transaction Date; defaults to current date if left blank. PPI Prior Period Indicator; defaults to current period if left blank. STATE-DOC State Document Number; optional field.





L1 L2 L3 L4 L5 Organization code to which the receipt is being recorded; required field.

EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. CF Certified Forward Indicator; optional field. If used, a "C" must be

input. VENDOR-ID Vendor Identification Number; optional field; must be on Account

Description File if entered.

INVOICE Vendor's Invoice Number; optional field. PID Product Identifier; optional field. AMOUNT Transaction amount; required field; positive and negative amounts

accepted. OTHER-DOC Other Document Number; optional field. DESCRIPTION Optional field. QUANTITY Optional field. B Batch character; optional field.

The operator may use the "DUP" key in all fields except ORGANIZATION L1, QUANTITY, and AMOUNT. Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions will be processed and the requested screen and transaction displayed. If no entry is made on line 22, the Multiple Input screen will return with lines 5 and 11 completed as on the previous screen except AMOUNT, CF and QUANTITY.



96A JT Receipts Multiple Input Screen

01 02 96A1 10/01/2007 13:45:23 03 TR 96 - JT RECEIPTS - MULTIPLE INPUT 04 05 DOC-NO C TRN-DT PPI STATE-DOC 06 07 LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR-ID INVOICE PID 08 ....AMOUNT.... OTHER-DOC DESCRIPTION ..QUANTITY B 09 10 85 11 12 13 85 14 15 16 85 17 18 19 85 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR96 Transactions If a TYPE of "96" and a SEL code of "I" are entered on any screen, the Single Inquiry by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M"), will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER-ID, VENDOR-ID, DOC-NO, and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered, all JT Receipt transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries on the file meeting the search criteria will be displayed. The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed.




PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen. 96I JT Receipts Single Inquiry Request Screen

01 02 96I1 10/01/2007 13:45:41 03 TR 96 - JT RECEIPTS - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 07 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE 08 85 C 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



96I JT Receipts Single Inquiry Screen 01 02 96I2 10/01/2007 13:45:48 03 TR 96 - JT RECEIPTS - SINGLE INQUIRY BY SITE 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI STATE-DOC 06 C 99137 85 10 02 02 213 00 02 261000 10/01/2007 07 08 ....AMOUNT.... VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. 09 354.00 851010000018510000000 10 11 INVOICE DESCRIPTION OTHER-DOC B PID BPIN PROJECT ID 12 TRAVEL REFUND 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF STATE-PROGRAM ...UNITS.... ...TIME... 18 10 1 000001 85100000 00 1112110000 000000 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE 22 85 C 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

96M JT Receipts Multiple Inquiry Request Screen 01 02 96M1 10/01/2007 13:46:02 03 TR 96 - JT RECEIPTS - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 07 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE 08 85 C 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



96M JT Receipts Multiple Inquiry Screen 01 02 96M2 TR 96 - JT RECEIPTS - MULTIPLE INQUIRY BY SITE 10/01/2007 13:46:11 03 04 DOC-NO C 99137 TRN-DT 10/01/2007 PPI STATE-DOC 05 06 X LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR-ID INVOICE PID 07 ....AMOUNT.... OTHER-DOC DESCRIPTION ..QUANTITY.. B 08 85 10 02 02 213 00 02 261000 851010000018510000000 09 354.00 TRAVEL REFUND 10 11 85 10 02 02 000 A1 02 261000 852020200018520000000 12 576.00 TRAVEL REFUND 13 14 15 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE 22 85 C 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR96 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day (see next pages). To make corrections to JT Receipt entries entered on a prior day, the operator will have to reverse the original entry and re-enter it correctly. The operator can access the Single Update by Site screen in either one of two ways:



field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: L1 L2 L3 L4 L5 GF, SF, FID EO EF VR OBJECT



The following codes may not be deleted, but may be changed: DOC-NO GL AMOUNT BE & IBI CAT STATE PROGRAM The Single Update by Site screen may be used to transfer to an input screen within TR96 or to a different function or transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:



96U JT Receipts Single Update Screen

01 02 96U1 10/01/2007 13:46:11 03 TR 96 - JT RECEIPTS - SINGLE UPDATE BY SITE 04 DELETE: 05 06 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI STATE-DOC 07 C 99137 85 10 02 02 213 00 02 261000 10012007 08 ....AMOUNT.... VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. 09 354.00 851010000018510000000 10 11 INVOICE DESCRIPTION OTHER-DOC B PID BPIN PROJECT ID 12 TRAVEL REFUND 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF STATE-PROGRAM ...UNITS.... ...TIME... 18 10 1 000001 85100000 00 1112110000 000000 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR99 - Automated Journal Transfer Receipts Transaction 99 , Automated JT Receipts, records the receipt of funds transferred from another fund within the same operating organization (Department in most instances). This is an optional process that takes place during nightly update. This process is initiated when the agency records the transfer through a disbursement transaction type. To generate the Automated JT Receipt entries, the operator must input BF-ORG, BF-EO, and BF-OB and leave the VENDOR-ID field blank. Anytime this benefiting data is entered on a disbursement transaction, these Automated JT Receipt entries will be generated, eliminating the need to record the JT Receipts through TR96. The entries that are generated when this option is selected are: Revenue Receipt (Object = Revenue Object Code; CAT = Revenue Source): SF GL Description DR CR I/A 1 54600 Collections - St. Gen Rev or X A 2 12100 Unrel. Cash in State Treas. or X A 8 11200 Cash in Bank X A 6**** Revenue/Receipts X A Expense Refund Receipt (Object Code = Expenditure Object Code; CAT = Original Appropriation Category): SF GL Description DR CR I/A 1 13100 Unexpend. Gen. Rev. Releases or X A 2 12200 Rel. Cash in State Treasury or X A 8 11200 Cash in Bank X A 7**** Expenditures X A When automated JT Receipts are generated, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* +/- amount +/- amount Fund Release Revenue Object Code N/A* N/A* N/A* Expend. Object Code +/- amount +/- amount N/A* Organization Cash N/A* +/- amount +/- amount Organization Allotment Revenue Object Code N/A* N/A* N/A* Expend. Object Code +/- amount +/- amount +/- amount N/A = Not Applicable +/- = Increase/Decrease



NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (same as Fund Cash and Organization Allotment above). This update will take place only if the Grant, Contract, and/or Project fields are input.

TR3S - Cash Receipts & Clearing Fund File The Cash Receipts and Clearing Fund File is an auxiliary file that maintains a record for each cash receipt transaction entering the system (except JT receipts and Revolving Fund Reimbursements) that have not been cleared from the file. It is available for inquiry purposes only. A record is created on the Cash Receipts and Clearing Fund File when a cash receipt or cash receipt correction is recorded in one of the following cash receipt transactions: TR30 - Direct Deposit Receipts TR31 - Clearing Fund Receipts TR33 - Direct Deposit Receivable Receipts TR34 - Clearing Fund Receivable Receipts Cash Receipts remain on the Cash Receipts and Clearing Fund File until the agency requests either the Clear the Clearing Fund process or Detail of Direct Deposit Receipts Report. Both requests are made through the Cash Receipts Utility Program (CP) (For further information about these processes, see chapter 18). If an agency does not request a Detail of Direct Deposit Receipts Report or Clear the Clearing Fund File for a period of 45 days, Cash Receipt items will be systematically purged from the file. Inquiring into the Cash Receipts and Clearing Fund File If a TYPE of “3S” and a select code of “I” or “M” are entered on any screen, the Single Inquiry Request screen (“I”) or Multiple Inquiry Request screen (“M”) will display (see next pages.) Procedures for the use of these screens are described below. The operator may enter the appropriate data codes to request the record to be retrieved from the Cash Receipts and Clearing Fund File and inquired upon. To inquire on Clearing Fund transactions, the Clearing Fund Identifier must be entered on the Request screen. If the Clearing Fund FID is not entered, only Direct Deposit Receipts display. Only transactions meeting the search criteria display. The available search criteria are Organization Code, Fund, BE, IBI, CAT, VENDOR-ID, DOC-NO, LINE, and Clearing Fund Number. If a data code is not entered, the system will display all transactions, beginning with the first record on file. These records are displayed in input order by organization. After completing the Request Screen, the operator should depress the ENTER key. On Single Inquiry, the requested transaction will be returned with its fully expanded data on the



Single Inquiry screen. On Multiple Inquiry, the first four transactions on file meeting the search criteria will display (see next pages). These entries are displayed as they are carried on the Cash Receipts and Clearing Fund File. This data is protected. Line 22 may be used to transfer to a different screen (see chapter 8). If no request is made on line 22, the next transaction on the file meeting the original search criteria will display. Lines 23 and 24 indicate the following available Program Functions:


3SI Cash Receipts & Clearing File Single Inquiry Request Screen 01 02 3SI1 10/01/2007 13:46:49 03 3S - CASH RECEIPTS & CLEARING FUND FILE - SINGLE INQUIRY - REQUEST 04 05 L1 L2 L3 L4 L5 GF SF FID BE IBI CAT VENDOR-ID 06 85 07 08 DOC-NO LINE CLR 09 C 10 11 12 NOTE: CLEARING FUND MUST BE ENTERED TO INQUIRE ON CLEARING FUND TRANSACTIONS 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER -PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



3SI Cash Receipts & Clearing File Single Inquiry Screen

01 02 3SI2 10/01/2007 13:46:57 03 3S - CASH RECEIPTS & CLEARING FUND FILE - SINGLE INQUIRY 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF CR-DT TR-TP 06 C 3344 85 10 02 02 213 00 02 261000 10/01/2007 30 07 08 ....AMOUNT.... BI VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. 09 500.00 10 11 INVOICE DESCRIPTION OTHER-DOC SECOND-DOC PID PROJECT ID 12 TRAVEL REFUND 13 14 CAT YR GL EGL EOB ECAT STATE-PROGRAM EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 1112110000 000000 16 17 GF SF FID BE IBI EF CLR 18 10 1 000001 85100000 00 19 20 NEXT: 21 L1 L2 L3 L4 L5 VENDOR-ID DOC-NO LINE CLR 22 85 C TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

3SM Cash Receipts & Clearing File Multiple Inquiry Request Screen

01 02 3SM1 10/01/2007 13:47:14 03 3S - CASH RECEIPTS & CLEARING FUND FILE - MULTIPLE INQUIRY - REQUEST 04 05 L1 L2 L3 L4 L5 GF SF FID BE IBI CAT VENDOR-ID 06 85 07 08 DOC-NO LINE CLR 09 C 10 11 12 NOTE: CLEARING FUND MUST BE ENTERED TO INQUIRE ON CLEARING FUND TRANSACTIONS 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



3SM Cash Receipts & Clearing File Multiple Inquiry Screen

01 02 3SM2 3S - CASH RECEIPT & CLR FUND FILE-MULTIPLE INQUIRY 10/01/2007 09:53:04 03 04 DOC-NO C 12345 CR-DT 10/01/2007 CLR 05 06 X LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR-ID INVOICE PID 07 ....AMOUNT.... BI SECOND-DOC OTHER-DOC DESCRIPTION ..QUANITY.. TRTP 08 09 85 20 03 03 000 00 02 261000 10 140.75 30 11 12 13 14 15 16 17 18 19 20 NEXT: 21 L1 L2 L3 L4 L5 VENDOR-ID DOC-NO LINE CLR 22 85 C TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Florida Fact:

Florida was acquired from Spain as a U.S. territory

in 1821.

(source:myflorida.com)



CHAPTER 15 TRANSFER FUNCTION (TF) The Transfer Function (TF) is used to:

1) Transfer revenue from one revenue FLAIR Account Code to another revenue FLAIR Account Code,

2) Transfer revenue within the same FLAIR Account Code, 3) Make corrections to deposits that have cleared the Treasury and Central

Accounting, and 4) Allocate revenue to two or more splits (maximum of twenty).

The Transfer Function provides functionality to eliminate many zero Treasury Receipts. Revenues collected by an agency may be transferred within that agency or to another agency. However, the following restrictions do apply:

1) State Fund (SF) = 1 transfers must be transferred within the same agency, except 2) The Department of Revenue (OLO 730000) may transfer SF = 1 revenues to another

agency. Transfers consist of two sides: the sending (Sender) and the receiving (Receiver). The two sides may be within the same agency or between agencies. Each side has unique screens used to process transfers. The Transfer Function is status code driven. An understanding of the status codes is necessary to process the transfer. Status Codes used in the Transfer Function: A - Awaiting transfer OLO processing, system assigned when the transfer is initiated by

the Sender. When Status Code = ”A,” the Receiver cannot complete the receiving side screens.

D - Deleted, manually changed by the Sender. T - Transferred, manually changed by the Sender. When the Status Code is changed to

“T,” the Receiver can complete the receiving side screens. P - Ready for processing, manually changed by the Receiver. When the Status Code is

changed to “P,” the transfer will be processed during nightly processing.

R - Rejected, manually changed by the Receiver. S - Sent to nightly processing, when Status Code is changed to “P,” the system changes the Status Code to “S” during nightly processing.



C - Completed, when the system changes the Status Code to “S” during nightly processing and all edits pass, the system then changes the Status Code to “C.”

N - Central posting reject, if the Status Code remains “S” for five days, Central will reject

the transfer and change the Status Code to “N” on both sides. The system will purge any transfers with a status code of “A,” T,” “D,” “R,” ”N,” or ”C” that have had no activity for fourteen calendar days. The process for using the Transaction Function: (1) The Sender initiates the transfer. (2) When the Sender enters the transfer, the system assigns the transfer a Status Code of “A.” (3) At the time the Sender depresses the ENTER key, (transfer is in Status Code “A”) the system assigns the transfer a SWDN (Statewide Document Number) beginning with “R.” (4) A record is also created on the receiver side with a status code of “A,” but the record may only be displayed, at this time. (5) The Sender can manually change the status code from “A” to “D” or “T,” and the Receiver Status Code is then automatically changed to “D” or “T.” If changed to “D,” no further action is required. The system will purge the record automatically after fourteen calendar days. The Status Code is changed to “T” when the Sender is ready for the Receiver to process the transfer. (6) If the Sender changed the status code to “T,” the Receiver can do one of two things:

(a) Reject the transfer by changing the Status Code to “R,” (this will also update the Sender Status Code to “R”). No further action is required. The record for both the Receiver and Sender will be purged in fourteen calendar days.

(b) Enter information to complete the Receiver side of the transfer, and manually change the Status Code to “P.”

(7) If the Status Code is changed to “P” by the Receiver, during nightly processing:

(a) Two Transaction 94’s are created, one for the sending side, and one for the receiving side.

(b) Available Balances for both sides are updated. (c) Status Codes are system changed to “S” for both. (d) If all edits pass, the Status Codes are system changed to “C” for the Sender and

Receiver. (e) The Revenue Transfer is posted by Central Accounting to both FLAIR Account

Codes.



(f) A voucher will be generated for the Sender entitled: “Revenue Transfer – Retain all Documentation.”

(g) If edits fail, the Status Code remains an “S.” Central Accounting will attempt to post the voucher for five days; and if not posted, it will be purged from the Voucher Audit File. The system will change the Status Code to “N” on both sides of the transfer. If purged, the system will generate Transaction 94’s to reverse the original Transaction 94 entries for both the Sender and Receiver.

When the Receiver manually changes the status code from “T” to “P,” during nightly processing, the following TR 94 accounting entries are created: Sending side: S.F. GL Code Description Dr Cr I/A

15XXX Receivables Non-Governmental or X I 16XXX Due From Governmental Units or X I 33100 Deposits Payable or X I 388XX Unearned Revenue Current or X I 389XX Deferred Revenues or X I 488XX Unearned Revenue – Long Term or X I 6**** Revenue X I

1 54600 Collections – General Rev. or X A 2 12100 Unreleased Cash in Treasury or X A 8 11200 Cash in Bank X A Receiving side: S.F. GL Code Description Dr Cr I/A 1 54600 Collections – General Rev. or X A 2 12100 Unreleased Cash in Treasury or X A 8 11200 Cash in Bank X A

15XXX Receivables Non-Governmental or X I 16XXX Due From Governmental Units or X I 33100 Deposits Payable or X I 388XX Unearned Revenue Current or X I

389XX Deferred Revenues or X I 488XX Unearned Revenue – Long Term or X I 6**** Revenue X I



The Available Balance File is also updated during nightly processing:

Sending side: SF=1 SF=2,3 SF=8

Fund Cash N/A - amount - amount Fund Release N/A N/A N/A Organization Cash N/A - amount - amount Organization Allotment N/A N/A N/A Receiving side: SF=1 SF=2,3 SF=8 Fund Cash N/A + amount + amount Fund Release N/A N/A N/A Organization Cash N/A + amount + amount Organization Allotment N/A N/A N/A Help windows. When an asterisk (*) is displayed before a field name, a help screen is available containing a list of items to select from or a definition of the field. To access the help screen, depress the PF1 key while the cursor is in the desired field. To select from a list of items, type an “S” in the ACT column beside the desired item and depress the ENTER key. The system will “populate” the field with the item selected. The following Program Functions are available in the Transfer Function: PF1 - Help key. A help menu is available when an asterisk(*) is next to the field name. Depress PF1 to open the help screen. PF2 - Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 - Return. Used to close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 - Main. Returns the user to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 - Flip. Used to change the “look” of the PF keys - how they are displayed on the screen. PF6 - Preferences. The user has the flexibility to “program” how the screen will behave after a successful screen modification. PF7 - Backward. Used to page backward one screen at a time. PF8 - Forward. Used to page forward one screen at a time. PF9 - Expand All. Used when the entire reallocation must be re-expanded because the Organization Code, Expansion Option, or Object Code was changed on the reallocation. PF10 - Left. Move left one panel. PF11 - Right. Move right one panel. PF12 - Process. Used when a value is placed in the Action (*AC) field for one line of reallocation.



The Revenue Transfers Mini Menu Screen

By typing “TF” in the TYPE Field on any FLAIR screen, and depressing ENTER, the Revenue Transfer Mini Menu screen will display. Both the Sending and Receiving sides of the transfer utilize this screen. The mini menu screen is used to access the appropriate screen to add a revenue transfer, browse a revenue transfer, or request reports associated with revenue transfers. The Sending side uses the RV, RS, and RQ Codes. The RR and RC Codes are used by the Receiving side.

Revenue Transfers Mini Menu Screen 01 02 DTFQMN ***** REVENUE TRANSFERS MINI MENU ***** DTFMMN 03 Dec 16,07 03:53 PM 04 05 CODE FUNCTION 06 ---- ----------------------------------------------------------------------- 07 SENDING: *L1-L5 *EO VR *OBJECT 08 RV ADD REVENUE CORR/REALLOC 90********* __ __ ______ 09 RS BROWSE REVENUE CORR/REALLOC 10 RQ REVENUE CORR/REALLOC REPORT REQUEST 11 12 RECEIVING: 13 RR BROWSE REVENUE CORR/REALLOC 14 RC RECEIPTS REPORT REQUEST 15 16 17 18 19 20 CODE: __ 21 TYPE: __ 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP

To access the appropriate screen, type the Code desired, in the space on line 20, and depress the ENTER key. The available codes are: RV ADD REVENUE CORR/REALLOC – used by the Sender to add a revenue transfer RS BROWSE REVENUE CORR/REALLOC – used by the Sender to browse transfers initiated by the Sender RQ REVENUE CORR/REALLOC REPORT REQUEST – used by the Sender to request a summary report displaying information about sending transfers in “P” status (ready for processing) RR BROWSE REVENUE CORR/REALLOC – used by the Receiver to browse transfers being sent to the Receiver RC RECEIPTS REPORT REQUEST – used by the Receiver to request a summary report



displaying the receiving information about transfers in “P” status (ready for processing) To access another FLAIR function, type the two letter Function Code in the type field on line 21, and depress the ENTER key. The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys. Add Revenue Correction/Reallocation

Revenue Transfers Mini Menu Screen 01 02 DTFQMN ***** REVENUE TRANSFERS MINI MENU ***** DTFMMN 03 Dec 16,07 03:54 PM 04 05 CODE FUNCTION 06 ---- ----------------------------------------------------------------------- 07 SENDING: *L1-L5 *EO VR *OBJECT 08 RV ADD REVENUE CORR/REALLOC 9010******* bb __ 002000 09 RS BROWSE REVENUE CORR/REALLOC 10 RQ REVENUE CORR/REALLOC REPORT REQUEST 11 12 RECEIVING: 13 RR BROWSE REVENUE CORR/REALLOC 14 RC RECEIPTS REPORT REQUEST 15 16 17 18 19 20 CODE: rv 21 TYPE: __ 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP

To add a revenue transfer, type “RV” in the CODE field on line 20, the sending L1-L5 code, EO, and OBJECT Code on line 8, and depress ENTER. The REVENUE CORR/REALLOC MAINT – SENDING screen will display (see next pages).



*L1-L5 – Organization Code; required, *L1 must equal the L1 of the sender *EO – Expansion Option; required, if left blank, will default to 00 VR – Expansion Option Version; optional, if left blank will default to most recent Expansion Option Version *OBJECT – required, must be > 000999 and < 059100

To access another FLAIR function, type the two letter Function Code in the type field on line 21, and depress the ENTER key. The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys.

Revenue Correction/Reallocation Maintenance – Sending Screen 01 02 DTFQMRVA ***** REVENUE CORR/REALLOC MAINT - SENDING ***** DTFMMRV1 03 Dec 16,07 11:21 AM 04 *ACTION (A) A 05 *TRANS TYPE CONTACT NAME PHONE *TRANS OLO *SC L1 L2 L3 L4 L5 06 1 Tony Freeman 850 410 9999 900000 A 90 10 00 00 000 07 08 EO VR OBJECT *TRN-DT ...AMOUNT.... VOUCH-NO LINE GF SF FID BE IBI 09 BB 01 002000 1500.00 V 20 2 000001 90200000 00 10 11 *CAT YR *GL INVOICE B OTHER-DOC BKI DESCRIPTION *PROJECT ID 12 000200 00 61200 Nov 2007 13 14 *GRANT GY *CNTRT CY *PID *EGL *SUB-VENDOR-ID *EOB *ECAT *EP EF *OCA *AU 15 16 17 *STATE PROGRAM ..QUANTITY. ...UNITS... ...TIME.. STATUTE 18 1112110000 000000 19 20 REC CONTACT NAME REC PHONE REC-ORG REC-EO REC-VR REC-OBJ 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF



On line 4 the following field is displayed: *ACTION – “A” is automated (adding a record); protected On line 6 the following fields are displayed, some are protected and some are available for input as described below: *TRANS TYPE – Transfer Type; type of revenue transfer being sent; required. Values that are available for input are:

1. Treasury Receipt Transfer - recording the transference of cash previously deposited in the Treasury. (Creates a Central Accounting TR40.) TR40-cash deposit into the State Treasury. Revenue categories applicable: 000099-001599.

2. Transfer Receipt Transfer - recording the transference of a non-operating transfer receipt of cash. (Creates a Central Accounting TR49.) TR49-generally records moving funds from one agency to another. Revenue categories applicable: 000099-001899.

3. Journal Receipt Transfer – recording the transference of an operating transfer receipt of cash. (Creates a Central Accounting TR45.) TR45-transference of funds when something is being paid for (e.g. rent, phone bill, etc.) Revenue categories applicable: 000099-001899, but may not equal category 001600.

Note: When entering a revenue to revenue transfer, the agency should determine the central accounting transaction type originally created when the revenue was received by the agency (TR40, TR49, TR49) and then use that to determine the Transfer Type appropriate to a particular revenue transfer. Fields on line 6 continued:

CONTACT NAME – Contact name of Sender; required PHONE – Telephone number of Sender; required

*TRANS OLO - Transfer OLO; required

*SC - Status Code; “A” is displayed; can be changed to “T” L1 L2 L3 L4 L5- protected

On line 9 the following fields are protected or available for input:

EO - Expansion Option; protected

VR - Expansion Option Version; protected



OBJECT - Object Code; protected *TRN-DT - Transaction Date; defaults to the current date if left blank

AMOUNT - Transfer amount; required, must be positive VOUCH-NO - Voucher Number; optional, if used, first digit must be a letter LINE - Voucher Number Line; optional, only used if a Voucher Number is entered,

cannot = 0000, must be numeric GF - GAAFR Fund; protected

SF - State Fund; protected FID - Fund Identifier; protected BE - Budget Entity; if left blank, will default to 00000000 IBI - Internal Budget Indicator; if left blank, will default to 00 On line 12 the following fields are protected or available for input: *CAT - Category; required, must be > 000099 and < 001600

YR - Revenue Year; required, must = 00

*GL - General Ledger Code; required, must be 15XXX, 16XXX, 33100, 388XX, 389XX, 488XX, or 6XXXX. If category = 000700 or 000701, then GL must = 614XX, 621XX, or 683XX. If category = 001510, then GL must = 655XX or 656XX. If category = 0003XX, then GL must = 611xx

INVOICE - Invoice Number; required

B - Batch Character; optional

OTHER-DOC - Other Document Number; optional BKI - Bookkeeping Indicator; optional, “N” is the only valid input. If used, the *TRANS

OLO must = the sender’s OLO and the Sending and Receiving FLAIR Account Codes must be equal.

DESCRIPTION - optional

*PROJECT ID - Project Identification Number; optional



On line 15 the following fields are protected or available for input: *GRANT - Grant Number; optional, unless the category = 000700, 000701, or 001510 then required, Grant Type must not = “N”

GY - Grant Year; optional

*CNTRT - Contract Number; optional

CY - Contract Year; optional

*PID - Product Identifier; optional

*EGL - External General Ledger Code; optional

*SUB-VENDOR-ID - Sub-Vendor Identification Number; optional

*EOB - External Object Code; optional

*ECAT - External Category; optional

*EP - External Program; optional

EF - External Fund; protected

*OCA - Other Cost Accumulator; optional

*AU - Agency Unique; optional.

On line 18 the following fields are available for input:

*STATE PROGRAM - State Program Number; required, may be changed, must be correlated to Budget Entity

QUANTITY - optional

UNITS - optional

TIME - optional

STATUTE - optional On line 21 the following fields are available for input:

REC CONTACT NAME - Receiving Contact Name; optional

REC PHONE - Receiving Phone Number; optional



REC-ORG - Receiving Organization Code; optional, required if REC-OBJ is used

REC-EO - Receiving Expansion Option; optional, will default to 00 if left blank and

REC-ORG is used

REC-VR - Receiving Expansion Option Version; optional, if REC-EO is entered will default to most current version

REC-OBJ - Receiving Object Code; optional, required if REC-ORG is used, if input must be > 000999 and < 059100

After completing the necessary fields, depress the ENTER key. If all edits pass, the message “SENDER/RECEIVER RECS added successfully” will display on the screen. Continue with another record or depress the PF3 key to exit the screen. The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys. PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful screen modification.



Browse Revenue Correction/Reallocation - Sending

Revenue Transfers Mini Menu Screen 01 02 DTFQMN ***** REVENUE TRANSFERS MINI MENU ***** DTFMMN 03 Dec 16,07 09:15 AM 04 05 CODE FUNCTION 06 ---- ----------------------------------------------------------------------- 07 SENDING: *L1-L5 *EO VR *OBJECT 08 RV ADD REVENUE CORR/REALLOC 90********* __ __ ______ 09 RS BROWSE REVENUE CORR/REALLOC 10 RQ REVENUE CORR/REALLOC REPORT REQUEST 11 12 RECEIVING: 13 RR BROWSE REVENUE CORR/REALLOC 14 RC RECEIPTS REPORT REQUEST 15 16 17 18 19 20 CODE: rs 21 TYPE: __ 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP

To browse revenue transfers (from the sending side), type “RS” in the CODE field on line 20 of the REVENUE TRANS-FERS MINI MENU and depress ENTER. The REV CORRECTION/ REALLOCATION BROWSE – SEND AGENCY will display (see next pages). To access another FLAIR function, type the two letter Function Code in the type field on line 21, and depress the ENTER key. The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys.



Rev Correction/Allocation Browse – Send Agency Screen 01 02 DTFQSRS ***** REV CORRECTION/REALLOCATION BROWSE - SEND AGENCY ***** DTFMSRS1 03 Dec.16,07 09:16 AM 04 05 S REC ACCOUNT CODE STATEWIDE TRANS 06 ACT C OLO (GF SF FID BE IBI) DOC-NUMBER AMOUNT INVOICE DATE 07 --- - ------ ------------------- ----------- ------------- --------- -------- 08 __ A 850000 2020000029001010100 R3000000048 500.00 NOV 2007 12162007 09 __ A 900000 2020000029001010100 R3000000044 100.00 NOV 2007 12162007 10 __ D 850000 2020000029001010100 R3000000046 259.00 06172007 12102007 11 __ P 900000 2020000029001010100 R3000000043 100.00 122 12142007 12 __ R 900000 2020000029001010100 R3000000045 125.00 11302007 12142007 13 __ T 850000 2020000029001010100 R3000000041 100.00 NOV 2007 12132007 14 __ T 850000 2020000029001010100 R3000000047 1000.00 NOV 2007 12132007 15 __ T 870000 2020000029001010100 R3000000040 10.00 123 12132007 16 __ T 900000 2020000029001010100 R3000000042 10.00 NOV 2007 12132007 17 *** End of Data *** 18 19 20 21 SC _ REC OLO ______ GF __ SF _ FID ______ BE ________ IBI __ SWDN ___________ 22 23 Display Modify (PF5=flip) 24

The Sending agency revenue transfers are listed in status code order, and within a status code, OLO order. Line 21 may be used to browse the list by Status Code and by OLO, Fund, or Statewide Document Number within that status code. To browse by a particular status code type the status code in the space provided and depress the ENTER key, and all items with the entered status code will display. The other fields on line 21 may be entered with a particular status code to further define the display. The other fields on line 21 must be used in conjunction with the status code (SC) field.

To display (inquire on) a record, type “D” in the ACT field of the desired record and depress ENTER. The REVENUE CORRECTION/REALLOCATION MAINTENANCE - SENDING screen on the next page will display.

To modify (update) a record, type “M” in the ACT field of the desired record and depress ENTER. The REVENUE CORRECTION/REALLOCATION MAINTENANCE – SENDING screen will display. If Status Code = “S” (sent to nightly processing) or “C” (completed transaction) no changes may be made.



Revenue Correction/Reallocation Maintenance. – Sending screen

01 SENDER/RECEIVER RECS displayed successfully 02 DTFQMRVM ***** REVENUE CORR/REALLOC MAINT - SENDING ***** DTFMMRV1 03 Dec 26,07 3:43 PM 04 *ACTION (D,M) 05 *TRANS TYPE CONTACT NAME PHONE *TRANS OLO *SC L1 L2 L3 L4 L5 06 1 JAMES SMITH 850 410 9999 850000 A 90 10 00 00 000 07 08 EO VR OBJECT *TRN-DT ...AMOUNT.... VOUCH-NO LINE GF SF FID BE IBI 09 BB 01 002000 12162007 500.00 V 20 2 000001 90200000 00 10 11 *CAT YR *GL INVOICE B OTHER-DOC BKI DESCRIPTION *PROJECT ID 12 000200 00 61200 NOV 2007 13 14 *GRANT GY *CNTRT CY *PID *EGL *SUB-VENDOR-ID *EOB *ECAT *EP EF *OCA *AU 15 16 17 *STATE PROGRAM ..QUANTITY. ...UNITS... ...TIME.. STATUTE 18 1112110000 000000 19 20 SWDN REC CONTACT NAME REC PHONE 21 R3000000048 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF

If security for the user = “I” (inquire), a “D” (display only) will be seen in the *ACTION field and no action is permitted. The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys. PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful screen modification.



Revenue Correction/Reallocation Maintenance - Sending Screen

01 Enter changes 02 DTFQMRVM ***** REVENUE CORR/REALLOC MAINT - SENDING ***** DTFMMRV1 03 Dec 16,07 3:51 PM 04 *ACTION (D,M) M 05 *TRANS TYPE CONTACT NAME PHONE *TRANS OLO *SC L1 L2 L3 L4 L5 06 1 JAMES SMITH 850 410 9999 850000 A 90 10 00 00 000 07 08 EO VR OBJECT *TRN-DT ...AMOUNT.... VOUCH-NO LINE GF SF FID BE IBI 09 BB 01 002000 12162007 500.00 V 20 2 000001 90200000 00 10 11 *CAT YR *GL INVOICE B OTHER-DOC BKI DESCRIPTION *PROJECT ID 12 000200 00 61200 NOV 2007 13 14 *GRANT GY *CNTRT CY *PID *EGL *SUB-VENDOR-ID *EOB *ECAT *EP EF *OCA *AU 15 16 17 *STATE PROGRAM ..QUANTITY. ...UNITS... ...TIME.. STATUTE 18 1112110000 000000 19 20 SWDN REC CONTACT NAME REC PHONE 21 R3000000048 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF

If security for user = “U” (update) “D,M” will display in the *ACTION field and “M” (modify) will display in the space below the *ACTION field (line 6). If “M” is displayed on line 6, fields may be modified by typing over the displayed data, or by typing in new data and depressing the ENTER key. If Status Code = “S” (sent to nightly processing) or “C” (completed transaction) the record may not be modified.

Unless assigned by the user, the voucher number and line number are system assigned, when the Status Code is changed from “A” to “T” by the Sender, and the ENTER key is depressed. When Status Code = “T” or “P” VOUCH-No and LINE are protected. Fields that are protected and cannot be modified are:

*TRANS TYPE *TRANS OLO L1 L2 L3 L4 L5 EO VR OBJECT GF SF FID BE if *TRANS OLO is different than Sender’s OLO



IBI if *TRANS OLO is different than Sender’s OLO EF SWDN REC CONTACT REC PHONE

After completing all fields, depress the ENTER key. If all edits pass, the message “SENDER/ RECEIVER RECS modified successfully” will display on the screen. The following Program Functions are available:

PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys. PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful screen modification.

Revenue Correlation/Reallocation Report Request – Sending

Revenue Transfers Mini Menu screen 01 02 DTFQMN ***** REVENUE TRANSFERS MINI MENU ***** DTFMMN 03 Dec 16,07 09:31 AM 04 05 CODE FUNCTION 06 ---- ----------------------------------------------------------------------- 07 SENDING: *L1-L5 *EO VR *OBJECT 08 RV ADD REVENUE CORR/REALLOC 90********* __ __ ______ 09 RS BROWSE REVENUE CORR/REALLOC 10 RQ REVENUE CORR/REALLOC REPORT REQUEST 11 12 RECEIVING: 13 RR BROWSE REVENUE CORR/REALLOC 14 RC RECEIPTS REPORT REQUEST 15 16 17 18 19 20 CODE: rq 21 TYPE: __ 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP



To request the summary report: DTFRRCRA (a list of the sending revenue transfers ready for processing, Status Code = “P”), type “RQ” in the CODE field, on line 20, of the Revenue Transfers Mini Menu screen and depress ENTER. The Revenue Correction/Reallocation Report Request screen will display (see below).

To access another FLAIR function, type the two letter Function Code in the type field on line 21, and depress the ENTER key. The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys.

Revenue Correction/Allocation Report Request Screen 01 02 DTFQMRQ ***** REVENUE CORRECTION/REALLOCATION REPORT REQUEST ***** DTFMMRQ1 03 Dec 16,07 09:35 AM 04 05 REVENUE CORR/REALLOC REPORT REQUEST: X PRINTER DESTINATION:-T4416 06 STARTING STATEWIDE DOC-NUMBER: RDS FORM ID: 07 ENDING STATEWIDE DOC-NUMBER: 08 09 L1 GF SF FID BE IBI CAT YR 10 FUND/ACCT CODE: 90 11 12 13 1. TO REQUEST A REPORT OF THE REVENUE CORRECTIONS/REALLOCATIONS TO BE 14 PROCESSED TONIGHT, ENTER AN 'X' IN REPORT REQUEST. 15 16 2. IF STARTING AND ENDING STATEWIDE DOC-NUMBERS ARE LEFT BLANK, ALL 17 CORRECTION/REALLOCATION TRANSACTIONS WILL BE LISTED. 18 19 3. THE TRANSACTIONS PRINTED ARE ONLY FOR THE SITE ASSOCIATED WITH 20 YOUR SIGN-ON. 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP

To request the summary report: DTFRRCRA, complete the following request:

Line 5, type an “X” to the right of REVENUE CORR/REALLOC REPORT REQUEST

Line 5, PRINTER DESTINATION, if left blank, the printer destination will default to the



printer on the VTAM Table, if entered the printer must be on VTAM Table

Line 6, STARTING STATEWIDE DOC-NUMBER, optional

Line 6, RDS FORM ID, optional; cannot be used with a printer destination

Line 7, ENDING STATEWIDE DOC-NUMBER, optional

Line 10, FUND/ACCT CODE, optional; if input, L1 (protected), GF, SF, FID, BE, IBI are required or L1 (protected), GF, SF, FID, BE, IBI, CAT, and YR are required. NOTE: Use Starting and Ending Statewide Document Number or Fund/Acc Code, but not both. After completing all desired fields, depress the ENTER key. If all edits pass, and an “X” is entered in the REPORT REQUEST field, a “pop-up window” will display the message “*AC#### was submitted”. The asterisk (*) is the Database (H for HAC, and N for NAC) and #### is the terminal ID.

Revenue Correction/Reallocation Report Request Screen 01 Press ENTER to continue 02 DTFQMRQ ***** REVENUE CORRECTION/REALLOCATION REPORT REQUEST ***** DTFMMRQ1 03 Dec 16,07 09:36 AM 04 05 REVENUE CORR/REALLOC REPORT REQUEST: X PRINTER DESTINATION: T4416 06 STARTING STATEWIDE DOC-NUMBER: RDS FORM ID: 07 ENDING STATEWIDE DOC-NUMBER: 08 09 L1 GF SF FID BE IBI CAT YR 10 FUND/ACCT C 11 12 NAC#170 WAS SUBMITTED. 13 1. TO REQUEST A CATIONS TO BE 14 PROCESSED TO 15 16 2. IF STARTING AND ENDING STATEWIDE DOC-NUMBERS ARE LEFT BLANK, ALL 17 CORRECTION/REALLOCATION TRANSACTIONS WILL BE LISTED. 18 19 3. THE TRANSACTIONS PRINTED ARE ONLY FOR THE SITE ASSOCIATED WITH 20 YOUR SIGN-ON. 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP

The requested report will immediately print. Depress the PF3 key or the ENTER key to remove the “pop-up window”.



The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any entered information. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys.

Browse Revenue Correction/Reallocation – Receiving

Revenue Transfers Mini Menu Screen 01 02 DTFQMN ***** REVENUE TRANSFERS MINI MENU ***** DTFMMN 03 Dec 16,07 09:59 AM 04 05 CODE FUNCTION 06 ---- ----------------------------------------------------------------------- 07 SENDING: *L1-L5 *EO VR *OBJECT 08 RV ADD REVENUE CORR/REALLOC 85********* __ __ ______ 09 RS BROWSE REVENUE CORR/REALLOC 10 RQ REVENUE CORR/REALLOC REPORT REQUEST 11 12 RECEIVING: 13 RR BROWSE REVENUE CORR/REALLOC 14 RC RECEIPTS REPORT REQUEST 15 16 17 18 19 20 CODE: rr 21 TYPE: __ 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP

To browse the revenue transfers available for receiving, type “RR” in the CODE field on line 20, and depress the ENTER key. The REVENUE REALLOCATION/ CORRECTIONS BROWSE – RECEIVING AGENCY screen will display (see next pages). To access another FLAIR function, type the two letter Function Code in the type field on line 21, and depress ENTER.



The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any entered information. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys.

Revenue Reallocation/Correction Browse Receiving Agency Screen 01 02 DTFQSRR ***** REVENUE REALLOCATION/CORRECTION BROWSE ***** DTFMSRR 03 Dec 16,07 - RECEIVING AGENCY - 10:15 AM 04 05 S SENDING STATEWIDE 06 ACT C OLO VENDOR NUMBER DOC-NUMBER AMOUNT DESCRIPTION 07 --- - ------- --------------------- ------------ ------------ --------------- 08 __ A 900000 902020000029001010100 R3000000049 1500.00 09 __ D 900000 902020000029001010100 R3000000041 100.00 TRSF LICENSE FE 10 __ P 900000 902020000029001010100 R3000000046 259.00 11 __ T 900000 902020000029001010100 R3000000047 1000.00 12 __ T 900000 902020000029001010100 R3000000048 500.00 13 *** End of Data *** 14 15 16 17 18 19 20 21 SC _ SENDING OLO ______ SWDN ___________ 22 23 Display Modify (PF5=flip) 24

The receiving revenue transfers are listed in status code order, and within a status code, OLO order. Line 21 may be used to browse the list by status code and by OLO or Statewide Document Number within the status code. To browse by a particular status code, type the status code in the space provided and depress ENTER and all items with the entered status code will display. The other fields on line 21 may be entered with a particular status code to further define the display. The other fields on line 21 must be used in conjunction with the status code (SC).

To display (inquire on) a record, type “D” in the ACT field of the desired record and depress ENTER. Panel #1 of the REVENUE CORRECTION/REALLOCATION MAINTENANCE – RECEIVING screen on the will display (see next pages).



To modify (update) a record, type “M” in the ACT field of the desired record and depress ENTER. Panel #1 of the REVENUE CORRECTION/REALLOCATION MAINTENANCE – RECEIVING screen on page 31 will display. An “M” will display in the *ACTION field. If Status Code = “S” (sent to nightly processing), “C” (completed transaction), “N” (central posting reject), “A” (awaiting transfer OLO processing), or “D” (deleted) no changes may be made.

The Revenue Corrections/Reallocation Maintenance – Receiving screen consists of four panels. Panel #1 has five lines of heading information. All heading information is protected except line 9 of Panel #1: the REC CONTACT NAME, REC PHONE, and *SC. Panels #2 – #4 have the same first four lines of heading information as Panel #1, but not line 9. By depressing PF10 (to move to the left) or PF11 (to move to the right), panel #2 – panel #4 will display.

Panel 1 of 4 - Revenue Correction/Reallocation Maintenance Receiving Screen 01 Enter changes 02 DTFQMRR ***** REVENUE CORR/REALLOC MAINT - RECEIVING ***** DTFMMRR1 03 Dec 16,07 3 more > 04 05 *ACTION (D,M) M_ AMOUNT 1000.00 TRANSFERRING OLO 900000 06 TRANSFER CONTACT NAME JAMES JONES PHONE 850 410-1233 07 DESCRIPTION VENDOR ID 902020000029001010100 CAT 000200 08 STATUTE STATEWIDE DOC R3000000043 09 REC CONTACT NAME A R Smith_______ REC PHONE 850 413 9999 *SC T 10 11 LN *AC AMOUNT *ORG(L1-L5) *EO VR *OBJECT GF SF FID BE IBI *CAT 12 1_ _ 1000.00______ 85200000000 BC 01 002000 20 2 000001 85010101 00 000200 13 __ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______ 14 __ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______ 15 __ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______ 16 __ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______ 17 __ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______ 18 __ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______ 19 __ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______ 20 __ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______ 21 __ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______ 22 Display Modify (PF5=flip) 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF BKWRD FRWRD X-ALL LEFT RIGHT PRCSS

If security for the user = “U”(update), “D,M” will display in the *ACTION field, (line 5), and an “M” will be seen beside the *ACTION field. If an “M” is displayed beside the *ACTION field, fields may be modified (updated) by typing over the displayed data, or by typing in new data. If the Status Code = “S” (sent to nightly processing), “C” (completed transaction), “N” (central posting reject), “A” (awaiting transfer OLO processing), or “D” (deleted) no changes may be made.



Heading Descriptions of the Revenue Corrections/ Reallocation Maintenance – Receiving Screen:

*Action - Defaults to the input from the Browse screen.

Amount - Amount of the total transfer being sent by the Sender; protected. Transferring OLO - The sending OLO of the transfer; protected

Transfer Contact Name - The contact name of the sending side of the transfer;

protected

Phone - The telephone number of the transferring contact person; protected

Description - The description from the Sender; protected

Vendor ID - The L1, GF, SF, FID, BE, IBI of the FLAIR Account Code sending the transfer; protected

Cat - The revenue category of the FLAIR Account Code sending the transfer; protected

Statute - The statute entered by the sending side of the transfer; protected

Statewide Doc - The Statewide Document Number assigned to the transfer. Assigned by the system; protected

Rec Contact Name - The contact name of the receiving side of the transfer; required

Rec Phone - The phone number of the receiving side contact person; required

*SC - If the status code is changed, use only “R” (reject) or “P” (ready for processing)

On line 12 the following fields are protected or available for input: LN - Line number, system generated 1 – 20; protected. *AC - Action field; optional. To process only one line of information. Valid input is: E –

to expand the data on that line, P – to purge the data on that line, or R – to refresh the expansion data to the last correct data that was input. To process an action with one of the values above, depress the PF12 key.

AMOUNT - Amount of the transfer applied to this line; required. The receiving side of the transfer may record the transfer on one line or split the transfer between twenty lines. The sum total of the lines must equal the total amount for the transfer shown in the Amount field of the heading information.

*ORG(L1-L5) - FLAIR Organization Code or Level 1 through Level 5 code for this line;



required.

*EO - Expansion Option; optional. If left blank will default to 00.

VR - Expansion Option Version; optional, if left blank will default to most recent Expansion Option Version

*OBJECT - Object Code; required, must be > 000999 and < 059100

GF - GAAFR Fund; protected.

SF - State Fund; protected.

FID - Fund Identifier; protected.

BE - Budget Entity; required. If blank will default to 00000000.

IBI - Internal Budget Indicator; required. If blank will default to 00.

*CAT – Category; required. Must be > 000099 and < 001600. If transfer is between different OLO’s, the first four digits of category must = the first four digits of sending side category. NOTE: Receiving FLAIR Account Code cannot = Sending FLAIR Account Code unless

Sending side has BKI = “N”. Depress PF10 (move left one panel) or PF11 (move right one panel) if needed. After completing all fields on all panels, depress the ENTER key TWICE. If all edits pass, the message “TF-RECEIVING modified successfully” will display on the screen. The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys. PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful screen modification. PF7 – Backward. Used to page backward one page. PF8 – Forward. Used to page forward one page.

PF9 - Expand All. Used when the entire reallocation must be re-expanded because the Organization Code, Expansion Option, or Object Code were changed on the reallocation.



PF10 – Left. Move left one panel. PF11 – Right. Move right one panel PF12 – Process. Used when a value is placed in the Action (*AC) field for one line of reallocation.

Panel 2 of 4 - Revenue Correction/Reallocation Maintenance Receiving Screen 01 Scrolling performed. 02 DTFQMRR ***** REVENUE CORR/REALLOC MAINT - RECEIVING ***** DTFMMRR2 03 < 1 more 2 more > 04 05 *ACTION (D,M) M_ AMOUNT 1000.00 TRANSFERRING OLO 900000 06 TRANSFER CONTACT NAME JAMES JONES PHONE 850 410-1233 07 DESCRIPTION VENDOR ID 902020000029001010100 CAT 000200 08 STATUTE STATEWIDE DOC R3000000043 09 10 11 LN YR *GL *TRN-DT RECEIPT-NO LINE INVOICE B OTHER-DOC DESCRIPTION 12 1_ 00 61200 06282007 R ______ ____ _________ _ ___________ ________________ 13 __ __ _____ ________ R ______ ____ _________ _ ___________ ________________ 14 __ __ _____ ________ R ______ ____ _________ _ ___________ ________________ 15 __ __ _____ ________ R ______ ____ _________ _ ___________ ________________ 16 __ __ _____ ________ R ______ ____ _________ _ ___________ ________________ 17 __ __ _____ ________ R ______ ____ _________ _ ___________ ________________ 18 __ __ _____ ________ R ______ ____ _________ _ ___________ ________________ 19 __ __ _____ ________ R ______ ____ _________ _ ___________ ________________ 20 __ __ _____ ________ R ______ ____ _________ _ ___________ ________________ 21 __ __ _____ ________ R ______ ____ _________ _ ___________ ________________ 22 Display Modify (PF5=flip) 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF BKWRD FRWRD X-ALL LEFT RIGHT PRCSS


LN - Line number; system generated 1 – 20; protected.

YR - Category Year; required, must = 00.

*GL - General Ledger Code; required, must be 15XXX, 16XXX, 33100, 388XX, 389XX,

488XX, or 6XXXX. If category = 000700 or 000701, then GL must = 614XX, 621XX, or 683XX. If category = 001510, then GL must = 655XX or 656XX. If category = 0003XX, then GL must = 611XX.

*TRN-DT - Transaction Date; defaults to the current date if left blank

RECEIPT-NO - Receipt Number; optional, system assigned “R”

LINE - optional, valid only if Receipt No is used

INVOICE - optional



B - Batch Character; optional

OTHER-DOC - Other Document Number; optional

Description - optional

The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys. PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful screen modification. PF7 – Backward. Used to page backward one page. PF8 – Forward. Used to page forward one page. PF9 - Expand All. Used when the entire reallocation must be re-expanded because the Organization Code, Expansion Option, or Object Code were changed on the reallocation. PF10 – Left. Move left one panel. PF11 – Right. Move right one panel PF12 – Process. Used when a value is placed in the Action (*AC) field for one line of reallocation.



Panel 3 of 4 - Revenue Correction/Reallocation Maintenance Receiving Screen

01 Scrolling performed. 02 DTFQMRR ***** REVENUE CORR/REALLOC MAINT - RECEIVING ***** DTFMMRR3 03 < 2 more 1 more > 04 05 *ACTION (D,M) M_ AMOUNT 1000.00 TRANSFERRING OLO 900000 06 TRANSFER CONTACT NAME JAMES JONES PHONE 850 410-1233 07 DESCRIPTION VENDOR ID 902020000029001010100 CAT 000200 08 STATUTE STATEWIDE DOC R3000000043 09 10 11 LN *PROJECT-ID *GRANT GY *CNTRT CY *PID *EGL *SUB-VENDOR-ID *EOB *ECAT *EP 12 1_ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __ 13 __ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __ 14 __ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __ 15 __ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __ 16 __ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __ 17 __ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __ 18 __ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __ 19 __ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __ 20 __ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __ 21 __ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __ 22 Display Modify (PF5=flip) 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF BKWRD FRWRD X-ALL LEFT RIGHT PRCSS


LN - Line number, system generated 1 – 20; protected.

*PROJECT –ID - Project Identification Number; optional

*GRANT - Grant Number; optional, unless category = 000700, 000701, or 001510 then

required, Grant Type must not = “N”

GY - Grant Year; optional, valid only with *GRANT

*CNTRT - Contract Number; optional

CY - Contract Year; optional, valid only with *CNTRT

*PID - Product Identifier; optional

*EGL - External General Ledger Code; optional

*SUB-VENDOR-ID - Sub-Vendor Identification Number; optional

*EOB - External Object Code; optional

*ECAT - External Category; optional



*EP - External Program; optional

The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys. PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful screen modification. PF7 – Backward. Used to page backward one page. PF8 – Forward. Used to page forward one page. PF9 - Expand All. Used when the entire reallocation must be re-expanded because the Organization Code, Expansion Option, or Object Code were changed on the reallocation. PF10 – Left. Move left one panel. PF11 – Right. Move right one panel PF12 – Process. Used when a value is placed in the Action (*AC) field for one line of reallocation.

Panel 4 of 4 - Revenue Correction/Reallocation Maintenance Receiving Screen 01 Scrolling performed. 02 DTFQMRR ***** REVENUE CORR/REALLOC MAINT - RECEIVING ***** DTFMMRR4 03 < 3 more 10:39 AM 04 05 *ACTION (D,M) M_ AMOUNT 1000.00 TRANSFERRING OLO 900000 06 TRANSFER CONTACT NAME JAMES JONES PHONE 850 410-1233 07 DESCRIPTION VENDOR ID 902020000029001010100 CAT 000200 08 STATUTE STATEWIDE DOC R3000000043 09 10 11 LN EF *OCA *AU *STATE PROGRAM ..QUANTITY. ...UNITS... ...TIME.. 12 1_ _ _____ __ 1112110000 000000 ____________ ____________ __________ 13 __ _ _____ __ __________ ______ ____________ ____________ __________ 14 __ _ _____ __ __________ ______ ____________ ____________ __________ 15 __ _ _____ __ __________ ______ ____________ ____________ __________ 16 __ _ _____ __ __________ ______ ____________ ____________ __________ 17 __ _ _____ __ __________ ______ ____________ ____________ __________ 18 __ _ _____ __ __________ ______ ____________ ____________ __________ 19 __ _ _____ __ __________ ______ ____________ ____________ __________ 20 __ _ _____ __ __________ ______ ____________ ____________ __________ 21 __ _ _____ __ __________ ______ ____________ ____________ __________ 22 Display Modify (PF5=flip) 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONFM HELP QUIT RETRN MAIN FLIP PREF BKWRD FRWRD X-ALL LEFT RIGHT PRCSS



On line 12 the following fields are protected or available for input: LN - Line number, system generated 1 – 20; protected

EF - External Fund; protected

*OCA - Other Cost Accumulator; optional

*AU - Agency Unique; optional

*STATE PROGRAM - State Program Number; required, if changed it must be

correlated to Budget Entity

QUANTITY - optional

UNITS - optional

TIME - optional The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys. PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful screen modification. PF7 – Backward. Used to page backward one page. PF8 – Forward. Used to page forward one page. PF9 - Expand All. Used when the entire reallocation must be re-expanded because the Organization Code, Expansion Option, or Object Code were changed on the reallocation. PF10 – Left. Move left one panel. PF11 – Right. Move right one pane



Revenue Corrections/Reallocation Report Request – Receiving

Revenue Transfers Mini Menu Screen 01 02 DTFQMN ***** REVENUE TRANSFERS MINI MENU ***** DTFMMN 03 Dec 16,07 11:42 AM 04 05 CODE FUNCTION 06 ---- ----------------------------------------------------------------------- 07 SENDING: *L1-L5 *EO VR *OBJECT 08 RV ADD REVENUE CORR/REALLOC 85********* __ __ ______ 09 RS BROWSE REVENUE CORR/REALLOC 10 RQ REVENUE CORR/REALLOC REPORT REQUEST 11 12 RECEIVING: 13 RR BROWSE REVENUE CORR/REALLOC 14 RC RECEIPTS REPORT REQUEST 15 16 17 18 19 20 CODE: rc 21 TYPE: __ 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP

To request the summary report: DTFRRCPT (a list of receiving revenue transfers ready for processing, Status Code = “P”), type “RC” in the CODE field, on line 20, of the Revenue Transfers Mini Menu screen and depress ENTER. The Revenue Receipts Report Request screen will display. To access another FLAIR function, type the two letter Function Code in the type field on line 21, and depress the ENTER key. The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys.



Revenue Receipts Report Request Screen 01 02 DTFQMRC ***** REVENUE RECEIPTS REPORT REQUEST ***** DTFMMRC1 03 Dec 16,07 11:43 AM 04 05 REVENUE RECEIPTS REPORT REQUEST: PRINTER DESTINATION: 06 STARTING STATEWIDE DOC-NUMBER: RDS FORM ID: 07 ENDING STATEWIDE DOC-NUMBER: 08 09 L1 GF SF FID BE IBI CAT YR 10 FUND/ACCT CODE: 85 11 12 13 1. TO REQUEST A REPORT OF THE RECEIPTS TO BE PROCESSED TONIGHT, ENTER 14 AN 'X' IN THE REPORT REQUEST. 15 16 2. IF STARTING AND ENDING STATEWIDE DOC-NUMBERS ARE LEFT BLANK, ALL 17 RECEIPTS WILL BE LISTED, 18 19 3. THE TRANSACTIONS PRINTED ARE ONLY FOR THE SITE ASSOCIATED WITH 20 YOUR SIGN-ON. 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP

To request the summary report: DTFRRCPT, complete the following request:

Line 5, type an “X” to the right of REVENUE RECEIPTS REPORT REQUEST, then type in the PRINTER DESTINATION; if left blank, the printer destination will default to the printer on the VTAM Table; if entered it must be on VTAM Table

Line 6, STARTING STATEWIDE DOC-NUMBER; optional

Line 6, RDS FORM ID; optional, cannot be used with printer destination

Line 7, ENDING STATEWIDE DOC-NUMBER; optional

Line 10, FUND/ACCT CODE; optional, if input, L1 (protected), GF, SF, FID, BE, IBI are required or L1 (protected), GF, SF, ID, BE, IBI, CAT, and YR are required. NOTE: Use Starting and Ending Statewide Document Number or Fund/Acc Code, but not both. After completing all desired fields, depress the ENTER key. If all edits pass, and an “X” is entered in the REPORT REQUEST field, a “pop-up window” will display the message “*AC#### was submitted”. The asterisk (*) is the Database (H for HAC, S for SAC, and N for NAC) and #### is the terminal ID.



Revenue Receipts Report Request Screen 01 Press ENTER to continue 02 DTFQMRC ***** REVENUE RECEIPTS REPORT REQUEST ***** DTFMMRC1 03 Dec 16,07 11:43 AM 04 05 REVENUE RECEIPTS REPORT REQUEST: x PRINTER DESTINATION: t4416 06 STARTING STATEWIDE DOC-NUMBER: RDS FORM ID: 07 ENDING STATEWIDE DOC-NUMBER: 08 09 L1 GF SF FID BE IBI CAT YR 10 FUND/ACCT C 11 12 NAC#170 WAS SUBMITTED. 13 1. TO REQUEST A ONIGHT, ENTER 14 AN 'X' IN TH 15 16 2. IF STARTING AND ENDING STATEWIDE DOC-NUMBERS ARE LEFT BLANK, ALL 17 RECEIPTS WILL BE LISTED, 18 19 3. THE TRANSACTIONS PRINTED ARE ONLY FOR THE SITE ASSOCIATED WITH 20 YOUR SIGN-ON. 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--- 24 HELP QUIT RETRN MAIN FLIP

The requested report will immediately print. Depress the PF3 key or the ENTER key to remove the “pop-up window”.

The following Program Functions are available: PF1 – Help. A help menu is available when an asterisk (*) precedes a field name. PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the screen. PF3 – Return. Close a help window or return to a previous screen. Does not process any information entered on the screen. PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information entered on the screen. PF5 – Flip. Change the “look” of the PF keys.



CHAPTER 16 ACCOUNTS RECEIVABLE TRANSACTIONS An Accounts Receivable is defined by GAAFR as “an asset account reflecting amounts owing on open account from private persons or organizations for goods or services furnished by a government.” In FLAIR, Accounts Receivable are recorded through TR90 - Accounts Receivable, or TR91 - Memo Accounts Receivable. Whenever a Receivable is entered it is simultaneously recorded on the Accounts Receivable Subsidiary which can be inquired upon and updated through TR9S. Direct Deposit Receivable Receipts are recorded through transactions, TR33 - Direct Deposit Receivable Receipts, or TR97 JT Receivable Receipts. Corrections to TR33 entries not on the Daily Input File should be made through TR33 by reversing the original entry and inputting the correction. Corrections to TR97 entries should be made through TR97 in the same manner. These transactions are discussed in detail in this chapter:

Accounts Receivable (TR90) Memo Accounts Receivable (TR91) Accounts Receivable Subsidiary (TR9S) Direct Deposit Receivable Receipts (TR33) JT Receivable Receipts (TR97)

TR90 Accounts Receivable Transaction 90 is used to record the sale of goods and services on credit or to record a current year expenditure refund due but not yet received. This transaction updates the Accounts Receivable General Ledger account and the Accounts Receivable Subsidiary. The most common accounting entries generated by TR90 are given below. If Object Code = Revenue Object Code: GL Code Description DR CR I/A 15*** Accounts Receivable or X I 16*** Due from Governmental Units X I 6**** Revenues/Receipts X I



If Object Code = Expenditure Object Code: GL Code Description DR CR I/A 15*** Accounts Receivables or X I 16*** Due from Governmental Units X I 7**** Expenditures X I The General Ledger Code for Receivables is entered on the input screen by the operator. The General Ledger Code for Expenditures (7****) or Revenue (6****) may be retrieved from the Expansion Set record or entered by the operator. To record a positive receivable line item, the operator should enter a positive amount that will be entered as a debit to the receivable account. To record a negative receivable line item, the operator should input a negative amount that will be entered as a credit to the receivable account. No Available Balance Update occurs at this time. All update is postponed until a TR33 - Direct Deposit Receivable Receipts, TR34 - Clearing Fund Receivable Receipts, or TR97 – Journal Transfer Receivable Receipts is recorded. These transactions will remove the receivable from the subsidiary and update the Available Balance File. Inputting TR90 Transactions Single Transaction Input If a TYPE of “90” and a SEL code of “S” are entered on any screen, the Single Input Request screen will display (see next pages). Procedures for the use of this screen are described below. On line 6, the operator should enter the appropriate data in the following fields:

AR-NO Accounts Receivable Document Number; required field. L1 L2 L3 L4 L5 Organization; required field. CF Certified Forward Indicator; optional field; if used, a “C” must

be input. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. PPI Prior Period Indicator; defaults to current period if left blank.

If no request is made on line 22, the operator should then depress the ENTER key, and the Single Input screen will display (see next pages). Procedures for the use of this screen are



described below: On line 5, the fields return from the previous screen. These fields are protected and cannot be changed. Also displayed on line 5 are TRN-DT (Transaction Date) and CF (Certified Forward). Transaction date will default to the current date if left blank. On line 8, the operator will find the following fields displayed ready for input:

AMOUNT Transaction Amount; required field; positive and negative amounts accepted.

VENDOR-ID Vendor Identification Number; required field.

RAI Revolving Account Indicator; optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. QUANTITY Optional field.

On line 11, the following fields are ready for input:

AR-GL Accounts Receivable General Ledger Code; required field. AR-EGL Accounts Receivable External General Ledger Code; optional

field. INVOICE Invoice Number; optional field. DESCRIPTION Optional field. OTHER-DOC Other Document Number; optional field. B Batch Character; optional field.


On line 14, the following fields display. These fields are retrieved from the Expansion Set record if it is accessed, but may be overridden (changed). These fields will be blank if an Expansion Set record is not accessed, but the data codes may be added.

CAT Appropriation Category; required field. YR Appropriation Year; defaults to “00” if left blank. GL General Ledger Code; required field. EGL External General Ledger Code; optional field.



EOB External Object Code; optional field. ECAT External Category Code; optional field.


EP External Program; optional field. GRANT Grant Number; optional field. If entered, edited against the

Grant Information File. GY Grant Year; optional field. CNTRT Contract Number; optional field. If entered, edited against the

Contract Information File. CY Contract Year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field.

On line 17, the following fields display. These data codes are retrieved from the Expansion Option record and are protected (cannot be changed) with the exception of Received Date, BE, IBI, State Program, and Project ID. See below for their respective characteristics.

GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity; required field. IBI Indicator Budget Indicator; required field. EF External Fund. CLR Clearing Fund Identifier. RCV-DT Received Date. STATE-PROGRAM State Program Number; required field. PROJECT ID Project Identifier.



On line 20, the following fields are for input:


Line 21 or 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction is processed and the requested screen returns. If no request is made on line 21 or 22, the transaction is processed and a Single Input screen returns with all other data from the last transaction except AMOUNT, QUANTITY, UNITS, TIME, CF, and BPIN displayed. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was


90S Accounts Receivable Single Input Request Screen

01 02 90S1 09/02/2007 13:21:52 03 TR 90 - ACCOUNTS RECEIVABLE - SINGLE INPUT - REQUEST 04 05 AR-NO L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 R 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



90S Accounts Receivable Single Input Screen 01 02 90S2 TR 90 - ACCOUNTS RECEIVABLE - SINGLE INPUT 09/02/2007 13:48:15 03 04 AR-NO L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI 05 R 111 85 10 02 02 000 00 02 003000 06 07 ....AMOUNT.... VENDOR-ID RAI SUB-VENDOR-ID ..QUANTITY.. 08 09 10 AR-GL AR-EGL INVOICE DESCRIPTION OTHER-DOC B PID 11 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 000300 00 61100 246B AAAAA 15 16 GF SF FID BE IBI EF CLR RCV-DT STATE-PROGRAM PROJECT ID 17 10 1 020001 85100000 00 1112110000 000000 18 19 BPIN ...UNITS.... ...TIME... 20 21 TYPE SEL 22 NEXT: AR-NO R 111 L1-L5 85 00 00 00 000 EO 74 VR OBJECT 380000 PPI 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a Transaction TYPE of “90” and a SEL code of "A" are entered on any screen, the Multiple Input Request screen returns (see next pages). This screen is used to process up to four transactions at a time with no Expansion File data displayed. When using the Multiple Input screen, an Expansion Option record and Expansion Set record must be accessed. Procedures for the use of this screen are described below. On line 6, the operator should enter the AR-NO (Accounts Receivable Document Number) and depress the ENTER key. The Multiple Input screen displays (see next pages). Procedures for the use of this screen are described below. On line 5, the AR-NO returns from the original request data and is protected. The following fields are available for input.

VENDOR-ID Vendor Identification Number; required field. TRN-DT Transaction Date; required field; defaults to current date if left

blank. PPI Prior Period Indicator; defaults to current period if left blank.

On lines 10 - 20, up to four transactions may be entered with the following data codes:

L1 L2 L3 L4 L5 Organization; required field.



EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. YR Appropriation Year; defaults to “00” if left blank. CF Certified Forward Indicator; optional field; if used, a “C” must in

input.

AR-GL Accounts Receivable General Ledger Code; required field. AR-EGL Accounts Receivable External General Ledger Code; optional

field. INVOICE Vendor’s Invoice Number; optional field. OTHER-DOC Other Document Number; optional field. RCV-DT Received Date; optional field. AMOUNT Transaction Amount; required field; positive and negative

amounts are accepted. RAI Revolving Account Indicator; optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. DESCRIPTION Optional field. QUANTITY Optional field. PID Product Identifier; optional field. B Batch Character; optional field.

The operator may use the “DUP” key in all fields except ORGANIZATION L1, QUANTITY, and AMOUNT. Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions process and the requested screen return.



If no request is made on line 22, the Multiple Input screen returns with all other data from last transaction except CF, AMOUNT and QUANTITY. Lines 23 and 24 indicate the following available Program Functions:



90A Accounts Receivable Multiple Input Request Screen

01 02 90A1 09/02/2007 13:48:51 03 TR 90 - ACCOUNTS RECEIVABLE - MULTIPLE INPUT - REQUEST 04 05 AR-NO 06 R 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



90A Accounts Receivable Multiple Input Screen

01 02 90A2 TR 90 - ACCOUNTS RECEIVABLE - MULTIPLE INPUT 09/02/2007 13:49:06 03 04 AR-NO VENDOR-ID TRN-DT PPI 05 R 114 VF134924710003 10012007 06 07 L1 L2 L3 L4 L5 EO VR OBJECT YR CF AR-GL AR-EGL INVOICE OTHER-DOC RCV-DT 08 .... AMOUNT.... RAI SUB-VENDOR-ID DESCRIPTION ..QUANTITY.. PID B 09 10 85 20 04 00 000 BB 004000 15100 11 12 13 85 14 15 16 85 17 18 19 85 20 21 22 NEXT: AR-NO R 114 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR90 Transactions If a TYPE of “90” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) as returns (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, GF, SF, FID, BE, IBI, VENDOR-ID, AR-NO, and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered all receivable transactions within the operator’s site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries on the file meeting the search criteria will be displayed. (see next pages). The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The next request line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria displays.




PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen.

90I Accounts Receivable Single Inquiry Request Screen

01 02 90I1 09/02/2007 13:49:42 03 TR 90 - ACCOUNTS RECEIVABLE - SINGLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 06 85 07 08 AR-NO LINE 09 R 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



90I Accounts Receivable Single Inquiry Screen

01 02 90I2 TR 90 - ACCTS REC - SINGLE INQUIRY BY SITE 09/02/2007 13:49:52 03 04 AR-NO R 201 0001 L1-L5 85 10 02 02 213 EO 00 VR 02 OBJECT 261000 PPI 05 06 ....AMOUNT.... VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. TRN-DT 07 700.00 851010000018510000000 09022007 08 09 AR-GL AR-EGL INVOICE DESCRIPTION OTHER-DOC B PID RAI 10 16100 11 12 CAT YR CF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 13 040000 00 71100 14 15 GF SF FID BE IBI EF CLR STATE-PROGRAM PROJECT ID 16 10 1 000001 85100000 00 1112110000 000000 17 18 BPIN ...UNITS.... ...TIME... 19 20 TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID AR-NO LINE 22 85 R 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

90M Accounts Receivable Multiple Inquiry Request Screen

01 02 90M1 09/02/2007 13:50:09 03 TR 90 - ACCOUNTS RECEIVABLE - MULTIPLE INQUIRY BY SITE – REQUEST 04 05 06 L1 L2 L3 L4 L5 USER-ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 AR-NO LINE 10 R 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



90M Accounts Receivable Multiple Inquiry Screen

01 02 90M2 09/02/2007 13:50:18 03 TR 90 - ACCOUNTS RECEIVABLE - MULTIPLE INQUIRY BY SITE 04 05 AR-NO VENDOR-ID TRN-DT PPI 06 R 220 851010000185100000000 09/02/2007 07 08 X LINE L1 L2 L3 L4 L5 EO VR OBJECT YR AR-GL AR-EGL INVOICE OTHER-DOC 09 CF ....AMOUNT.... RAI SUB-VENDOR-ID DESCRIPTION ..QUANTITY.. PID B 10 11 0001 85 10 02 02 213 00 02 261000 00 161000 12 100.00 13 14 15 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBIVENDOR-ID AR-NO LINE 22 85 R 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR90 Transactions The Single Update by Site screen, as shown on the next page, is used to make changes or corrections to transactions entering the system on the current day. To make corrections to Accounts Receivable entries entered on a prior day, the operator should use TR9S (Accounts Receivable Subsidiary) Update screens. The operator can access the Single Update by Site screen in two ways:

1. by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the SEL field at the bottom of the screen, and depressing the ENTER key; or

2. by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X

field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: AR-NO and LINE OBJECT L1 L2 L3 L4 L5 GF, SF, FID EO EF



VR CLR The following codes may not be deleted, but may be changed: AR-GL CAT TRN-DT GL AMOUNT BE & IBI VENDOR-ID STATE PROGRAM The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry used to access the Update screen. There is no NEXT line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:


made. PF12- escapes and does not process current screen. 90U Accounts Receivable Single Update Screen

01 02 90U1 09/02/2007 13:50:31 03 TR 90 - ACCOUNTS RECEIVABLE - SINGLE UPDATE BY SITE 04 05 DEL AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI 06 R 201 0001 85 10 02 02 213 00 02 261000 09022007 07 08 . ...AMOUNT.... VENDOR-ID RAI SUB-VENDOR-ID ..QUANTITY.. 09 700.00 851010000018510000000 10 11 AR-GL AR-EGL INVOICE DESCRIPTION OTHER-DOC B PID 12 16100 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF CLR STATE PROGRAM PROJECT ID 18 10 1 000001 85100000 00 1112110000 000000 19 20 BPIN ...UNITS.... ...TIME... 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR91 Memo Accounts Receivable Transaction 91 is used to record the sale of goods and services on credit or to record an expenditure refund to be received but not yet due. This sets up an Accounts Receivable record on the Accounts Receivable Subsidiary but does not affect the General Ledger. If a memo receivable is to be recorded for the sale of goods or services, the operator should enter a positive amount to a Revenue General Ledger Code (6****). If a memo receivable is to be recorded for an expenditure refund, the operator should enter a positive amount to an Expenditure General Ledger Code (7****). To decrease a Memo Receivable, a negative amount should be entered to the appropriate 6**** or 7**** General Ledger Code. No Available Balance Update occurs at this time. All update is postponed until a TR33 - Direct Deposit Receivable Receipts, TR34 - Clearing Fund Receivable Receipts, or TR97 – Journal Transfer Receivable Receipts is recorded. These transactions remove the receivable from the Subsidiary and update the Available Balance File. Inputting TR91 Transactions Single Transaction Input If a TYPE of “91” and a SEL code of “S” are entered on any screen, the Single Input Request screen will display (see next pages). Procedures for the use of this screen are described below. On line 6, the operator should enter the appropriate data in the following fields:

AR-NO Accounts Receivable Document Number; required field. L1 L2 L3 L4 L5 Organization; required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. PPI Prior Period Indicator; defaults to current period if left blank.

If no request is made on line 22 the operator should depress the ENTER key and the Single Input screen displays the fully expanded transaction. Procedures for the use of this screen are described below. On line 6, the fields return from the previous screen. These fields are protected and cannot be changed. Also displayed is TRN-DT (Transaction Date). This is a required field; defaults to current date if left blank.





VENDOR-ID Vendor Identification Number; required field. RAI Revolving Account Indicator; optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. QUANTITY Optional field.

On line 12, the following fields are ready for input.

INVOICE Invoice number; optional field. DESCRIPTION Optional field. OTHER-DOC Other Document Number; optional field. B Batch character; optional field. PID Product Identifier; optional field.

On line 15, the following fields display. These fields are retrieved from the Expansion Set record if it is accessed, but may be overridden (changed). These fields will be blank if an Expansion Set record is not accessed but the data codes may be added.

CAT Appropriation Category; required field. YR Appropriation Year; defaults to “00” if left blank. GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field. ECAT External Category Code; optional field.







On line 18, the following fields display. These data codes are retrieved from the Expansion Option Record and are protected (cannot be changed), with the exception of the BE, IBI, and State Program.

GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity; required field. IBI Internal Budget Indicator; required field. EF External Fund. CLR Clearing Fund Identifier.

The following fields also display for input.

RCV-DT Received Date; optional field. STATE-PROGRAM State Program Number; required field. BPIN Beginning Property Item Number; optional field. UNITS Optional field. TIME Optional field.

Line 21 or 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction will be processed and the requested screen and transaction will be returned. If no request is made on line 21 or 22, the



transaction will be processed and a Single Input screen will return with all data from the last transaction except AMOUNT, QUANTITY, YR, UNITS, TIME, and BPIN displayed. Lines 23 and 24 indicate the following available Program Functions:



91S Memo Accounts Receivable Single Input Request Screen

01 02 91S1 09/02/2007 13:50:49 03 TR 91 - MEMO ACCOUNTS RECEIVABLE - SINGLE INPUT REQUEST 04 05 AR-NO L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 R 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



91S Memo Accounts Receivable Single Input Screen

01 02 91S2 09/02/2007 13:51:14 03 TR 91 - MEMO ACCOUNTS RECEIVABLE - SINGLE INPUT 04 05 AR-NO L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI 06 R 118 85 10 02 02 000 00 02 003000 10012007 07 08 ....AMOUNT... VENDOR-ID RAI SUB-VENDOR-ID ..QUANTITY.. 09 VF134924710003 10 11 INVOICE DESCRIPTION OTHER-DOC B PID PROJECT ID 12 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 000300 00 61100 246B AAAAA 16 17 GF SF FID BE IBI EF CLR RCV-DT STATE-PROGRAM 18 10 1 020001 85100000 00 1112110000 000000 19 20 BPIN .. .UNITS.... .. .TIME.... 21 TYPE SEL 22 NEXT: AR-NO R 111 L1-L5 85 00 00 00 000 EO 74 VR OBJECT 380000 PPI 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a Transaction Type of “91” and a selection code of “A” are entered on any screen, the Multiple Input Request screen will display (see next pages). This screen is used to enter up to four transactions at a time with no Expansion File data displayed. Procedures for the use of this screen are described below. On line 6, the operator should enter the AR-NO (Accounts Receivable Document Number) and depress the ENTER key. The Multiple Input screen displays. Procedures for the use of this screen are described below. On line 5, the following data fields are displayed.

AR-NO Accounts Receivable Document Number; protected field. VENDOR-ID Vendor Identification Number; required field. TRN-DT Transaction Date; required field; defaults to current date if left

blank. PPI Prior Period Indicator; defaults to current period if left blank.

On lines 10 - 20, up to four transactions may be entered with the following data codes:



L1 L2 L3 L4 L5 Organization; required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. YR Year of Appropriation; defaults to “00” if left blank. INVOICE Vendor’s Invoice Number; optional field OTHER-DOC Other Document Number; optional field. RCV-DT Received Date; optional field; AMOUNT Transaction Amount; required field; positive and negative

amounts accepted. RAI Revolving Account Indicator; optional field SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. DESCRIPTION Optional field. QUANTITY Optional field. PID Product Identifier; optional field B Batch character; optional field.

The operator may use the “DUP” key in all fields except Organization L1, QUANTITY, and AMOUNT. Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions are processed and the requested screen displayed. If no entry is made on line 22, the Multiple Input screen returns with all other data from last transaction returned except AMOUNT, QUANTITY, and YR. Lines 23 and 24 indicate the following available Program Functions:





91A Memo Accounts Receivable Multiple Input Request Screen 01 02 91A1 09/02/2007 13:51:41 03 TR 91 - MEMO ACCOUNTS RECEIVABLE - MULTIPLE INPUT - REQUEST 04 05 AR-NO 06 R 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

91A Memo Accounts Receivable Multiple Input Screen

01 02 91A2 09/02/2007 13:51:50 03 TR 91 - MEMO ACCOUNTS RECEIVABLE - MULTIPLE INPUT 04 05 AR-NO R 211 VENDOR-ID VF134924710003 TRN-DT 09022007 PPI 06 07 L1 L2 L3 L4 L5 EO VR OBJECT YR INVOICE OTHER-DOC RCV-DT 08 .....AMOUNT.... RAI SUB-VENDOR-ID DESCRIPTION ..QUANTITY..PID B 09 10 85 20 04 00 000 BB 004000 11 12 13 85 14 15 16 85 17 18 19 85 20 21 22 NEXT: AR-NO R 111 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR91 Transactions If a TYPE of “91” and a SEL code of “I” or “M” were entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) as shown on the top of the next two pages displays. The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, GF, SF, FID, BE, IBI, VENDOR-ID, AR-NO, and LINE. Only transactions within the operator’s site and meeting the search criteria will be displayed. If a data code is not entered all TR91 transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries on the file meeting the search will display. The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed. Lines 23 and 24 indicate the following available Program Functions:




91I Memo Accounts Receivable Single Inquiry Request Screen

01 02 91I1 09/02/2007 13:52:23 03 TR 91 - MEMO ACCOUNTS RECEIVABLE - SINGLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 06 85 07 08 AR-NO LINE 09 R 10 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

91I Memo Accounts Receivable Single Inquiry Screen

01 02 91I2 09/02/2007 13:52:32 03 TR 91 - MEMO ACCOUNTS RECEIVABLE - SINGLE INQUIRY BY SITE 04 05 AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI PROJECT ID 06 R 702 0001 85 10 02 02 213 00 02 004000 09/02/2007 07 08 ....AMOUNT.... VENDOR-ID RAI SUB-VENDOR-ID ..QUANTITY.. 09 100.00 VN323232323001 10 11 INVOICE DESCRIPTION OTHER-DOC B PID STATE-PROGRAM 12 12134 TRAVEL 1112110000 000000 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 000400 00 61100 16 17 GF SF FID BE IBI EF CLR BPIN ...UNITS.... ...TIME... 18 10 1 000001 85100000 00 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID AR-NO LINE 22 85 R 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



91M Memo Accounts Receivable Multiple Inquiry Request Screen 01 02 91M1 09/02/2007 13:53:39 03 TR 91 - MEMO ACCOUNTS RECEIVABLE - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER-ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 AR-NO LINE 10 R 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

91M Memo Accounts Receivable Multiple Inquiry Screen

01 02 91M2 09/02/2007 13:53:39 03 TR 91 - MEMO ACCOUNTS RECEIVABLE - MULTIPLE INQUIRY BY SITE 04 05 AR-NO VENDOR-ID TRN-DT PPI 06 R 211 VF134924710003 10/01/2007 07 X LINE L1 L2 L3 L4 L5 EO VR OBJECT YR INVOICE OTHER-DOC 08 ....AMOUNT.... RAI SUB-VENDOR-ID DESCRIPTION ..QUANTITY.. PID B 09 0001 85 20 04 00 000 BB 05 261000 00 10 100.00 11 12 13 14 15 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID AR-NO LINE 22 85 R 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR91 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day. (See next pages.) To make corrections to TR91 entries entered on a prior day, the operator should use TR9S Accounts Receivable Subsidiary. The operator can access the Single Update by Site screen in two ways:



field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: AR-NO and LINE OBJECT L1 L2 L3 L4 L5 GF, SF, FID EO EF VR CLR The following codes may not be deleted, but they may be changed: TRN-DT CAT AMOUNT GL VENDOR-ID BE & IBI STATE PROGRAM The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen.



There is no NEXT line on the Single Update by Site screen. If another record is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:



91U Memo Accounts Receivable Single Update Screen 01 02 91U1 09/02/2007 13:54:00 03 TR 91 - MEMO ACCOUNTS RECEIVABLE - SINGLE UPDATE BY SITE 04 DELETE: 05 06 AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI PROJECT ID 07 R 702 0001 85 10 02 02 213 00 02 004000 10012007 08 09 ....AMOUNT.... VENDOR-ID RAI SUB-VENDOR-ID ..QUANTITY.. 10 100.00 VN323232323001 11 12 INVOICE DESCRIPTION OTHER-DOC B PID STATE-PROGRAM 13 1234 MISC. RECEIPTS 1112110000 000000 14 15 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 16 000400 00 61100 17 18 GF SF FID BE IBI EF CLR BPIN ...UNITS.... ...TIME... 19 10 1 000001 85100000 00 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

TR9S Accounts Receivable Subsidiary The Accounts Receivable Subsidiary is an on-line auxiliary ledger that maintains a record for each Accounts Receivable entering the system. It is available for inquiry and update by the agencies. A record is created on the Accounts Receivable Subsidiary when an amount is entered through TR90 or 91. For each accounts receivable record, a line number is system generated. This allows agencies to recall and/or update a specific line item within a receivable.



The subsidiary is updated immediately when an entry is made through TR90 Update, 91 Update, and 9S Update or when a receivable receipt is entered through TR33, 34, or 97. Transactions 90 and 91 update screeens are used to update or delete accounts receivable records entered on the current day. Since these transactions have not yet updated the Detail or Master Files, the original entry is retrieved from the Daily Input File and the correcting data is keyed over the existing data. This updates the Daily Input File and simultaneously creates a correcting entry to the Accounts Receivable Subsidiary Ledger. On the Subsidiary records, only the net effect of the change would be shown on inquiry. Transaction 9S Update should be used to correct transactions that have already updated the Detail and Master Files. Since these transactions are not on the Daily Input File, they are retrieved from the Accounts Receivable Subsidiary. Corrections to non-quantitative fields are accomplished by typing in the correct data however, corrections to quantitative fields are entered as the net change; i.e. Balance Change and Quantity Change. This creates a reversing entry to back-out the existing receivable record, an entry to record the corrected receivable, and, if there is a change in a quantitative field, an entry to record the net change. These entries can be viewed through TR90 Inquiry. The net effect of the change(s) to the subsidiary record will be recorded on the Accounts Receivable Subsidiary and can be inquired into through TR9S Inquiry. Inquiring into the Accounts Receivable Subsidiary If a TYPE “9S” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry Request screen (“I”) or the Multiple Inquiry Request screen (“M”) will display (see next pages). Procedures for using these screens are described below. The operator will find his/her organization security clearance displayed as search criteria. The search criteria include Organization Code, AR-NO, LINE, PPI, Category, VENDOR-ID. Only those transactions meeting the entered search criteria will be displayed. If no search criterion is entered, all transactions will be displayed, starting with the first entry within the user's security clearance. The entries display in AR-NO order. After completing the request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries on the file meeting the search criteria will be displayed. The entries are displayed as they are carried on the Accounts Receivable Subsidiary Ledger. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or a new request. See chapter 8. If no new request is made, the next entry/entries on file meeting the original search criteria returns.




PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen. 9SI Accounts Receivable Subsidiary Single Inquiry Request Screen

01 02 9SI1 09/02/2007 13:54:29 03 04 9S - ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER - SINGLE INQUIRY - REQUEST 05 06 L1 L2 L3 L4 L5 AR-NO LINE PPI CAT VENDOR-ID 07 85 R 08 09 10 11 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



9SI Accounts Receivable Subsidiary Single Inquiry Screen

01 02 9SI2 09/02/2007 13:54:38 03 9S - ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER - SINGLE INQUIRY 04 05 AR-NO LINE D L1 L2 L3 L4 L5 EO VR OBJECT CF NCF PPI INVOICE RAI 06 R 100 0001 85 10 02 02 213 00 02 261000 07 08 .LINE AMOUNT.. VENDOR-ID MC VENDOR-NAME DESCRIPTION 09 630.00 851010000018510000000 DEPT. TREASURY 10 11 AR-GL AR-EGL SUB-VENDOR-ID PID STATE-PROGRAM AR-DT RCV-DT AC-DT 12 16100 1112110000 000000 08192007 09022007 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF CLR PROJECT ID BPIN ..QUANTITY.. 18 10 1 000001 85100000 00 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 AR-NO R LINE PPI CAT VEN-ID 22 85 R 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

9SM Accounts Receivable Subsidiary Multiple Inquiry Request Screen

01 02 9SM1 09/02/2007 13:54:52 03 04 9S - ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER - MULTIPLE INQUIRY - REQUEST 05 06 L1 L2 L3 L4 L5 AR-NO LINE PPI CAT VENDOR-ID 07 85 R 08 09 10 11 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



9SM Accounts Receivable Subsidiary Multiple Inquiry Screen

01 02 9SM2 ACCTS RECEIVABLE SUBSIDIARY - MULTIPLE INQUIRY 09/02/2007 13:55:03 03 04 AR-NO R A100 BALANCE 630.00 PPI 05 06 X LINE D L1 L2 L3 L4 L5 EO VR OBJECT YR CF NCF INVOICE DESCRIPTION RAI 07 ..LINE AMOUNT. VENDOR-ID AR-GL/EGL PID AR-DT RCV-DT AC-DT 08 09 0001 85 10 02 02 213 00 02 261000 00 10 630.00 851010000018510000000 16100 08192007 08192007 11 12 13 14 15 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 AR-NO LINE PPI CAT VENDOR-ID 22 85 R 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating the Accounts Receivable Subsidiary If a TYPE of “9S” and a SEL of “U” are entered on any screen, the Single Update Request screen will display. This screen should be used to make changes or corrections to transactions entering the system prior to the current day. Procedures for the use of this screen are described below. On line 7 of the Single Update Request screen, the operator should enter the following data codes to request the transaction to be retrieved from the Accounts Receivable Subsidiary and updated.

AR-NO Accounts Receivable Number; required field. LINE Accounts Receivable Document Line Number; required field.

After completing the request screen, the operator should depress the ENTER key. The first transaction on the file meeting the request criteria will be returned on the Accounts Receivable Subsidiary Ledger - Single Update screen. The only codes on this screen that may be updated are: PPI OBJECT L2 - L5 VENDOR-ID EO BE & IBI VR



Once the necessary changes have been made on this screen the operator should depress the ENTER key. The system returns a second single update screen (see next pages). Some codes are protected and cannot be updated while other codes may be overridden. The data codes that cannot be changed with the exception of STATE PROGRAM field are: AR-NO & LINE MC L1 L2 L3 L4 L5 VENDOR-NAME EO QUANTITY VR CLR OBJECT GF, SF, FID PPI EF LINE AMOUNT AC-DT VENDOR-ID STATE PROGRAM Line 22 or 23 may be used to transfer to a different screen. See chapter 8. If the record is updated and no request is made on line 22 or 23, the next transaction on the file meeting the search criteria returns. If the record is not updated and no request is made on line 22 or 23, the system will default to the Multiple Inquiry screen with the record from update listed first. Lines 23 and 24 indicate the following available Program Functions:





9SU Accounts Receivable Subsidiary Single Update Request Screen 01 02 9SU1 09/02/2007 13:56:24 03 9S - ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER - SINGLE UPDATE - REQUEST 04 05 06 AR-NO LINE PPI 07 R 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

9SU Accounts Receivable Subsidiary Single Update Screen

01 02 9SU2 09/02/2007 13:55:17 03 9S - ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER - SINGLE UPDATE 04 05 DELETE: PPI: 06 07 AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT 08 R 100 0001 85 10 02 02 213 00 02 261000 09 10 CHANGE L1 L2 L3 L4 L5 EO VR OBJECT IF DESIRED 11 85 12 13 VENDOR-ID VENDOR-NAME DESCRIPTION 14 851010000018510000000 15 16 17 18 GF SF FID BE IBI EF CLR AR-DT AC-DT 19 10 1 000001 85100000 00 09/02/2007 09/02/2007 20 21 22 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT RFRSH CAN



9SU Accounts Receivable Subsidiary Single Update Screen 3

01 02 9SU3 9S - ACCT REC SUBSIDIARY LEDGER - SINGLE UPDATE 09/02/2007 13:55:47 03 04 AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT TRN-DT PPI INVOICE 05 R 100 0001 85 10 02 02 213 00 02 261000 06 07 ..LINE AMOUNT. ..AMT.CHANGE.. VENDOR-ID MC VENDOR-NAME RAI 08 630.00 851010000018510000000 DEPT TREASURY 09 10 AR-GL AR-EGL DESCRIPTION SUB-VENDOR-ID ..QUANTITY.. .QTY.CHANGE. PID 11 16100 12 13 CAT YR CF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU CLR 14 040000 00 71100 15 16 GF SF FID BE IBI EF AR-DT RCV-DT AC-DT STATE-PROGRAM 17 10 1 000001 85100000 00 09022007 90022007 1112110000 000000 18 19 BPIN PROJECT ID 20 21 22 NEXT: R LINE PPI TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

TR33 Direct Deposit Receivable Receipts This transaction is used to record the collection of Accounts Receivable and Memo Accounts Receivable where a subsidiary is maintained and monies are deposited directly to an Operating Fund. If an entry is made using TR33 and an error is found in the entry after nightly update, the operator should consider the following situations: If the receivable still has a record on the 9S, the reversal and the reentry should be made using TR33. If the receivable no longer has a record on the 9S file, the reversal and the reentry should be made using TR30.



When an Accounts Receivable/Memo Receivable is collected and entered as a TR 33, the the most common accounting entries into the agency's FLAIR records are as follows: Collection of Revenue Receivable/Memo Receivable Receipts; (Object = Revenue Object Code; CAT = Revenue Source): S.F. GL Code Description DR CR I/A 1 54600 Collections - St. Gen. Rev. or X A 2 12100 Unrel. Cash in St. Treas. or X A 8 11200 Cash in Bank X A 6**** Revenue/Receipts X I Collection of Expense Refund Receivable/Memo Receivable Receipt Object = Expend. Object Code: S.F. GL Code Description DR CR I/A 1 54600 *Collections - St. G/R or X A 2 12100 *Unreleased Cash in Treasury or X A 8 11200 **Cash in Bank X A 7**** **Expenditures X I *CAT = 001800 **CAT = Orig. Appropriation Category The Category of 001800 (Refunds) will remain posted in agency accounting records until such time as the TR79 (Automated Expenditure Refund) is automated by the system reversing the Category from that of 001800 to reflect the original Appropriation Category of input. See chapter 20 for additional information. The system automates the following entry for TR90 entries to remove/reduce the receivable from the Accounts Receivable Subsidiary and the General Ledger. For TR91, Memo Accounts Receivable, the system will remove/reduce the Memo Receivable on the Accounts Receivable Subsidiary but will not affect the General Ledger. GL Code Description DR CR I/A 6**** Revenue/Receipts or X A 7**** Expenditures X A 15*** Receivables - Non Governmental X A The General Ledger Code for Revenues (6****) or Expenditures (7****) may be retrieved from the Expansion Set record or entered by the operator. The operator may input a positive amount which is entered as a credit to the 6**** or 7**** account or a negative amount which is entered as a debit to the 6**** or 7**** account.



When Direct Deposit Receivables Receipts are recorded, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* +/-amount +/-amount Fund Release Revenue Object code N/A* N/A* N/A* Expend. Object Code +/-amount +/-amount N/A* Organization Cash N/A* +/-amount +/-amount Organization Allotment Revenue Object Code N/A* N/A* N/A* Expend. Object Code +/-amount +/-amount +/-amount *N/A = Not applicable +/- = Increase/Decrease Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (like Fund Cash and Organization Allotment above). This update will take place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input. A TR33 entry will generate a record on the Cash Receipts and Clearing Fund File (3S). These TR33 entries will update the agency’s records and be moved to the Treasurer’s Receipt System for further processing. See chapter 20 for more details on Treasurer’s Receipt Processing. Inputting TR33 Transactions Single Transaction Input If a TYPE of “33” and a SEL of “S” are entered on any screen, the Single Input Request screen displays (see next pages). Procedures for the use of this screen are described below. The following fields are displayed on this screen. The operator must enter the AR-NO and LINE.

AR – NO Accounts Receivable Number; required field. LINE Accounts Receivable Line; required field.

The operator should leave the following fields blank unless the receipt data differs from the originally established receivable. To record any of this data different from the receivable record, the operator should tab to the appropriate field(s) and input the new data.

L1 L2 L3 L4 L5 Organization; optional field.



EO Expansion Option; optional field. VR Expansion Option Version; optional field. OBJECT Object Code; optional field. PPI Prior Period Indicator; defaults to current period if left blank.

The operator should then depress the ENTER key and the Single Input screen returns the transaction, as seen on the bottom of page 45. Procedures for the use of this screen are described below. On line 6, the cursor will be positioned in the VENDOR-ID field and the operator may key over this data if necessary. The fields returned from the previous screen or the Accounts Receivable Subsidiary are protected and cannot be changed. Also displayed is CF (Certified Forward Indicator). CF is an optional field, if used a “C” must be input. On line 9, the following fields are ready for input:

AMOUNT Transaction Amount; required field; positive and negative amounts are accepted.

DEP-NO Cash Receipts Deposit Number; required field. LINE Cash Receipts Deposit Line Number; optional field. BI Bookkeeping Indicator; optional field; if used “N” must be input. TRN-DT Transaction Date; required field; defaults to current date if left

blank. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. QUANTITY Optional field.

On line 12, the following fields displayed ready for input.

INVOICE Invoice Number; optional field. DESCRIPTION Optional field. OTHER-DOC Other Document Number; optional field. AR-GL Accounts Receivable General Ledger Code; retrieved from

Accounts Receivable Subsidiary; protected field. AR-EGL Accounts Receivable External General Ledger Code; retrieved



from Accounts Receivable Subsidiary; protected field. B Batch Character; optional field.


On line 15, the following fields display. These fields are retrieved from the Expansion Set File if it is accessed or from the Accounts Receivable Subsidiary. They are not protected and may be overridden.

CAT Appropriation Category; required field. YR Appropriation Year; defaults to “00” if left blank. GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field. ECAT External Category; optional field.

The following fields on line 15 are retrieved from the Expansion Option File or the Accounts Receivable Subsidiary. These fields may be overridden (changed), but if changed the entered data code must be on the Title File.

EP External Program; optional field. GRANT Grant Number; optional field. GY Grant Year; optional field. CNTRT Contract Number; optional field. CY Contract Year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field.

On line 18, the following fields display. These data codes are retrieved from the Expansion Option File or the Accounts Receivable Subsidiary and are protected (cannot be changed) with the exception of BE, IBI, State Program, and Project Identifier which may be overridden.

GF GAAFR Fund. SF State Fund.



FID Fund Identifier. BE Budget Entity; required field. IBI Internal Budget Indicator; required field. EF External Fund. STATE-PROGRAM State Program Number; required field. PROJECT ID Project Identifier; optional field.

The following fields are also displayed for input.


Line 21 or 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction will be processed and the requested screen will be returned. If no request is made on line 21 or 22, the transaction will be processed and a Single Input screen will return with all data from the last transaction except AMOUNT, UNITS, QUANTITY, CF, TIME, and BPIN displayed. Lines 23 and 24 indicate the following available Program Functions:





33S Direct Deposit Receivable Receipts Single Input Request Screen 01 02 33S1 09/02/2007 13:56:48 03 TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - SINGLE INPUT - REQUEST 04 05 AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 R 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

33S Direct Deposit Receivable Receipts Single Input Screen

01 02 33S2 09/02/2007 13:57:18 03 TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - SINGLE INPUT 04 05 VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI 06 VF134924710003 R 111 0001 85 10 02 02 000 00 02 380000 07 08 ....AMOUNT.... DEP-NO LINE BI TRN-DT SUB-VENDOR-ID ..QUANTITY.. 09 C 10 11 INVOICE DESCRIPTION OTHER-DOC AR-GL AR-EGL B PID 12 821124 15100 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 246B AAAAA 16 17 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID 18 10 1 020001 85100000 00 1112110000 000000 19 20 BPIN UNITS TIME 21 TYPE SEL 22 NEXT: AR-NO R 111 0001 L1-L5 85 00 00 00 000 EO 00 VR OBJECT 380000 PPI 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Multiple Transaction Input If a Transaction Type of “33” and a Selection Code of “A” are entered on any screen, the Multiple Input screen will display. (See next pages.) This screen is used to enter up to four transactions at a time with no Expansion File data displayed. On the Multiple Input screen, the Expansion Option and Set Files must be accessed and override capability is not allowed. When using this screen, Accounts Receivable for a specified vendor may be removed from the Accounts Receivable Subsidiary (9S) by specific Accounts Receivable line item or by the First-in-First-out (FIFO) method. Procedures for the use of this screen are described below. On line 5, the following data fields are ready for input.

DEP-NO Cash Receipts Deposit Number; required field. TRN-DT Transaction Date; required field; defaults to current date if left

blank. On lines 10 - 20, the operator may input up to four transactions with the following data codes. VENDOR-ID is always required but AR-NO & LINE, L1 L2 L3 L4 L5, and OBJECT are optional. The combination of optional data codes input determines how the accounts receivable records are removed from the Accounts Receivable Subsidiary. If the AR-NO and LINE are entered, that specific line item will be removed from the Accounts Receivable Subsidiary. The search may be further defined by inputting L1 L2 L3 L4 L5 and/or OBJECT. To remove the oldest receivable for a vendor (FIFO), leave the AR-NO and LINE, L1 L2 L3 L4 L5, and OBJECT fields blank. To remove the oldest receivable for a vendor within an organization (FIFO), leave the AR-NO, and LINE, and OBJECT fields blank. To remove the oldest receivable for a vendor and for a specific object code within an organization (FIFO), leave AR-NO and LINE fields blank.

LINE Cash Receipts Deposit Line Number; optional field VENDOR-ID Vendor Identification Number; required field. AR-NO Accounts Receivable Number; optional field. LINE Accounts Receivable Line Number; optional field. L1 L2 L3 L4 L5 Organization Code; optional field. OBJECT Object Code; optional field. PPI Prior Period Indicator; defaults to current period if left blank. AMOUNT Transaction Amount; required field; positive and negative

amounts accepted. BI Bookkeeping Indicator; optional field.



OTHER-DOC Other Document Number; optional field. DESCRIPTION Optional field. QUANTITY Optional field. B Batch Character; optional field.

The operator may use the “DUP” key in all fields except QUANTITY and AMOUNT. Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions will be processed and the requested screen displayed. If no entry is made on line 22, the Multiple Input screen will return with lines 5, 10, and 11 completed as on the previous screen except QUANTITY and AMOUNT. Lines 23 and 24 indicate the following available Program Functions:



33A Direct Deposit Receivable Receipts Multiple Input Screen

01 02 33A1 09/02/2007 13:57:47 03 TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS MULTIPLE INPUT 04 05 DEP-NO C TRN-DT 06 07 LINE VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 OBJECT PPI 08 . ....AMOUNT.... BI OTHER-DOC DESCRIPTION ..QUANTITY.. B 09 10 R 11 12 13 R 14 15 16 R 17 18 19 R 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR33 Transactions If a TYPE of “33” and a SEL of “I” or “M” were entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, VENDOR-ID, DEP-NO, LINE, and AR-NO and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered all TR33 transactions within the operator’s site displays in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed as shown on the bottom of the next page. On Multiple Inquiry the first four entries on file meeting the search criteria will be displayed (see next pages ). The operator will find the requested accounting entries as they appear on the Daily Input File. These data are protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed. Lines 23 and 24 indicate the following available Program Functions:




33I Direct Deposit Receivables Receipts Single Inquiry Request Screen 01 02 33I1 09/02/2007 13:58:10 03 TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - SINGLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID VENDOR-ID DEP-NO LINE AR-NO LINE 06 85 C R 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

33I Direct Deposit Receivables Receipts single inquiry Screen

01 02 33I2 09/02/2007 13:58:20 03 TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - SINGLE INQUIRY BY SITE 04 05 VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI 06 VN323232323001 R 711 0001 85 10 02 02 213 00 02 261000 07 08 ....AMOUNT..... DEP-NO LINE BI TRN-DT SUB-VENDOR-ID ..QUANTITY.. 09 50.00 C 700 09/02/2007 10 11 INVOICE DESCRIPTION OTHER-DOC AR-GL AR-EGL B PID 12 1234 TRAVEL 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID 18 10 1 000001 85100000 00 1112110000 000000 19 20 BPIN UNITS TIME 21 NEXT: DEP-NO C LINE AR-NO R LINE TYPE SEL 22 L1-L5 85 USER ID VENDOR-ID 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



33M Direct Deposit Receivables Receipts Multiple Inquiry Request Screen 01 02 33M1 09/02/2007 13:58:37 03 04 TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS- MULTIPLE INQUIRY BY SITE- REQUEST 05 06 L1 L2 L3 L4 L5 USER ID VENDOR-ID DEP-NO LINE AR-NO LINE 07 85 C R 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

33M Direct Deposit Receivables Receipts Multiple Inquiry Screen

01 02 33M2 09/02/2007 13:58:46 03 TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - MULTIPLE INQUIRY BY SITE 04 05 DEP-NO C 700 TRN-DT 09/02/2007 06 07 X LINE VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI 08 ....AMOUNT..... BI OTHER-DOC DESCRIPTION ..QUANTITY.. B PID 09 VN323232323001 R 711 0001 85 10 02 02 213 00 02 261000 10 50.00 TRAVEL 11 12 13 14 15 16 17 18 19 20 21 DEP-NO C LINE AR-NO R LINE TYPE SEL 22 L1-L5 85 VENDOR USER ID 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR33 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day. To make corrections to TR33 entries entered on a prior day, the operator will have to use TR33, Direct Deposit Receivable Receipt, if an amount remains on the Accounts Receivable (9S) file. A TR30 would be used to make the needed correction if there was no amount remaining on the 9S file. The operator can access the Single Update by Site screen in two ways:

1. by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the SEL field at the bottom of the screen, and depressing the ENTER key, or


field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: AR-NO and LINE DEP-NO L1 L2 L3 L4 L5 BI EO AR-GL VR AR-EGL OBJECT GF, SF, FID CF EF PPI The following codes may not be deleted: VENDOR-ID GL AMOUNT BE & IBI TRN-DT STATE PROGRAM CAT The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no NEXT line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page.






Transaction 33U Direct Deposit Receivables Receipts Single Update Screen

01 02 33U1 09/02/2007 13:58:58 03 TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - SINGLE UPDATE BY SITE 04 05 DEL VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI 06 VN323232323001 R 880 0001 85 10 02 02 213 00 02 261000 07 08 . . ..AMOUNT.... DEP-NO LINE BI TRN-DT SUB-VENDOR-ID ..QUANTITY.. 09 50.00 C 700 09022007 10 11 INVOICE DESCRIPTION OTHER-DOC AR-GL AR-EGL B PID 12 1234 TRAVEL 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID 18 10 1 000001 85100000 00 1112110000 000000 19 20 BPIN UNITS TIME 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

TR97 Journal Transfer Receivable Receipts This transaction is used to record the collection of Accounts Receivable and Memo Accounts Receivable from another State Fund where an Accounts Receivable Subsidiary is maintained and monies are deposited directly to an Operating Fund. If an entry is made using TR97 and an error is found in the entry after nightly update, the operator should consider the following situations: If the receivable still has a record on the 9S, the reversal and the reentry should be made using TR97. If the receivable no longer has a record on the 9S file, the reversal and the reentry should be made using TR96.



When using TR97 the most common accounting entries into the agency's FLAIR records are as follows: Collection of Revenue Receivables/Memo Receivables (Object = Revenue Object Code; CAT = Revenue Source): SF GL Code Description DR CR I/A 1 54600 Collections St. G/R or X A 2 12100 Unreleased Cash in Treasury or X A 8 11200 Cash in Bank X A 6**** Revenue/Receipts X I Collection of Expense Refund Receivables/Memo Receivables (Object = Expenditure Object Code; CAT = Original Appropriation Category): SF GL Code Description DR CR I/A 1 13100 Unexpended G/R Releases or X A 2 12200 Released Cash in Treasury or X A 8 11200 Cash in Bank X A 7**** Expenditures X I The system automates the following entry for TR90 entries to remove/reduce the receivable from the Accounts Receivable Subsidiary and the General Ledger. For TR91, Memo Accounting Receivable, the system will remove/reduce the Memo Receivable on the Accounts Receivable Subsidiary but will not affect the General Ledger. GL Code Description DR CR I/A 6**** Revenue/Receipts or X A 7**** Expenditures X A 16*** Due from Governmental Units X A The General Ledger Code for Revenues (6****) or Expenditures (7****) may be retrieved from the Expansion Set record or entered by the operator. The operator may input a positive or negative amount which will debit or credit the 6**** or 7**** account. If an entry is made through TR97 and an error is found after nightly update the entry may be reversed in TR97 and re-entered in TR97 if the receivable still exists on the Accounts Receivable Subsidiary. If not, the reversal and reentry must be done in TR96.



When JT Receivables Receipts are recorded, the Available Balance File updates as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* +/-amount +/-amount Fund Release Revenue Object code N/A* N/A* N/A* Expend. Object Code +/-amount +/-amount N/A* Organization Cash N/A* +/-amount +/-amount Organization Allotment Revenue Object Code N/A* N/A* N/A* Expend. Object Code +/-amount +/-amount +/-amount *N/A = Not applicable Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (like Fund Cash and Organization Allotment above). This update will take place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input. Inputting TR97 Transactions Single Transaction Input If a TYPE of “97” and a SEL of “S” are entered on any screen, the Single Input Request screen will display (see next pages). Procedures for the use of this screen are described below. The following fields are displayed on this screen. The operator must input the AR-NO and LINE.

AR – NO Accounts Receivable Number; required field. LINE Accounts Receivable Line; required field.

The operator should leave the following fields blank unless the receipt data differs from the originally established receivable. To record any of this data different from the receivable record, the operator should tab to the appropriate fields(s) and key in the new data.

L1 L2 L3 L4 L5 Organization; optional field. EO Expansion Option; optional field. VR Expansion Option Version; optional field. OBJECT Object Code; optional field.




The operator should then depress the ENTER key and the Single Input screen as shown on the bottom of page 60 displays the expanded transaction. Procedures for the use of this screen are described below. On line 5, the cursor is positioned in the VENDOR-ID field and the operator may key over this data if necessary. The other fields on line 6 displayed from the previous screen and/or the Accounts Receivable Subsidiary are protected and cannot be changed. On line 8, the following fields display ready for input.


DOC-NO Cash Receipts Document Number; required field. LINE Cash Receipts Document Line Number; optional field. STATE-DOC Statewide Document Number; optional field. TRN-DT Transaction Date; required field; defaults to current date if left

blank. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. QUANTITY Optional field.

On line 11, the following fields display ready for input.

INVOICE Invoice number; optional field. DESCRIPTION Optional field. OTHER-DOC Other Document Number; optional field. AR-GL Accounts Receivable General Ledger Code; retrieved from the


from the Accounts Receivable Subsidiary; protected field. B Batch Character; optional field. PID Product Identifier; optional field.



On lines 14 the following fields display. These fields are retrieved from the Expansion File if it is accessed or from the Accounts Receivable Subsidiary. They are not protected and may be overridden:

CAT Appropriation Category; required field. YR Appropriation Year; defaults to “00” if left blank. GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field. ECAT External Category; optional field. EP External Program; optional field. GRANT Grant Number; optional field.

GY Grant Year; optional field. CNTRT Contract Number; optional field. CY Contract Year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field.

On line 17, the following fields display. These data codes are retrieved from the Expansion File or the Accounts Receivable Subsidiary and are protected (cannot be changed) with the exception of BE, IBI, State Program, and Project ID.

BE Budget Entity; required field. IBI Internal Budget Indicator; required field. STATE-PROGRAM State Program Number; required field. PROJECT ID Project Identifier; optional field. GF GAAFR Fund. SF State Fund. FID Fund Identifier.



EF External Fund.

The following fields also display for input. BPIN Beginning Property Item Number; optional field. UNITS Optional field. TIME Optional field.

Line 20 or 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction will be processed and the requested screen will be returned. If no request is made on line 20 or 22, the transaction will be processed and a Single Input screen will return with all data from the last transaction except AMOUNT, UNITS, QUANTITY, CF, TIME, and BPIN displayed. Lines 23 and 24 indicate the following available Program Functions:



97S JT Receivables Receipts Single Input Request Screen

01 02 97S1 09/02/2007 13:59:31 03 TR 97 - JT RECEIVABLES RECEIPTS - SINGLE INPUT REQUEST 04 05 AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 R 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



97S JT Receivables Receipts Single Input Screen

01 02 97S2 TR 97 - JT RECEIVABLES RECEIPTS - SINGLE INPUT 09/02/2007 14:02:58 03 04 VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI 05 851010000018510000000 R 32 0001 85 10 02 02 213 00 04 004000 06 07 ....AMOUNT.... DOC-NO LINE STATE-DOC TRN-DT SUB-VENDOR-ID ..QUANTITY.. 08 C 09 10 INVOICE DESCRIPTION OTHER-DOC AR-GL AR-EGL B PID 11 16100 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 000400 00 61100 15 16 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID 17 10 1 00000 85100000 00 1112110000 000000 18 19 BPIN ...UNITS... ...TIME... 20 TYPE SEL 21 NEXT: 22 AR-NO: R 124 LINE 0001 L1-L5 85 10 02 02 213 EO 00 VR OBJ 261000 PPI 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a Transaction Type of “97” and a Selection Code of “A” are entered on any screen, the Multiple Input screen will display (see next pages). This screen is used to enter up to four transactions at a time with no Expansion File data displayed. On the Multiple Input screen, the Expansion Files must be accessed and no override capability is allowed. When using this screen, Accounts Receivable for a specified vendor may be removed from the Accounts Receivable Subsidiary (9S) by specific Accounts Receivable line item or by the First-In-First-Out (FIFO) method. Procedures for the use of this screen are described below. On line 5, the following data fields are ready for input.

DOC-NO Cash Receipts Document Number; required field. TRN-DT Transaction Date; required field; defaults to current date if left

blank. On lines 10 - 20, the operator may input up to four transactions with the following data codes. VENDOR-ID is always required but AR-NO and LINE, L1 L2 L3 L4 L5, and OBJECT are optional. The combination of optional data codes input determines how the accounts receivable records are removed from the Accounts Receivable Subsidiary. If the AR-NO and LINE are entered, that specific line item will be removed from the Accounts Receivable Subsidiary. The search may be further fined by inputting L1 L2 L3 L4 L5 and/or OBJECT. To



remove the oldest receivable for a vendor (FIFO), leave the AR-NO and LINE, L1 L2 L3 L4 L5, and OBJECT blank. To remove the oldest receivable for a vendor within an organization (FIFO), leave the AR-NO and LINE and OBJECT blank. To remove the oldest receivable for a vendor and for a specific object code within an organization (FIFO), leave the AR-NO and LINE blank.

LINE Cash Receipts Document Line Number; optional field. VENDOR-ID Vendor Identification Number; required field. AR-NO Accounts Receivable Number; optional field. LINE Accounts Receivable Line Number; optional field. L1 L2 L3 L4 L5 Organization Code; optional field. OBJECT Object Code; optional field. PPI Prior Period Indicator; defaults to current period if left blank. AMOUNT Transaction Amount; required field; accepts positive and

negative amounts. STATE-DOC Statewide Document Number; optional field. OTHER-DOC Other Document Number; optional field. DESCRIPTION Optional field. QUANTITY Optional field. B Batch Character; optional field.

The operator may use the “DUP” key in all fields except QUANTITY and AMOUNT. Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions will be processed and the requested screen displayed. If no entry is made on line 22, the Multiple Input screen will return with lines 5, 10, and 11 completed as on the previous screen except QUANTITY and AMOUNT.






97A JT Receivables Receipts Multiple Input Screen

01 02 97A1 09/02/2007 14:03:24 03 TR 97 - JT RECEIVABLES RECEIPTS - MULTIPLE INPUT 04 05 DOC-NO C TRN-DT 06 07 LINE VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 OBJECT PPI 08 ...AMOUNT... . STATE-DOC OTHER-DOC DESCRIPTION ..QUANTITY.. B 09 10 R 11 12 13 R 14 15 16 R 17 18 19 R 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring Into TR97 Transactions If a TYPE of “97” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display (see next pages). The operator’s security clearance displays along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, VENDOR-ID, DOC-NO and LINE, and AR-NO and LINE. Only transactions within the operator’s site and meeting the search criteria will be displayed. If a code is not entered all TR97 transactions within the operator’s site display in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first five entries on the file meeting the search criteria will display. The operator will find the requested accounting entries as they appear on the Daily Input File. These fields are protected and cannot be changed.





97I JT Receivables Receipts Single Inquiry Request Screen

01 02 97I1 09/02/2007 14:03:41 03 TR 97 - JT RECEIVABLES RECEIPTS - SINGLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE AR-NO LINE 06 85 C R 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



97I JT Receivables Receipts Single Inquiry Screen

01 02 97I2 TR 97 - JT RECEIV. RECEIPTS-SINGLE INQUIRY BY SITE 09/02/2007 14:03:50 03 04 VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI 05 851010000018510000000 R 109 0001 85 10 02 02 213 00 02 004000 06 07 . ...AMOUNT.... DOC-NO LINE STATE-DOC TRN-DT SUB-VENDOR-ID ..QUANTITY.. 08 70.00 C 817 09022007 09 10 INVOICE DESCRIPTION OTHER-DOC AR-GL AR-EGL B PID 11 16100 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 000400 00 61100 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID 17 10 1 000001 85100000 00 1112110000 000000 18 19 BPIN ...UNITS... ...TIME... 20 TYPE SEL 21 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE AR-NO LINE 22 85 C R 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

97M JT Receivables Receipts Multiple Inquiry Request Screen

01 02 97M1 09/02/2007 14:04:07 03 TR 97 - JT RECEIVABLES RECEIPTS - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE AR-NO LINE 06 85 C R 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



97M JT Receivables Receipts Multiple Inquiry Screen 01 02 97M2 09/02/2007 14:04:14 03 TR 97 - JT RECEIVABLES RECEIPTS - MULTIPLE INQUIRY BY SITE 04 05 DOC-NO C 4221 TRN-DT 09/02/2007 STATE-DOC 06 07 X LINE VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF 08 .... AMOUNT.... OTHER DOC DESCRIPTION ..QUANTITY.. B PID PPI 09 851010000018510000000 R 109 0001 85 10 02 02 213 00 02 004000 10 70.00 11 12 13 14 15 16 17 18 19 20 TYPE SEL 21 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE AR-NO LINE 22 85 C R 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR97 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day. To make corrections to TR97 entries entered on a prior day, the operator will have to use TR97, JT Receivable Receipt, if an amount remains on the Accounts Receivable (9S) file. A TR96 would be used to make the needed correction if there was no amount remaining on the 9S file. The operator can access the Single Update by Site screen in two ways:



field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: AR-NO and LINE AR-GL L1 L2 L3 L4 L5 AR-EGL



EO CF VR GF, SF, FID OBJECT EF PPI The following codes may not be deleted: VENDOR-ID CAT AMOUNT GL DOC-NO BE & IBI TRN-DT STATE PROGRAM The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no next request Line on the Single Update by Site screen. If another record is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:





97U JT Receivables Receipts Single Update Screen 01 02 97U1 09/02/2007 14:04:25 03 TR 97 - JT RECEIVABLES RECEIPTS - SINGLE UPDATE BY SITE 04 05 DEL VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 851010000018510000000 R 109 0001 85 10 02 02 213 00 02 004000 07 08 ....AMOUNT.... DOC-NO LINE STATE-DOC TRN-DT SUB-VENDOR-ID ..QUANTITY.. 09 70.00 C 6302 09022007 10 11 INVOICE DESCRIPTION OTHER-DOC AR-GL AR-EGL B CF PID 12 16100 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 000400 00 61100 16 17 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID 18 10 1 000001 85100000 00 1112110000 000000 19 20 BPIN ...UNITS.... ...TIME... 21 22 TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



CHAPTER 17 CLEARING FUND TRANSACTIONS Within FLAIR, Clearing Funds are used for the collection of cash that is first deposited into a local bank (State Fund 8) and later transferred to an Operating Fund (State Fund 1,2,3, or 4). To account for Clearing Funds within FLAIR, there are Clearing Fund Transaction Types for Receipts and Receivable Receipts. These transactions are discussed in detail on the following pages.

Clearing Fund Receipts (TR31) Clearing Fund Receivable Receipts (TR34)

TR31 Clearing Fund Receipts This transaction is used to record cash receipts where monies are first deposited to a Clearing Fund and later transferred to the Operating Fund which generated the revenue or the current/prior year expense refund. When collecting cash through a Clearing Fund, the accounting entries into the agency’s FLAIR records are as follows: OPERATING FUND (STATE FUND = 1 or 2) Collection of Revenue (Object = Revenue Object Code; CAT = Revenue Source): GL Code Description DR CR I/A 16900 Due from Clearing Fund X A 6**** Revenue/Receipts X I Collection Expense Refund (Object = Expenditure Object Code; CAT = Original Appropriation Category) GL Code Description DR CR I/A 16900 Due from Clearing Fund X A 7**** Expenditures X I CLEARING FUND (STATE FUND=8) GL Code Description DR CR I/A 11200 Cash in Bank X A 35900 Due to State Funds – Clearing Fund X A



The general ledger code for Revenue (6****) or Expenditures (7****) may be retrieved from the Expansion Set record or entered by the operator on the input screen.

♦ If an entry is made using TR31 and an error is found in the entry after nightly update and before the Clearing Fund is cleared, the original entry should be reversed and reentered correctly using TR31.

♦ If an entry is made using TR31 and an error is found in the entry after nightly

update after the Clearing Fund is cleared, the original entry should be reversed and reentered correctly using TR30.

The fund number for the Operating Fund along with the Fund Identifier for the Clearing Fund are carried on the Expansion Option record that is used with the entry. The system will generate a GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the Clearing Fund Identifier. When Clearing Fund Receipts are recorded, the Available Balance File is updated only for the Clearing Fund, i.e. Clearing Fund Cash. The Available Balance File for the Operating Fund is updated during the Clear the Clearing Fund Process that is requested through the Cash Receipts Utilities Function. See chapter 20. TR31 generates a record to update the Cash Receipts and Clearing Fund File. See chapter 14. TR31 entries also update the agency’s records and will be moved (after the Clear the Clearing Fund Process) to the Treasury Receipt System for further processing. See chapter 20 for more details on Treasury Receipt Processing. Inputting TR31 Transactions Single Transaction Input If a TYPE of “31” and a SEL of “S” are entered on any screen, the Single Input Request screen will display (see next pages). When using the Single Input screen, an Expansion Option record must be accessed, but the retrieval of an Expansion Set record is optional. Procedures for the use of this screen are described below. On line 6, the operator should enter the appropriate data in the following fields:

L1 L2 L3 L4 L5 Organization Level to which the receipt is to be recorded; required field.

EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field.




If no request is made on line 21, the Single Input screen will display the fully expanded transaction. Procedures for use of this screen are described below. On line 5, the following fields are ready for input.

DOC-NO Document number; required field. LINE Document Line number; optional field.

Line 5 also returns the fields from the previous screen. These fields are protected and cannot be changed. Also displayed is TRN-DT (Transaction Date). This field defaults to the current date if left blank. Lastly, CF (Certified Forward) is displayed on line. CF is an optional field; however, if used, a “C” must be inserted under CF. On line 8, the following fields are ready for input.


BI Bookkeeping Indicator; optional field; if used an "N" must be

input. VENDOR-ID Vendor Identification number; optional field. SUB-VENDOR-ID Sub-Vendor Identification number; optional field. QUANTITY Optional field.


INVOICE Vendor’s Invoice number; optional field. DESCRIPTION Optional field. ORIG-RCPT Original Receipt; optional field. OTHER-DOC Other Document number; optional field. B Batch Character; optional field. PID Product Identifier; optional field.

On line 14, the following fields display. These fields are retrieved from the Expansion Set record, but may be overridden (changed). These fields will be blank if an Expansion Set



record is not accessed but these data codes may be entered on this screen.

CAT Appropriation Category; required field. YR Appropriation Year; defaults to “00” if left blank. GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field.

The following fields on lines 14 & 17 are retrieved from the Expansion Option record but may be overridden (changed).



Contract Information File. CY Contract Year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field. STATE-PROGRAM State Program Number; required field. If changed, edited

against the Title File.

BE Budget Entity; required field. IBI Internal Budget Indicator; required field.

On line 17, the following fields display. These data codes are retrieved from the Expansion Option record and are protected (cannot be changed).

GF GAAFR Fund. SF State Fund. FID Fund Identifier.



EF External Fund. CLR Clearing Fund Identifier.

The following fields are also displayed for input:


Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction will be processed and the requested screen and transaction will be returned. If no request is made on line 22 the transaction will be processed and a Single Input screen will return with all other data from the last transaction except AMOUNT, CF, UNITS, QUANTITY, and TIME displayed. Lines 23 and 24 indicate the following available Program Functions:





31S Clearing Fund Receipts Single Input Request Screen

01 02 31S1 09/02/2007 14:04:45 03 TR 31 - CLEARING FUND RECEIPTS - SINGLE INPUT – REQUEST 04 05 L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

31S Clearing Fund Receipts Single Input Screen

01 02 31S2 TR 31 - CLEARING FUND RECEIPTS - SINGLE INPUT 09/02/2007 14:06:41 03 04 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI 05 C 85 20 00 00 000 BB 01 261000 06 07 ...AMOUNT..... BI VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. 08 09 10 INVOICE DESCRIPTION ORIG-RCPT OTHER-DOC B PID 11 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 77200 00 15 16 GF SF FID BE IBI EF CLR STATE-PROGRAM PROJECT ID 17 50 2 050001 85200000 00 020001 1112110000 000000 18 19 BPIN ...UNITS.... ...TIME... 20 21 22 NEXT: L1-L5 85 20 00 00 000 EO BB VR OBJECT 261000 PPI TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Multiple Transaction Input If a Transaction Type of “31” and a Selection Code of “A” are entered on any screen, the Multiple Input screen will display. This screen is used to enter up to four transactions at a time with no Expansion File data displayed. When using the Multiple Input screen, an Expansion Option record and a Expansion Set record must be accessed. No override capability is allowed when using the Multiple Input screen. Procedures for the use of this screen are described below. On line 5, the following data fields are ready for input:

DOC-NO Document Number; required field. TRN-DT Transaction Date; defaults to current date if left blank. PPI Prior Period Indicator; defaults to current period if left blank.

On lines 10 - 21, the operator may input up to four transactions with the following data codes:

LINE Document Line Number; optional field. L1 L2 L3 L4 L5 Organization Code to which the receipt is being recorded;

required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. CF Certified Forward; optional field. If utilized, a “C” must be

inserted. VENDOR-ID Vendor Identification Number; optional field. INVOICE Vendor’s Invoice Number; optional field. PID Product Identifier; optional field. AMOUNT Transaction Amount; required field; positive and negative

amounts accepted. BI Bookkeeping Indicator; optional field. ORIG-RCPT Original Receipt; optional field.



OTHER-DOC Other Document Number; optional field. DESCRIPTION Optional field. QUANTITY Optional field. B Batch Character; optional field.

The operator may use the “DUP” key in all fields except Organization L1, QUANTITY, and AMOUNT. Line 22 may be used to transfer to a different screen. See chapter 8. If no request is made on line 22, the operator should depress the ENTER key, and the Multiple Input screen returns with lines 5, 10, and 11 completed as on the previous screen except AMOUNT, CF, and QUANTITY. Lines 23 and 24 indicate the following available Program Functions:


made. PF12- escapes and does not process current screen. 31A Clearing Fund Receipts Multiple Input Screen

01 02 31A1 09/02/2007 14:06:58 03 TR 31 - CLEARING FUND RECEIPTS – MULTIPLE INPUT 04 05 DOC-NO C TRN-DT PPI 06 07 LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR INVOICE PID 08 ...AMOUNT.... BI ORIG-RCPT OTHER-DOC DESCRIPTION ..QUANTITY.. B 09 10 85 11 12 13 85 14 15 16 85 17 18 19 85 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR31 Transactions If a TYPE of “31” and a SEL code of “I” or “M” are entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display (see next pages.) The operator’s security clearance displays along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, VENDOR-ID, DOC-NO, and LINE. Only transactions within the operator's site and meeting the search criteria will be displayed. If a data code is not entered all TR31 transactions within the operator's site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry returns, as shown on the bottom of the next page. On Multiple Inquiry, the first four entries on the file meeting the search criteria display (see next pages). The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed after depressing the ENTER key. Lines 23 and 24 indicate the following available Program Functions:





31I Clearing Fund Receipts Single Inquiry Request Screen

01 02 31I1 09/02/2007 14:08:08 03 TR31 - CLEARING FUND RECEIPTS - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE 07 85 C 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

31I Clearing Fund Receipts Single Inquiry Screen

01 02 31I2 09/02/2007 14:08:17 03 TR 31 - CLEARING FUND RECEIPTS - SINGLE INQUIRY BY SITE 04 05 DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI OTHER-DOC 06 C TRAV 85 20 00 00 000 BB 01 261000 09/02/2007 07 08 ...AMOUNT.... BI VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. 09 350.00 10 11 INVOICE DESCRIPTION ORIG-RCPT B PID STATE PROGRAM OCA AU 12 TRAVEL REFUND 1112110000 000000 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY PROJECT 15 040000 00 77200 16 17 GF SF FID BE IBI EF CLR BPIN ...UNITS.... ...TIME... 18 50 2 050001 85200000 00 020001 19 20 NEXT: 21 L1 L2 L3 L4 L5 USER-ID VENDOR-ID DOC-NO LINE TYPE SEL 22 85 C 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



31M Clearing Fund Receipts Multiple Inquiry Request Screen 01 02 31M1 09/02/2007 14:08:31 03 TR 31 - CLEARING FUND RECEIPTS - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE 06 85 C 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--- 24 CONT MINI MAIN RFRSH

31M Clearing Fund Receipts Multiple Inquiry Screen

01 02 31M2 09/02/2007 14:08:39 03 TR 31 - CLEARING FUND RECEIPTS - MULTIPLE INQUIRY BY SITE 04 05 DOC-NO C TRAV TRN-DT 09/02/2007 PPI 06 07 X LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR-ID INVOICE PID 08 ...AMOUNT.... BI ORIG-RCPT OTHER-DOC DESCRIPTION ..QUANTITY.. B 09 85 20 00 00 000 BB 01 261000 10 350.00 TRAVEL REFUND 11 12 85 20 00 00 000 BB 01 262000 13 50.00 TRAVEL REFUND 14 15 16 17 18 19 20 21 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE TYPE SEL 22 85 C 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR31 Transactions The Single Update by Site screen, as shown on the next page, can only be used to make changes or corrections to transactions entering the system on the current day. The operator can access the Single Update by Site screen in two ways:



field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: L1 L2 L3 L4 L5 GF, SF, FID EO EF VR CLR OBJECT The following codes may not be deleted, but may be changed: DOC-NO GL AMOUNT BE, IBI CAT STATE PROGRAM (If changed, edited against the title file) The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no NEXT line on the Single Update by Site screen. If other records are to be updated, then the operator must first retrieve each record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:





31U Clearing Fund Receipts Single Update Screen 01 02 31U1 09/02/2007 14:08:50 03 TR 31 - CLEARING FUND RECEIPTS - SINGLE UPDATE BY SITE 04 05 DELETE: DOC-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF TRN-DT PPI 06 C TRAV 85 20 00 00 000 BB 01 261000 09022007 07 08 ...AMOUNT..... BI VENDOR-ID SUB-VENDOR-ID ..QUANTITY.. 09 350.00 10 11 INVOICE DESCRIPTION ORIG-RCPT OTHER-DOC B PID 12 TRAVEL REFUND 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 77200 16 17 GF SF FID BE IBI EF CLR STATE-PROGRAM PROJECT-ID 18 50 2 050001 85200000 00 020001 1112110000 000000 19 20 BPIN ...UNITS.... ...TIME... 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

TR34 Clearing Fund Receivable Receipts This transaction is used to record the collection of Accounts Receivable monies that are first deposited to a clearing fund and later transferred to the operating. When using TR34 the accounting entries into the agency’s FLAIR records are as follows: OPERATING FUND (STATE FUND 1 or 2): Collection of Revenue Receivable/Memo Receivable Receipts (Object = Revenue Object Code) GL Code Description DR CR I/A 16900 Due from Clearing Fund X A 6**** Revenue/Receipts X I Collection of Expense Refund Receivable/Memo Receivable Receipts (Object = Expenditure Object Code) GL Code Description DR CR I/A 16900 Due from Clearing Fund X A 7**** Expenditures X I



The system automates the following entry to remove the receivable from the Accounts Receivable Subsidiary and the General Ledger. For Memo Accounts Receivable, the system reduces/removes the Memo Receivable from the Subsidiary but will not update the General Ledger. GL Code Description DR CR I/A 6**** Revenue/Receipts or X A 7**** Expenditures X A 15*** Receivables – Non Governmental or X A 16*** Due from Governmental Unit X A CLEARING FUND (STATE FUND 8): GL Code Description DR CR I/A 11200 Cash in Bank X A 35900 Due to State Funds, Clearing Fund X A

The General Ledger Code for Revenue (6****) or Expenditures (7****) may be retrieved from the Expansion Set record or entered by the operator on the input screen. To record an increase of revenue or a refund of an expenditure, the operator should input a positive amount which will be entered as a credit to the 6**** or 7**** account. To record a decrease of funds, the operator should enter a negative amount which will be entered as a debit to the 6**** or the 7**** account.

If an entry is made using TR34 and an error is found in the entry after nightly update, the operator should consider the following situations:

♦ If the Receivable still has a record on the 9S and the Clearing Fund has not been cleared, the reversal and reentry should be made using TR34.

♦ If the Receivable still has a record on the 9S and the Clearing Fund has been cleared,

the reversal and the reentry should be made using TR33. ♦ If the Receivable no longer has a record on the 9S and the Clearing Fund has not been

cleared, the reversal and the reentry should be made using TR31. ♦ Finally, if the Receivable no longer has a record on the 9S and the Clearing Fund has

been cleared, the reversal and the reentry should be made using TR30. The fund number for the Operating Fund and the Fund Identifier for the Clearing Fund are carried on the Expansion Option record that is used with the entry. The system generates a GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the Clearing Fund Identifier.



When Clearing Fund Receivable Receipts are recorded, the Available Balance File is updated only for the Clearing Fund Cash. Available Balance File Update for the Operating Fund occurs when the Clear the Clearing Fund Process is performed. TR34 entries generate records on the Cash Receipts and Clearing Fund File (TR3S). These TR34 entries update the agency’s records and move (after the Clear the Clearing Fund Process) to the Treasurer’s Receipt System for further processing. See chapter 19 for more details on Treasurer’s Receipt Processing. Inputting TR34 Transactions Single Transaction Input If a TYPE of “34” and a SEL code of “S” are entered on any screen, the Single Input Request screen will display (see next pages). When using the Single Input screen, an Expansion Option record must be accessed but retrieval of an Expansion Set record is optional. Procedures for the use of this screen are described below. The following fields are displayed on this screen. The operator must input an AR-NO and LINE.

AR-NO Accounts Receivable Number; required field. LINE Accounts Receivable Line Number, required field.

The operator should leave the following fields blank unless the receipt data differs from the originally established receivable. To record any of this data differently from the receivable, the operator should tab to the appropriate field(s) and input the new data.

L1 L2 L3 L4 L5 Organization; optional field. EO Expansion Option; optional field. VR Expansion Option Version; optional field. OBJECT Object Code; optional field. PPI Prior Period Indicator; defaults to current period if left blank.

If no request is made on line 22, the Single Input screen will display the expanded transaction as requested on the Single Input Request screen (see next pages). Procedures for the use of this screen are described below. On line 6, the operator will find the cursor will be positioned in the VENDOR-ID field and the operator may key over this data if necessary. The fields displayed from the previous screen, the Accounts Receivable Subsidiary and/or the Expansion Files are protected and cannot be changed. CF (Certified Forward Indicator) is displayed from the Accounts Receivable



Subsidiary but may be overridden (changed). On line 9, the following fields are ready for input.

AMOUNT Transaction Amount; required field; positive and negative amounts are accepted.

BI Bookkeeping Indicator; optional field; if used an “N” must be input. DOC-NO Cash Receipts Document number; required field. LINE Cash Receipts Document Line Number; optional field. TRN-DT Transaction Date; defaults to current date if left blank. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. QUANTITY Optional field.


INVOICE Invoice number; optional field. DESCRIPTION Optional field. OTHER-DOC Other Document Number; optional field. AR-GL Accounts Receivable General Ledger Code; retrieved from the


from the Accounts Receivable Subsidiary; protected field.

B Batch character; optional field. PID Product Identifier; optional field.

On line 15, the following fields display. These fields are retrieved from either the Expansion Files or the Accounts Receivable Subsidiary File, whichever was accessed. They are not protected and may be overridden.

CAT Appropriation Category; required field. YR Appropriation Year; defaults to “00” if left blank. GL General Ledger Code; required field. EGL External General Ledger Code; optional field.



EOB External Object Code; optional field. ECAT External Category Code; optional field. EP External Program; optional field.

GRANT Grant Number; optional field. If entered, edited against the Grant

Information File. GY Grant Year; optional field. CNTRT Contract Number; optional field. If entered, edited against the


On line 18, the following fields display. These data codes are retrieved from the Expansion File or the Accounts Receivable Subsidiary and are protected (cannot be changed) with the exception of BE, IBI, State Program and Project ID, which may be overridden.

GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity; required field. IBI Internal Budget Indicator; required field.

EF External Fund. CLR Clearing Fund Identifier. STATE-PROGRAM State Program Number; required field. If changed, edited against

the Title File.

PROJECT ID Project Identifier. On line 21 the following fields are displayed for input.

BPIN Beginning Property Item Number; optional field.




Line 21 or 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction will be processed and the requested screen and transaction will be returned. If no request is made on line 21 or 22, the operator should depress the ENTER key and the transaction will be processed. A Single Input screen with the requested data and Expansion File information will return with all other data from the last transaction except AMOUNT, CF, UNITS, TIME, and QUANTITY. Lines 23 and 24 indicate the following available Program Functions:



34S Clearing Fund Receivable Receipts Single Input Request Screen

01 02 34S1 09/02/2007 14:09:14 03 TR 34 - CLEARING FUND RECEIVABLES RECEIPTS - SINGLE INPUT - REQUEST 04 05 AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 R 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



34S Clearing Fund Receivable Receipts Single Input Screen

01 02 34S2 09/02/2007 14:11:42 03 TR 34 - CLEARING FUND RECEIVABLES RECEIPTS - SINGLE INPUT 04 05 VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI 06 851010000018510000000 R 456 0001 85 20 00 00 000 BB 01 261000 07 08 ....AMOUNT.... BI DOC-NO LINE TRN-DT SUB-VENDOR-ID ..QUANTITY.. 09 C 10 11 INVOICE DESCRIPTION OTHER-DOC AR-GL AR-EGL B PID 12 15100 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 77200 16 17 GF SF FID BE IBI EF CLR STATE-PROGRAM PROJECT ID 18 50 2 050001 85200000 00 020001 1112110000 000000 19 20 BPIN UNITS TIME 21 TYPE SEL 22 NEXT: AR-NO R 16 0001 L1-L5 85 20 00 00 000 EO BB VR OBJECT 261000 PPI 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a Transaction Type of “34” and a Selection Code of “A” are entered on any screen, the Multiple Input screen will display (see next pages). This screen is used to enter up to four transactions at a time with no Expansion File data displayed. On the Multiple Input screen, an Expansion Option record and Set record must be accessed and no override capability is allowed. When using this screen, an Accounts Receivable for a specific vendor may be removed from the Accounts Receivable Subsidiary (9S) by specific Accounts Receivable line item or by the First-In-First- Out (FIFO) method. Procedures for the use of this screen are described below. On line 5, the operator will find the following data fields displayed ready for input.

DOC-NO Document Number; required field. TRN-DT Transaction Date; defaults to current date if left blank.


LINE Clearing Fund Line Number; optional field. VENDOR-ID Vendor Identification Number; required field.



VENDOR-ID is always required but AR-NO & LINE, L1 L2 L3 L4 L5, and OBJECT are optional. The combination of optional data codes input determines how the accounts receivable records are removed from the Accounts Receivable Subsidiary. If the AR-NO and LINE are entered, that specific line item will be removed from the Accounts Receivable Subsidiary. The search may be further defined by inputting L1 L2 L3 L4 L5 and/or OBJECT. To remove the oldest receivable for a vendor (FIFO), leave the AR-NO and LINE, L1 L2 L3 L4 L5, and OBJECT blank. To remove the oldest receivable for a vendor within an organization (FIFO), leave AR-NO, LINE and OBJECT blank. To remove the oldest receivable for a vendor and for a specific object code within an organization (FIFO), leave AR-NO and LINE blank.

AR-NO Accounts Receivable Number; optional field. LINE Accounts Receivable Line Number; optional field. L1 L2 L3 L4 L5 Organization Code; optional field. OBJECT Object Code; optional field. PPI Prior Period Indicator; defaults to current period if left blank. AMOUNT Transaction Amount; required field; positive and negative

amounts are accepted. BI Bookkeeping Indicator; optional field; if used an “N” must be

input. OTHER-DOC Other Document number; optional field. DESCRIPTION Optional field. QUANTITY Optional field. B Batch character; optional field.

The operator may use the “DUP” key in all fields except QUANTITY and AMOUNT. Line 21 or 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions will be processed and the requested screen and transaction displayed. If no entry is made on line 21 or 22, the operator should depress the ENTER key, and the Multiple Input screen will return with lines 5, 10, and 11 the completed as on the previous screen except AMOUNT and QUANTITY.






34A Clearing Fund Receivable Receipts Multiple Input Screen

01 02 34A1 09/02/2007 14:12:06 03 TR 34 - CLEARING FUND RECEIVABLES RECEIPTS - MULTIPLE INPUT 04 05 DOC-NO C TRN-DT 06 07 LINE VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 OBJECT PPI 08 .... AMOUNT.... BI OTHER-DOC DESCRIPTION ..QUANTITY.. B 09 10 R 11 12 13 R 14 15 16 R 17 18 19 R 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR34 Transactions If a TYPE of “34” and a SEL code of “I” or “M” are entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display. The operator’s security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, VENDOR ID, DOC-NO and LINE, AR-NO and LINE. Only transactions within the operator’s site and meeting the search criteria will be displayed. If a data code is not entered all TR34 transactions within the operator’s site will display in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries on the file meeting the search criteria will be displayed. The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed.




PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen. 34I Clearing Fund Receivable Receipts Single Inquiry Request Screen

01 02 34I1 09/02/2007 14:12:25 03 TR 34 - CLEARING FUND RECEIVABLES RECEIPTS - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 07 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE AR-NO LINE 08 85 C R 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



34I Clearing Fund Receivable Receipts Single Inquiry Screen 01 02 34I2 TR 34 -CLEARING FUND RECEIVABLES RECEIPTS 09/02/2007 14:12:32 03 SINGLE INQUIRY BY SITE 04 VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI 05 VN323232323001 R 1234 0001 85 20 00 00 000 BB 01 261000 06 07 ....AMOUNT.... BI DOC-NO LINE TRN-DT SUB-VENDOR-ID ..QUANTITY.. 08 4.00 C 600 09/02/2007 09 10 INVOICE DESCRIPTION OTHER DOC AR-GL AR-EGL B PID 11 81793-5 TRAVEL REFUND 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 77200 15 16 GF SF FID BE IBI EF CLR STATE PROGRAM PROJECT ID 17 50 2 050001 85200000 00 020001 1112110000 000000 18 19 BPIN UNITS TIME 20 21 L1-L5 85 DOC-NO C LINE TYPE SEL 22 USER ID VENDOR-ID AR-NO R LINE 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

34M Clearing Fund Receivable Receipts Multiple Inquiry Request Screen

01 02 34M1 09/02/2007 14:12:53 03 TR 34 - CLEARING FUND RECEIVABLES RECEIPTS - MULTIPLE INQUIRY BY SITE REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE AR-NO LINE 07 85 C R 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



34M Clearing Fund Receivable Receipts Multiple Inquiry Screen

01 02 34M2 TR 34 - CLRNG FD REC RCPTS - MULT. INQUIRY BY SITE 09/02/2007 14:13:04 03 04 DOC-NO C 600 TRN-DT 09/02/2007 05 06 X LINE VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI 07 ....AMOUNT..... BI OTHER-DOC DESCRIPTION ..QUANTITY.. B PID 08 VN323232323001 R TR1234 0001 85 20 00 00 000 BB 01 261000 09 4.00 TRAVEL REFUND 10 11 12 13 14 15 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 USER ID VENDOR-ID DOC-NO LINE AR-NO LINE 22 85 C R 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR34 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day (see next pages). The operator can access the Single Update by Site screen in two ways:



field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are:

AR-NO and LINE PPI L1 L2 L3 L4 L5 AR-GL EO AR-EGL VR GF, SF, FID



OBJECT EF CF CLR

The following codes may not be deleted: DOC-NO GL AMOUNT BE, IBI VENDOR-ID STATE PROGRAM (If changed, CAT edited against the title file) The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no NEXT line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:





34U Clearing Fund Receivable Receipts Single Update Screen 01 02 34U1 TR 34 - CLEARING FUND RECEIVABLES RECEIPTS 09/02/2007 14:13:15 03 SINGLE UPDATE BY SITE 04 DELETE: 05 06 VENDOR-ID AR-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI 07 VN323232323001 R 1234 0001 85 20 00 00 000 BB 01 261000 08 09 ....AMOUNT.... BI DOC-NO LINE TRN-DT SUB-VENDOR-ID ..QUANTITY.. 10 4.00 C 600 09022007 11 12 INVOICE DESCRIPTION OTHER-DOC AR-GL AR-EGL B PID 13 3770 TRAVEL REFUND 15100 14 15 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 16 040000 00 77200 17 18 GF SF FID BE IBI EF CLR STATE PROGRAM PROJECT ID 19 50 2 050001 85200000 00 020001 1112110000 000000 20 21 BPIN UNITS TIME 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



CHAPTER 18 ACCOUNTS PAYABLE TRANSACTIONS Accounts Payable is defined by GAAFR as “a liability account reflecting amounts on open account owing to private persons or organizations for goods and services received by a government”. In FLAIR, accounts payable obligations are recorded with a TR80 (Unencumbered Payables) or TR81 (Encumbered Payables). Whenever a payable is entered, it is simultaneously recorded on the Accounts Payable Subsidiary (8S). Through 8S, payable items may be inquired on or updated. Cash disbursements for Accounts Payables update the Accounts Payable Subsidiary by reducing/removing the payable from the subsidiary. Corrections to a prior day’s payable disbursements should be made through TR58 (Disbursement Corrections). See chapter 13. These transactions are discussed in detail on the following pages.

Unencumbered Payables (TR80) Encumbered Payables (TR81) Accounts Payable Subsidiary (TR8S) Payable Disbursements (TR53)

TR80 Unencumbered Payables This transaction is used to record a liability (accounts payable) where no encumbrance has been previously established. The most common accounting entry into the agency’s FLAIR records is: GL Code Description DR CR I/A 7**** Expenditures X I 31*** Payables or X I 35*** Due to Governmental Units X I A positive amount is entered by the operator along with the Accounts Payable General ledger Code (3****). The Expenditure General Ledger Code (7****) may be retrieved from the Expansion Set record or entered by the operator. Both of these General Ledger Codes appear on the input screen. The system generates the appropriate debit and credit to these accounts.



When Unencumbered Payables are recorded, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* N/A* N/A* Fund Release N/A* N/A* N/A* Organization Cash N/A* N/A* N/A* Organization Allotment - amount - amount - amount *N/A = Not applicable NOTE: Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (same as Organization Allotment above). This update will take place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input. Inputting TR80 Transactions Single Transaction Input If a TYPE of “80” and a SEL code of “S” are entered on any screen, the Single Input Request screen returns (see next pages). Procedures for the use of this screen are described below. On line 6, the operator should enter the appropriate data in the following fields:

AP-NO Accounts Payable Document number; required field. L1 L2 L3 L4 L5 Organization Level to which the payable is to be recorded;

required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. PPI Prior Period Indicator; defaults to current period if left blank.

If no request was made on line 21, the AP-NO requested processes. The system searches the Accounts Payable Subsidiary for the Accounts Payable Document number input. If no record is found for that Document number, the Single Input Vendor Request screen displays. If the Accounts Payable Document number is found on the Subsidiary, the Single Input screen displays (see next pages). The Single Input Vendor Request screen is accessed when a new Accounts Payable is entered. This screen is used to retrieve the necessary vendor information from the Vendor



Files that is to be carried on the Accounts Payable Subsidiary. Procedures for the use of this screen are described below. On line 6, the data codes return from the previous screen. These fields are protected and cannot be changed. On line 11, the operator should enter the following data codes to request the necessary vendor information to be retrieved from the Vendor File.

VENDOR-ID Vendor Identification Number. BF-ORG Benefiting Organization. BF-EO Benefiting Expansion Option. BF-OB Benefiting Object Code. BF-CAT Benefiting Category. BF-YR Benefiting Appropriation Year.

VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT must be entered in one of the following combinations.





expansion option (BF-EO), and object (BF-OB) must be input. When this data is input, the system generates the Account Code in the VENDOR-ID field. If the disbursing and receiving organizations are within the same operating level, the system generates the Journal Transfer Receipt entries (TR99) during nightly update. See chapter 14.

After completing this screen, the operator should then depress the ENTER key and the Single Input screen (as seen on the top of page 9) displays the expanded transaction as input on the Single Input Request screen. Procedures for the use of this screen are described below. On line 3, AP-NO is protected and cannot be changed. On line 5, L1 - L5, EO, VR, OBJECT, and PPI display from the previous screen.



These fields are protected and cannot be changed. Also on line 5 are the following fields ready for input:

RCV-DT Received Date; required field. DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification number; optional field.


AMOUNT Transaction Amount; required field; only positive amounts accepted.

VENDOR-ID Vendor Identification number; protected field. MC Minority Vendor Classification; protected field. VENDOR-NAME Protected field. TRN-DT Transaction Date; defaults to current date if left blank.

OTHER-DOC Other Document Number; optional field.

On line 11, the following fields display.

AP-GL Accounts Payable General Ledger Code; required field. AP-EGL Accounts Payable External General Ledger Code; optional field. INVOICE Invoice Number; optional field. AB Available Balance Override Indicator; optional field.

QUANTITY Optional field. B Batch Character; optional field. PID Product Identifier; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field. BF-OB Benefiting Object Code; optional field.



BF-CAT/YR Benefiting Appropriation Category/ Benefiting Appropriation Year; protected fields.

On line 14, the following fields display. These fields are retrieved from the Expansion Set record, but may be overridden (changed). These fields will be blank if an Expansion Set record is not accessed and the data codes may be added.

CAT Appropriation Category; required field. YR Appropriation Year; defaults to “00” if left blank. CF Certified Forward Indicator; if used, “C” must be input. GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field. ECAT External Category; optional field.


EP External Program; optional field. GRANT Grant number; optional field. If entered, edited against the Grant


GY Grant Year; optional field. CNTRT Contract number; optional field. If entered, edited against the


CY Contract Year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field. *Note: CSFA = Catalog State Financial Assistance.




GF GAAFR Fund. SF State Fund. FID Fund Identifier. EF External Fund. PROJECT ID Project Identifier. RVL Revolving Fund Identifier.

Also displayed on line 17 are the following data codes pulled from the Expansion Option record. They can be updated (changed):

BE Budget Entity. IBI Internal Budget Indicator. STATE-PROGRAM State Program Number.

On line 20, the following data codes are ready for input:

BPIN Beginning Property Item Number; optional field. COUNT Property Item Counter; optional field; invalid if BPIN is blank. UNITS Optional field. TIME Optional field.

Line 21 or 22 may be used to transfer to a different screen. See chapter 8. Lines 23 and 24 indicate the following available Program Functions:



The operator should then depress the ENTER key. The transaction processes and the requested screen and transaction returns. If no request is made on line 21 or 22, the transaction processes and a Single Input screen returns with all other data from the last transaction except AMOUNT, QUANTITY, UNITS, TIME, AB, CF, YR, and BPIN displayed.



80S Unencumbered Payables Single Input Request Screen 01 02 80S1 09/02/2007 14:13:44 03 TR 80 - UNENCUMBERED PAYABLES - SINGLE INPUT – REQUEST 04 05 AP-NO L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 P 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

80S Unencumbered Payables Single Input Screen

01 02 80S2 09/02/2007 14:14:15 03 TR 80 - UNENCUMBERED PAYABLES - SINGLE INPUT - REQUEST 04 05 AP-NO L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 P 11 85 20 04 00 000 BB 380000 07 08 ENTER VENDOR OR BF-DATA: 09 10 VENDOR ID BF-ORG BF-EO BF-OB BF-CAT BF-YR 11 12 13 14 15 16 17 18 19 20 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT RFRSH CAN



80S Unencumbered Payables Single Input Screen 3 01 02 80S3 TR 80 - UNENC. PAYABLES - SINGLE INPUT 09/02/2007 14:20:24 03 AP-NO P 100 04 L1 L2 L3 L4 L5 EO VR OBJECT PPI RCV-DT DESCRIPTION SUB-VENDOR-ID 05 85 20 04 00 000 BB 05 380000 06 07 ...AMOUNT.... VENDOR-ID MC VENDOR-NAME TRN-DT OTHER-DOC 08 VN232323232001 A ST.BNK 09 10 AP-GL AP-EGL INVOICE AB ..QUANTITY.. B PID BF-ORG BF-EO BF-OB BF-CAT/YR 11 12 13 CAT YR CF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 77300 246B AAAAA 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 17 50 2 050001 85200000 00 1112110000 000000 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 21 TYPE SEL 22 NEXT: AP-NO P 100 L1-L5 85 00 00 00 000 EO 74 VR 10 OBJECT 380000 PPI 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a Transaction Type of “80” and a Selection Code of “A” are entered on any screen, the Multiple Input Request screen returns (see next pages). This screen is used to input up to three transactions at a time with no Expansion File and/or Subsidiary data displayed. On line 6, the operator should enter the AP-NO (Accounts Payable Document number). If no request was made on line 21, the system searches the Accounts Payable Subsidiary for the AP-NO input. If no record is found on for the payable number, the Multiple Input Vendor Request screen returns. If the Accounts Payable Document number is found on the Subsidiary, the Multiple Input screen returns (see next pages). The Multiple Input Vendor Request screen is accessed when a new Accounts Payable is entered. This screen is used to retrieve the necessary vendor information to be carried on the Accounts Payable Subsidiary from the Vendor File. Procedures for the use of this screen are described below. On line 6, the AP-NO (Accounts Payable Document number) returns from the previous screen. This field is protected and cannot be changed. On line 11, the following fields are ready for input.

VENDOR-ID Vendor Identification number; optional field. BF-ORG Benefiting Organization; optional field.



BF-EO Benefiting Expansion Option; optional field. BF-OB Benefiting Object Code; optional field. BF-CAT Benefiting Category; optional field. BF-YR Year of Benefiting Appropriation; defaults to “00” if left blank.


VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT must be entered in one of the following combinations:

a. If VENDOR-ID is a SPURS, Regular, Vendor, Employee Vendor, or Client Vendor, then only the VENDOR-ID is entered.


indicating a JT transaction or a cash disbursement to a local fund, the benefiting object (BF-OB) and benefiting category (BF-CAT) are both required and the BF-OB must be a State Standard Object Code. All other benefiting data should be left blank. When this data is input, the system will generate the Account Code in the VENDOR-ID field.


expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing and receiving organizations are within the same operating level, the system will generate the Journal Transfer Receipt entries (TR99) during nightly update. See chapter 14.

The Multiple Input screen displays, as seen on page 16. This screen allows up to three transactions to be entered. Procedures for the use of this screen are below. On line 5, the operator will find the AP-NO, which is protected and cannot be changed. On lines 10 - 21, the following data codes display.

L1 L2 L3 L4 L5 Organization Code; required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. YR Appropriation Year; defaults to “00” if left blank.



CF Certified Forward Indicator; if used, “C” must be input. PPI Prior Period Indicator; defaults to current period if left blank. RCV-DT Received Date; required field. DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. AMOUNT Transaction Amount; required field; only positive amounts

accepted. VENDOR-ID Vendor Identification Number; protected field. MC Minority Vendor Classification; protected field. VENDOR-NAME Protected field. TRN-DT Transaction Date; required field; defaults to current date if left

blank. OTHER-DOC Other Document number; optional field. AP-GL Accounts Payable General Ledger Code; required field. AP-EGL Accounts Payable External General Ledger Code; optional field. INVOICE Invoice number; optional field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field. B Batch Character; optional field. PID Product Identifier; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field. BF-OB Benefiting Object Code; optional field.

BF-CAT/YR Benefiting Appropriation Category/ Benefiting Year; protected

fields.



The operator may use the “DUP” key in all fields except Organization L1, QUANTITY, and AMOUNT. Line 22 may be used to transfer to a different screen. See chapter 8. Lines 23 and 24 indicate the following available Program Functions:



The operator should then depress the ENTER key. The transactions will be processed and the requested screen and transaction displayed. If no entry is made on line 22, the payable is added to the Accounts Payable Subsidiary and the Multiple Input screen returns with lines 10 - 12 completed with the data from the last transaction except AMOUNT, and QUANTITY, AB, CF, and YR.

80A Unencumbered Payables Multiple Input Request Screen

01 02 80A1 09/02/2007 14:20:57 03 TR 80 - UNENCUMBERED PAYABLES - MULTIPLE INPUT – REQUEST 04 05 AP-NO 06 P 100 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



80A Unencumbered Payables Multiple Input Screen 01 02 80A2 09/02/2007 14:21:09 03 TR 80 - UNENCUMBERED PAYABLES - MULTIPLE INPUT - REQUEST 04 05 AP-NO 06 P 100 07 08 ENTER VENDOR OR BF-DATA: 09 10 VENDOR ID BF-ORG BF-EO BF-OB BF-CAT BF-YR PPI 11 12 13 14 15 16 17 18 19 20 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT RFRSH CAN

80A Unencumbered Payables Multiple Input Screen 3

01 02 80A3 09/02/2007 14:21:30 03 TR 80 - UNENCUMBERED PAYABLES - MULTIPLE INPUT 04 05 AP-NO P 100 06 L1 L2 L3 L4 L5 EO VR OBJECT YR CF PPI RCV-DT DESCRIPTION SUB-VENDOR-ID 07 ...AMOUNT.... VENDOR-ID MC VENDOR-NAME TRN-DT OTHER-DOC 08 AP-GL AP-EGL INVOICE AB ..QUANTITY.. B PID BF-ORG BF-EO BF-OB BF-CAT/YR 09 10 85 11 VN232323232001 A ST.BNK 12 13 14 85 15 VN232323232001 A ST.BNK 16 17 18 85 19 VN232323232001 A ST.BNK 20 21 22 NEXT: AP-NO P 100 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR80 Transactions If a TYPE of “80” and a SEL code of “I” or “M” are entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display (see next pages). The operator will find his/her organization security clearance displayed along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, AP-NO, and LINE. Only transactions within the operator’s site and meeting the search criteria will be displayed. If a data code is not entered all TR80 transactions within the operator’s site display in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry returns. On Multiple Inquiry, the first three entries on the file meeting the search criteria return (see next pages). The requested accounting entries display as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria displays. Lines 23 and 24 indicate the following available Program Functions:




80I Unencumbered Payables Single Inquiry Request Screen

01 02 80I1 09/02/2007 09:22:41 03 TR 80 - UNENCUMBERED PAYABLES - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 BF-ORG BF-EO AP-NO LINE 10 P 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

80I Unencumbered Payables Single Inquiry Screen

01 02 80I2 TR 80 - UNENC PAYABLES - SINGLE INQUIRY BY SITE 09/02/2007 14:21:53 03 AP-NO P 225 0001 04 L1 L2 L3 L4 L5 EO VR OBJECT PPI RCV-DT DESCRIPTION SUB-VENDOR-ID 05 85 10 02 02 213 00 02 261000 06 07 ...AMOUNT.... VENDOR-ID MC VENDOR-NAME TRN-DT OTHER-DOC 08 25.00 VN232323232001 A ST.BANK 08/30/2007 09 10 AP-GL AP-EGL INVOICE AB ..QUANTITY.. B PID BF-ORG BF-EO BF-OB BF-CAT/YR 11 31100 12 13 CAT YR CF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 71100 15 16 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID RVL 17 10 1 000001 85100000 00 1112110000 000000 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 TYPE SEL 21 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID AP-NO LINE 22 85 P 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



80M Unencumbered Payables Multiple Inquiry Request Screen 01 02 80M1 09/02/2007 14:22:18 03 TR 80 - UNENCUMBERED PAYABLES - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 BF-ORG BF-EO AP-NO LINE 10 P 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

80M Unencumbered Payables Multiple Inquiry Screen

01 02 80M2 TR 80 - UNENC PAY - MULTIPLE INQUIRY BY SITE 09/02/2007 14:22:26 03 AP-NO P 200 04 X LINE L1 L2 L3 L4 L5 EO VR OBJECT YR PPI CF DESCRIPTION SUB-VENDOR-ID 05 ....AMOUNT.... VENDOR-ID MC VENDOR-NAME TRN-DT OTHER-DOC 06 AP-GL AP-EGL INVOICE AB ..QUANTITY.. B PID BF-ORG BF-EO BF-OB BF-CAT/YR 07 08 0001 85 20 04 00 000 74 09 380000 00 SUPPLIES 09 15.00 VF592197603003 A A&D OFFICE 08/29/2007 10 31100 11 12 0002 85 00 00 00 000 74 09 380000 00 13 15.00 VN232323232001 A ST. BANK 08/29/2007 14 31100 15 16 0003 85 00 00 00 000 74 09 380000 00 PENS 17 16.50 VF592197603003 A A&D OFFICE 08/29/2007 18 31100 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID AP-NO LINE 22 85 P 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR80 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day. TR8S Update screens is used to make corrections to TR80 entries entered on a prior day. (See next pages.) The operator may access the Single Update by Site screen in two ways:


2. by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X field, and depressing the ENTER key.

The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: AP-NO and LINE VENDOR-NAME L1 L2 L3 L4 L5 BF-CAT/YR EO GF, SF, FID VR OBJECT EF MC VENDOR-ID RVL The following codes may not be deleted: AMOUNT AP-GL CAT GL STATE PROGRAM BE & IBI The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry used to access the Update screen. There is no NEXT line on the Single Update by Site screen. If other records are to be updated, then the operator must first retrieve each record in Inquiry and follow the procedures outlined on page 17. Lines 23 and 24 indicate the following available Program Functions:





80U Unencumbered Payables Single Update Screen 01 02 80U1 09/02/2007 14:22:41 03 TR 80 - UNENC PAYABLES - SINGLE UPDATE BY SITE 04 DELETE AP-NO P 200 0002 05 L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION SUB-VENDOR-ID 06 85 00 00 00 000 74 09 380000 FOLDERS 07 08 ...AMOUNT.... VENDOR-ID MC VENDOR-NAME TRN-DT OTHER-DOC 09 15.00 VF592197603003 A A&D OFFICE 08292007 10 11 AP-GL AP-EGL INVOICE AB ..QUANTITY.. B PID BF-ORG BF-EO BF-OB BF-CAT/YR 12 31100 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 246A AAAAA 16 17 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID RVL 18 20 2 020001 85100000 00 1112110000 000000 19 20 BPIN COUNT ...UNITS.... ...TIME... 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

TR81 Encumbered Payables This transaction is used to record a liability (accounts payable) where an encumbrance has been previously established. The most common accounting entry into the agency’s FLAIR records is as follows: GL Code Description DR CR I/A 7**** Expenditures X I 31*** Payables or X I 35*** Due to Government Units X I The system also generates the following entry to remove the Encumbrance from the General Ledger. GL Code Description DR CR I/A 98100 Budget Fund Bal. Res. for Encumbrances X A 94100 Encumbrances X A A positive amount is entered by the operator along with the Accounts Payable General Ledger Code (3****). The Expenditure General Ledger Code (7****) may be retrieved from the Expansion Set record or entered by the operator. Both General Ledger Codes appear on the input screen. The system generates the appropriate debit and credit to these accounts.



When Encumbered Payables are recorded the Available Balance File updates as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* N/A* N/A* Fund Release N/A* N/A* N/A* Organization Cash N/A* N/A* N/A* Organization Allotment +/- diff. +/- diff. +/- diff. *N/A = Not applicable Diff. = The difference between the Encumbrance amount and the Payable amount. NOTE: Grant Allotment, Contract Allotment, and/or Project Allotment Available Balance records will also be updated (same as Organization Allotment above). This update will take place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input. Inputting TR81 Transactions Single Transaction Input If a TYPE of “81” and a SEL code of “S” are entered on any screen, the Single Input Request screen returns (see next pages). Procedures for the use of this screen are described below. The following fields are displayed on this screen. The operator must enter the AP-NO, EN-NO, and LINE.

AP-NO Accounts Payable Document Number; required field. EN-NO Encumbrance Document Number; required field. LINE EN-NO Line Number; required field.

The operator should leave the following fields blank unless the payable data differs from the originally established encumbrance. To record any of this data different from the encumbrance record, the operator should tab to the appropriate field(s) and input the new data.

L1 L2 L3 L4 L5 Organization Code; optional field. EO Expansion Option; optional field. VR Expansion Option Version; optional field. OBJECT Object Code; optional field. PPI Prior Period Indicator; optional field.



If no request was made on line 22, the system searches the Accounts Payable Subsidiary for the AP-NO input, and the Single Input Vendor Request screen returns (see next pages). This screen is used to retrieve from the Accounts Payable Subsidiary and the Encumbrance Subsidiary the vendor data recorded on those respective files. A vendor should be entered on the screen only if the payable vendor is different from the one carried on the Encumbrance Subsidiary. On line 7, the data codes return from the previous screen. These fields are protected and cannot be changed. On line 12, the Payables Vendor or Benefiting Data display. These fields are protected. If there is no Payable on the Accounts Payable Subsidiary with the same AP-NO as entered, this line remains blank. On line 18, the operator should enter the following data codes to change the Encumbrance vendor information to be the same as what is carried on the Accounts Payable Subsidiary.

VENDOR-ID Vendor Identification Number; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field. BF-OB Benefiting Object Code; optional field. BF-CAT Benefiting Category; optional field. BF-YR Benefiting Appropriation Year; optional field.

VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT must be entered in one of the following combinations.

a. If VENDOR-ID is a SPURS, Regular , Employee , or Client Vendor, then only the VENDOR-ID is entered.


indicating a Journal Transfer transaction or a cash disbursement to a local fund, the Benefiting Object Code (BF-OB) and Benefiting Category (BF-CAT) are both required, and the BF-OB must be a State Standard Object Code. All other benefiting data should be left blank.

If the VENDOR-ID is left blank, the Benefiting Organization (BF-ORG), Expansion Option (BF-EO), and Object Code (BF-OB) must be input. When this data is input, the System will generate the Account Code in the VENDOR-ID field. If the disbursing and receiving organizations are within the same operating level, the system will generate the Journal Transfer Receipt entries (TR99) during nightly update. See chapter 14.



The operator should depress the ENTER key and the Single Input screen returns (see next pages). Procedures for the use of this screen follow. On line 3, the AP-NO displays and is protected. On line 5, EN-NO, LINE, L1 - L5, EO, VR, OBJECT, and PPI are retrieved from the request screen. L1 - L5, EO, VR, and OBJECT are retrieved from the Encumbrances Subsidiary if no data was input into these fields on the request screen. Also on line 5, the following fields display.

MBI Memo/Blank Indicator; from Encumbrance Subsidiary; protected field.

F Final Payment Indicator; enter “F” when final payment of

Encumbrance is being recorded. RCV-DT Received Date; required field. OTHER-DOC Other Document number; optional field.

On line 8, the operator will find the following fields ready for input.


VENDOR-ID Vendor Identification Number; protected field. MC Minority Vendor Classification; protected field. TRN-DT Transaction Date; defaults to current date if left blank. DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.


AP-GL Accounts Payable General Ledger Code; required field. AP-EGL Accounts Payable External General Ledger Code; optional field. INVOICE Invoice Number; optional field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field.



B Batch Character; optional field. PID Product Identifier; optional field.

Also on line 11, BF-ORG, BF-EO, BF-OB, BF-CAT, and BF-YR display as retrieved from the previous screen. Of these fields, BF-CAT, and BF-YR (BF-CAT/YR) are protected. On line 14, the following fields display. These fields are retrieved from the Expansion Set record but may be overridden (changed). These fields will be blank if an Expansion Set record is not accessed, but the data codes may be added.








* Note: CSFA = Catalog State Financial Assistance



On line 17, the operator finds the following fields display. These data codes are retrieved from the Expansion Option record and are protected (cannot be changed).

GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity. IBI Internal Budget Indicator. EF External Fund. STATE-PROGRAM State Program number. PROJECT ID Project Identifier.

RVL Revolving Fund Identifier.


BPIN Beginning Property Item Number; optional field. COUNT Property Item Counter; optional field; invalid if BPIN is blank. UNITS Optional field. TIME Optional field.

Line 21 or 22 may be used to transfer to a different screen. See chapter 8. Lines 23 and 24 indicate the following available Program Functions:



The operator should then depress the ENTER key. The transaction processes and the requested screen and transaction returns. If no request is made on lines 21 or 22, the transaction will be processed and a Single Input screen returns with all other data from the last transaction except AMOUNT, QUANTITY, UNITS, TIME, AB, and BPIN displayed.



81S Encumbered Payables Single Input Request Screen

01 02 81S1 09/02/2007 14:23:31 03 04 TR 81 - ENCUMBERED PAYABLES - SINGLE INPUT – REQUEST 05 06 AP-NO EN-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI 07 P 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

81S Encumbered Payables Single Input Screen

01 02 81S2 09/02/2007 14:23:53 03 04 TR 81 - ENCUMBERED PAYABLES - SINGLE INPUT – REQUEST 05 06 AP-NO EN-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI 07 P 300 E 888 0001 08 09 PAYABLES VENDOR - BF-DATA: 10 11 VENDOR-ID BF-CAT BF-YR 12 13 14 15 OVERRIDE ENCUMBRANCE VENDOR OR BF-DATA, IF REQUIRED: 16 17 VENDOR ID BF-ORG BF-EO BF-OBJ BF-CAT BF-YR 18 VF599876543001 19 20 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT RFRSH CAN



81S Encumbered Payables Single Input Screen 3 01 02 81S3 TR81- ENCUMBERED PAYABLES-SINGLE INPUT 09/02/2007 14:24:07 03 AP-NO P 300 04 EN-NO LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI RCV-DT OTHER-DOC 05 E 888 0001 85 00 00 00 000 00 10 380000 06 07 ...AMOUNT.... VENDOR-ID MC TRN-DT DESCRIPTION SUB-VENDOR-ID 08 VF599876543001 A SUPPLIES 09 10 AP-GL AP-EGL INVOICE AB ..QUANTITY.. B PID BF-ORG BF-EO BF-OB BF-CAT/YR 11 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 71100 246B AAAAA 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 17 20 2 020001 85100000 00 1112110000 000000 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 21 AP-NO EN-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI TYPE SEL 22 P 300 E 888 0001 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR81 Transactions Single Transaction Inquiry If a TYPE of “81” and a SEL code of “I” are entered on any screen, the Single Inquiry by Site Request screen displays (see next pages). The operator’s organization security clearance displays along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER I.D., GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, AP-NO, AND LINE. Only transactions within the operator’s site and meeting the search criteria will be displayed. If a data code is not entered, all TR81 transactions within the operator’s site display in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. The requested entry returns on the Single Inquiry by Site screen (see next pages). The requested accounting entries appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria displays.





81I Encumbered Payables Single Inquiry Request Screen 01 02 81I1 09/02/2007 14:24:35 03 TR 81 - ENCUMBERED PAYABLES - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 BF-ORG BF-EO AP-NO LINE 10 P 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



81S Encumbered Payables Single Inquiry Screen 01 02 81I2 TR81 - ENCUMBERED PAYABLES-SINGLE INQUIRY 09/02/2007 14:24:44 03 AP-NO P 400 0001 04 EN-NO LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI RCV-DT OTHER-DOC 05 E 16 0001 C 85 00 00 00 000 00 10 511000 08282007 06 07 ...AMOUNT.... VENDOR-ID MC TRN-DT DESCRIPTION SUB-VENDOR-ID 08 34.43 VF591675944001 A OCO-BOOKS 09 10 AP-GL AP-EGL INVOICE AB ..QUANTITY.. B PID BF-ORG BF-EO BF-OB BF-CAT/YR 11 31100 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 71100 246B AAAAA 15 16 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID RVL 17 20 2 020001 85100000 00 1112110000000000 25356 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID AP-NO LINE 22 85 P 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR81 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day. TR8S Update screens should be used to make corrections to TR80 entries entered on a prior day. (TR8S is discussed later in this chapter.) The operator accesses the Single Update by Site screen by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the SEL field at the bottom of the screen, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: AP-NO and LINE VENDOR-ID EN-NO and LINE MC MBI BF-CAT/YR L1 L2 L3 L4 L5 GF, SF, FID EO EF VR RVL OBJECT



The following codes may not be deleted, but may be changed: AMOUNT GL AP-GL BE & IBI CAT STATE PROGRAM The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry used to access the Update screen. There is no NEXT line on the Single Update by Site screen. If another record is to be updated, then the operator must first retrieve the record in Inquiry and then retrieve the update screen as outlined in this chapter.




81U Encumbered Payables Single Update Screen

01 02 81U1 09/02/2007 14:25:18 03 TR 81 - ENCUMBERED PAYABLES - SINGLE UPDATE BY SITE 04 DELETE: 05 AP-NO LINE EN-NO LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI OTHER-DOC 06 P400 0001 E16 0001 85 00 00 00 000 00 10 511000 07 08 ....AMOUNT.... VENDOR-ID MC TRN-DT DESCRIPTION SUB-VENDOR-ID 09 34.43 VF591675944001 A 08282007 OCO-BOOKS 10 11 AP-GL AP-EGL INVOICE AB ..QUANTITY.. B PID BF-ORG BF-EO BF-OB BF-CAT/YR 12 31100 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 246B AAAAA 16 17 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 18 20 2 020001 85100000 00 1112110000 000000 25364 19 20 BPIN COUNT ...UNITS.... ...TIME... 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR8S Accounts Payable Subsidiary The Accounts Payable Subsidiary is an on-line auxiliary ledger that maintains a record for each outstanding Accounts Payable. A record is created on the Accounts Payable Subsidiary when a payable is entered through TR80 or 81. For each payable record, a line number is system generated. This allows agencies to recall and/or update a specific line item within a payable. The Subsidiary is updated immediately when an entry is made through TR80, 81, or 8S, or when a Payable Disbursement is made through TR53 or 54. TR80 or 81 Update is used to update or delete Payable records entered on the current day. Since these transactions have not yet updated the Detail or Master Files, the original entry is retrieved from the Daily Input File and the correcting data is entered. This updates the Daily Input File and simultaneously corrects the Accounts Payable Subsidiary. The subsidiary 8S Update is used to correct transactions that have already updated the Detail and Master Files. Since these transactions are not on the Daily Input File, they are retrieved from the Accounts Payable Subsidiary. Corrections to non-quantitative fields are entered; however, corrections to quantitative fields are entered as the net change, i.e. AMT CHANGE and QTY CHANGE. This creates a reversing entry to back-out the existing payable record and an entry to record the corrected payable. These generated entries can be viewed through TR80 Inquiry. The net effect of the change(s) to the subsidiary record is recorded on the Accounts Payable Subsidiary and can be inquired into through TR8S Inquiry. When recording a Payable Disbursement, the operator is required to enter the payable document and line number. This identifies the specific line item within the payable that will be reduced or removed by the expenditure transaction. If the entire payable is to be removed from the Accounts Payable Subsidiary, a Final Payment Indicator should be recorded on the expenditure entry. This removes the entire Payable regardless of whether the expenditure and payable entries are the same. To cancel a payable without paying it, the operator should delete the payable through TR8S Update. This causes that record to drop from the Subsidiary during nightly update.



Examples of the entries generated to the Accounts Payable Subsidiary by using TR8S Update are given below. To correct an Object Code on an Accounts Payable for $1000.00: Object GL Code Description DR CR 240000 3**** Payables 1000 240000 7**** Expenditures 1000 This reverses the entry with wrong object code. Object GL Code Description DR CR 340000 7**** Expenditures 1000 340000 3**** Payables 1000 This enters the transaction with correct Object Code. Both of these entries are generated when the operator types over Object Code 240000 with Object Code 340000. The AMT CHANGE field is left blank when there is no correction to the amount. The LINE AMOUNT field is used in the generated entries to reverse out the existing payable record and to record the corrected payable record. To reduce the Amount of a $1500.00 Accounts Payable by $500.00: GL Code Description DR CR 3**** Payables 1500 7**** Expenditures 1500 This reverses the original entry. GL Code Description DR CR 7**** Expenditures 1000 3**** Payables 1000 This enters the transaction with the corrected dollar amount. Both of these entries are generated when the operator types $500 in the AMT CHANGE field as a negative amount.



When the Accounts Payable Subsidiary is updated through TR8S Update, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* N/A* N/A* Fund Release N/A* N/A* N/A* Organization Cash N/A* N/A* N/A* Organization Allotments +/-amount +/-amount +/-amount * N/A = Not Applicable +/- = Increase/decrease by amount entered in BAL CHANGE field. Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (like Organization Allotment above). This update will take place only if the GRANT, CONTRACT and/or PROJECT ID fields are input. Inquiring into the Accounts Payable Subsidiary If a TYPE of “8S” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry Request screen (“I”) or Multiple Inquiry Request screen (“M”) 40 and 41 returns. (See next pages.) Procedures for the use of these screens are described below. The operator’s organization security clearance displays along with the appropriate data codes to request the Accounts Payable record to be retrieved from the Accounts Payable Subsidiary. The data codes available as search criteria include Organization Code, AP-NO, LINE, PPI, CATEGORY, VENDOR-ID, BF-ORG, and BF-EO. Only transactions meeting the entered search criteria display. If a data code is not entered, all payables display, beginning with the first record within the user’s security clearance. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested transaction returns with its fully expanded data on the Single Inquiry screen. On Multiple Inquiry, the first four payables on the file meeting the search criteria display (See next pages). These entries display as they appear on the Accounts Payable Subsidiary Ledger. These lines are protected and cannot be changed. The “F” (in the F field, Final Payment Indicator) is used to indicate if a payable has been marked for final payment, reduced to a zero or negative amount, or deleted through 8S Update. The available indicators are:

C - Paid in full or overpaid and the payable line item will be cleared from the file during nightly update unless you're in dual month processing. When in dual month processing, these payables will remain on the file until the prior month is closed.



D - Deleted through 8S update and the payable line item will be cleared from the file

during nightly update. F - The payable line item was marked as a final payment and will be cleared from

the file during nightly update. The TYPE/SEL fields may be used to transfer to a different screen. See chapter 8.

If no request is made to transfer to another screen, the next entry/entries on file meeting the original search criteria display.



8SI Accounts Payable Subsidiary Ledger Single Inquiry Request Screen 01 02 8SI1 09/02/2007 14:25:41 03 8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - SINGLE INQUIRY - REQUEST 04 05 06 L1 L2 L3 L4 L5 AP-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 07 85 P 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



8SI Accounts Payable Subsidiary Ledger Single Inquiry Screen

01 02 8SI2 8S - ACCTS PAY SUBSIDIARY LEDGER - SINGLE INQUIRY 09/02/2007 14:25:51 03 AP-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION SUB-VENDOR-ID 04 P 2121 0001 85 10 01 01 211 01 06 261000 TRAVEL E111111111 05 06 F ..LINE AMOUNT. VENDOR-ID MC BF-CAT BF-YR VENDOR-NAME 07 98.56 VN232323232001 A ST.BANK 08 09 AP-GL AP-EGL INVOICE ..QUANTITY.. PID EN-NO LINE AP-DT AC-DT RCV-DT 10 31100 A90 30.00 E 111 0001 09022007 09022007 08282007 11 12 CAT YR CF NCF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 13 040000 00 71100 246A AAAAA 14 15 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID RVL 16 20 2 010001 85100000 00 1112110000 000000 17 18 BPIN COUNT BF-ORG BF-EO BF-OB 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 AP-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 22 85 P 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

8SM Accounts Payable Subsidiary Ledger Multiple Inquiry Request Screen

01 02 8SM1 09/02/2007 14:26:06 03 8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - MULTIPLE INQUIRY - REQUEST 04 05 06 L1 L2 L3 L4 L5 AP-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 07 85 P 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



8SM Accounts Payable Subsidiary Ledger Multiple Inquiry Screen

01 02 8SM2 09/02/2007 14:26:14 03 8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - MULTIPLE INQUIRY 04 AP-NO ...BALANCE.... PPI VENDOR-NAME ST.BANK MC BFCAT/YR 05 P 2121 98.56 VENDOR-ID VN232323232001 A 06 X LINE F L1 L2 L3 L4 L5 EO VR OBJECT YR CF NCF DESCRIPTION SUB-VENDOR-ID 07 ..LINE AMOUNT. AP-GL /EGL INVOICE AP-DT RCV-DT AC-DT 08 BF-ORG BF-EO BF-OB 09 0001 85 10 01 01 211 01 06 261000 00 TRAVEL E111111111 10 98.56 31100 A90 09/02/2007 08/28/2007 09/02/2007 11 12 13 14 15 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 AP-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 22 85 P 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating the Accounts Payable Subsidiary If a TYPE of “8S” and a SEL of “U” are entered on any screen, the Single Update Request screen returns. (See next pages.) This screen is used to make corrections to payables entered to the subsidiary on a prior day (i.e. transactions not on the Daily Input File). Procedures for the use of this screen follow. On line 6, the operator should enter the Accounts Payable Document number and Line. The requested payable returns on the 8S Accounts Payable Subsidiary Single Update screen, as shown on the top of page 45. The DELETE field is available to delete an entry from the Subsidiary. To delete the payable record enter a “D” in this field and depress the ENTER key. The record is removed from the file. Also displayed on line 5 is PPI (Prior Period Indicator) which may be changed by overriding the displayed data. To change L2 L3 L4 L5, EO, VR, and/or OBJECT tab to the appropriate fields on line 11 and enter the correct data. All other data fields displayed on this screen are protected and cannot be changed.



Once the operator has made the necessary changes on this screen, he/she should depress the ENTER key. The system returns a second single update screen. The data codes on this screen that may not be updated are: AP-NO & LINE EO L1 L2 L3 L4 L5 OBJECT VR LINE AMOUNT PPI BF-CAT VENDOR-ID BF-YR VENDOR NAME QUANTITY EN-NO AC-DT GF, SF, FID BE & IBI EF RVL F Line 22 may be used to transfer to a different screen. See chapter 8. If no request is made on line 22, the system defaults to the Multiple Inquiry screen with the updated record listed first. If the operator needs to change the vendor data, a line number of “0000” should be entered and the Single Update screen returns. The operator may tab to the appropriate data on line 11 to indicate a vendor change. Fields available for update include: Vendor-ID BF-ORG BF-CAT BF-EO BF-YR BF-OBJ Line 21 or 22 may be used to transfer to a different screen. See chapter 8. If the vendor data has been changed and no request is made on line 21 or 22, the system defaults to the Accounts Payable Subsidiary Ledger Single Update screen (see next pages). Lines 23 and 24 indicate the following available Program Functions:





8SU Accounts Payable Subsidiary Ledger Single Update Request Screen 01 02 8SU1 09/02/2007 14:26:44 03 8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - SINGLE UPDATE - REQUEST 04 05 AP-NO LINE PPI 06 P 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

8SU Accounts Payable Subsidiary Ledger Single Update Screen 2 (vendor number or

benefiting data override) 01 02 8SU2 09/02/2007 14:26:26 03 8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - SINGLE UPDATE 04 05 AP-NO LINE 06 P 130 0000 07 08 OVERRIDE PAYABLE VENDOR AND BF-DATA, IF DESIRED: 09 10 VENDOR ID BF-CAT BF-YR BF-ORG BF-EO BF-OBJ VENDOR-NAME 11 VN232323232001 ST. BANK 12 13 14 15 16 17 18 19 20 21 NEXT: AP-NO LINE PPI TYPE SEL 22 P 131 0001 M 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



8SU Accounts Payable Subsidiary Ledger Single Update Screen 3 (ORG, EO, VR, or

OBJECT changes) 01 02 8SU3 09/02/2007 14:26:26 03 8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - SINGLE UPDATE 04 05 DELETE: PPI: 06 07 AP-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT 08 P 2121 0001 85 10 01 01 211 01 06 261000 09 10 CHANGE L1 L2 L3 L4 L5 EO VR OBJECT IF DESIRED 11 85 12 13 VENDOR-ID BF-CAT BF-YR VENDOR-NAME DESCRIPTION 14 VN232323232001 ST.BANK TRAVEL 15 16 GF SF FID BE IBI EF RVL AP-DT AC-DT 17 20 2 010001 85100000 00 09/02/2007 09/02/2007 18 19 20 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT RFRSH CAN

8SU Accounts Payable Subsidiary Ledger Single Update Screen 4

01 02 8SU4 8S-ACCTS PAY SUBSIDIARY - SINGLE UPDATE 09/02/2007 14:28:26 03 04 AP-NO LINE F L1 L2 L3 L4 L5 EO VR OBJECT P DESCRIPTION SUB-VENDOR-ID 05 P 2121 0001 85 10 01 01 211 01 06 261000 TRAVEL E111111111 06 07 ..LINE AMOUNT. ..AMT CHANGE.. VENDOR-ID BF-CAT/YR VENDOR-NAME 08 98.56 VN232323232001 ST.BANK 09 10 AP-GL AP-EGL INVOICE AB ..QUANTITY.. .QTY.CHANGE. PID EN-NO AP-DT 11 31100 A90 30.00 E 111 09022007 12 13 AC-DT CAT YR CF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 09022002 040000 00 71100 246A AAAAA 15 16 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID RVL TRN-DT 17 20 2 010001 85100000 00 1112110000 000000 18 19 BPIN COUNT BF-ORG BF-EO BF-OBJ RCV-DT 20 08282002 21 22 NEXT: AP-NO P LINE PPI TYPE SEL 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR53 Payable Disbursements This transaction is used to record cash disbursements where a payable has previously been established. The entries to remove/reduce the payable from the Accounts Payable Subsidiary and to record the cash disbursement are below. Reversal of the Payable Established in TR80 or TR81: GL Code Description DR CR I/A 31*** Payables or X A 35*** Due to Governmental Units X A 7**** Expenditures X A Records the Expenditure and Actual Disbursement of Cash: S.F. GL Code Description DR CR I/A 7**** Expenditures X I 1 13100 Unexpended G/R Release or X A 2 12200 Released Cash in Treasury or X A 8 11200 Cash in Bank X A When Payable Disbursements are recorded, the Available Balance File is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* - amount - amount Fund Release - amount - amount N/A* Organization Cash N/A* - amount - amount Organization Allotment +/- Diff. +/- Diff. +/- Diff. *N/A = Not applicable Diff. = difference between payable amount and disbursement amount. amount = amount of the actual cash disbursement. Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (same as Fund Cash and Organization Allotment above). This update will take place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input.



Inputting TR53 Transactions Single Transaction Input If a TYPE of “53” and a SEL Code of “S” are entered on any screen, the Single Input Request screen returns (see next pages). This screen is used to enter a single transaction at a time with its Expansion File or Subsidiary data displayed. Procedures for the use of this screen are described below. On line 6, the following fields display. The operator must enter the AP-NO and LINE.

AP-NO Accounts Payable Document number; required field. LINE Accounts Payable Document line number; required field.

The operator should leave the following fields blank unless the disbursement data differs from the originally established payable. To record any of this data different from the payable record, the operator should tab to the appropriate field(s) and input the new data.

L1 L2 L3 L4 L5 Organization Level to which the payable is to be recorded; optional field.

EO Expansion Option; optional field. VR Expansion Option Version; optional field. OBJECT Object Code; optional field.

If no request is made on line 22, the Single Input screen returns the expanded transaction as requested on the Single Input Request screen (see next pages). Procedures for the use of this screen are described below. On line 5, the cursor will be positioned in the Final Payment Indicator field (F). An “F” should be entered here when recording the final payment of a payable. The fields displayed from the previous screen, the Accounts Payable Subsidiary, and/or the Expansion Files are protected and cannot be changed. Also displayed on line 5 are:

CF Certified Forward Indicator; optional field; if used “C” must be input.

DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.





VENDOR-ID Vendor Identification Number; required field; may be overridden. TRN-DT Transaction Date; required field. MMDDYYYY format; YYYY

defaults to current year but may be overridden. Where goods or services have been delivered prior to the entry of the transaction into FLAIR, enter the latter of the date the invoice is received or the goods or services are received, inspected and approved for payment. Where an advance payment is being made (payment is made prior to the receipt of the goods or services), enter all zeros (00000000). Please refer to Section 215.422, Florida Statutes, or Chapter 3A-24, Florida Administrative Code for additional information. Must be less than or equal to current date.

G Grouping Character; optional field. VOUCH-NO Voucher Number; required if BI = X. LINE Voucher Line Number; optional field – required if VOUCH-NO is

assigned. BI Bookkeeping Indicator; optional field. OTHER-DOC Other Document Number; optional field. B Batch Character; optional field. On line 11, the following fields display ready for input.

INVOICE Invoice Number; required field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field. CK-NO Local Fund Check Number; required if BI = $ or C. CK-DT Local Fund Check Date; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field.



BF-OB/CF Benefiting Object Code/Benefiting Certified Forward Indicator;

optional fields. BF-CAT/YR Benefiting Appropriation Category/ Benefiting Year; defaults to

“00” if left blank. If the VENDOR-ID, BF-ORG, BF-EO, and BF-OB are changed, they must be entered in one of the following combinations:



indicating a Journal Transfer transaction or a cash disbursement to a local fund, the benefiting object (BF-OB) and benefiting category (BF-CAT) are both required and BF-OB must be a State Standard Object Code. All other benefiting data should be left blank.


expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing and receiving organizations are within the same operating level, the system generates the Journal Transfer Receipt entries (TR99) during nightly update. See chapter 14.

On line 14, the following fields display. These fields are retrieved from the Expansion Set record (if EO and OBJECT were entered) or the Accounts Payable Subsidiary (if EO and OBJECT were left blank) but, may be overridden.


The following fields on line 14 are retrieved from the Expansion Option Record (if EO was input). An exception to this is the PID field, which is displayed ready for input.




Information File. If file contains *CSFA Code, then edited against the Contract and Grant Title File.


Contractual Voucher Auditing. If entered, edited against the Contract Information File. If file contains *CSFA Code, then edited against the Contract and Grant Title File.

CY Contract Year; optional field. OCA Other Cost Accumulator; optional field. AU Agency Unique; optional field. *Note: CSFA = Catalog State Financial Assistance PID Product Identifier; optional field.

On line 17, the operator will find the following fields displayed. These data codes are retrieved from the Expansion Option record (if EO was entered) or the Accounts Payable Subsidiary (if EO was left blank) and are protected (cannot be changed), with the exception of BE, IBI, STATE PROGRAM, and PROJECT ID.

GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity. IBI Internal Budget Indicator. EF External Fund. STATE-PROGRAM State Program Number. PROJECT ID Project Identifier.

Also on line 17, the AP-GL and AP-EGL display from the subsidiary. These fields are protected and cannot be changed. On line 20, the following data codes are ready for input:

BPIN Beginning Property Item Number; optional field.



COUNT Property Item Counter; optional field; invalid if BPIN is blank. UNITS Optional field. TIME Optional field.

Line 20 or 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction is processed and the requested screen and transaction returns. If no request is made on line 20 or 22, the operator should depress the ENTER key and the transaction is processed. A Single Input screen with the requested data and Expansion File and/or Subsidiary information returns with all other data from the last transaction except CF, AMOUNT, QUANTITY, AB, UNITS, TIME, TRN-DT, and BPIN. Lines 23 and 24 indicate the following available Program Functions:


made. PF12- escapes and does not process current screen. 53S Payables Disbursements Single Input Request Screen

01 02 53S1 09/02/2007 14:30:45 03 TR 53 - PAYABLES DISBURSEMENTS - SINGLE INPUT – REQUEST 04 05 AP-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT 06 P 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



53S Payable Disbursements Single Input Screen 01 02 53S2 09/02/2007 14:31:09 03 TR 53 - PAYABLES DISBURSEMENTS - SINGLE INPUT 04 AP-NO LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID 05 P 2121 0001 85 10 01 01 211 01 06 261000 TRAVEL E111111111 06 07 ...AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 08 VN232323232001 2007 V 09 10 INVOICE AB ..QUANTITY.. CK-NO CK-DT BF-ORG BF-EO BF-OB/CF BF-CAT/YR 11 A90 12 13 CAT YR GL EGL EOB ECAT EP PID GRANT GY CNTRT CY OCA AU 14 040000 00 71100 246A AAAAA 15 16 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID AP-GL AP-EGL 17 20 2 010001 85100000 00 1112110000 000000 31100 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 TYPE SEL 21 22 AP-NO P 2121 0001 L1-L5 EO VR OBJECT 23 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a TYPE of “53” and a SEL Code of “A” are entered on any screen, the Multiple Input screen returns (see next pages). This screen is used to enter up to three transactions at a time with limited Accounts Payable Subsidiary data displayed. Procedures for the use of this screen are described below. On line 6, the operator should enter the AP-NO (Accounts Payable Document number) and depress the ENTER key. The Multiple Input screen returns (see next pages). Procedures for the use of this screen are described below. On lines 9 - 19, the operator may input up to three transactions with the following data codes.

AP-NO Accounts Payable Document number; protected field. LINE Accounts Payable Document Line number; required field.

F Final Payment Indicator; required if LINE is “0000”.

LINE and F may be input in one of the following combinations.

a. To enter a partial payment of a payable line item, enter the specific line number in the LINE field and leave the F field blank.



b. To enter final payment of a payable line item enter the specific line number in the LINE field and an “F” in the F field.

To enter a final payment of an entire payable (i.e., payable has several line items) enter “0000” in the LINE field and an “F” in the F field. This combination may be entered only when the amount of the final payment equals the amount of the payable. If the amounts differ, the payable disbursement for the specific line items must be entered as described in b. above.

DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification Number; optional field. AMOUNT Transaction Amount; required field; positive amounts acceptable

only. VENDOR-ID Vendor Identification Number; optional field. TRN-DT Transaction Date; required field. MMDDYYYY format; YYYY


G Grouping Character; optional field.

VOUCH-NO Voucher Number; required if BI = X. LINE Voucher Line Number; optional field – required if VOUCH-NO is

assigned. BI Bookkeeping Indicator; optional field. OTHER-DOC Other Document Number; optional field. B Batch Character; optional field. INVOICE Invoice Number; required field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field.



CK-NO Local Fund Check Number; required if BI = $ or C. CK-DT Local Fund Check Date; optional field. PID Product Identifier; optional field. BF-ORG Benefiting Organization; optional field. BF-EO Benefiting Expansion Option; optional field. BF-OB/CF Benefiting Object Code/Benefiting Certified Forward Indicator;

optional fields. BF-CAT/YR Benefiting Appropriation Category/ Benefiting Year; defaults to

“00” if left blank. Line 22 may be used to transfer to a different screen. See chapter 8. If no entry is made on line 22, the operator should depress the ENTER key, and the Multiple Input screen returns with lines 9 - 11 completed as on the last transaction on the previous screen except LINE, F, AMOUNT, QUANTITY, AB, BF-ORG, BF-EO, BF-OB/CF, and TRN-DT. Lines 23 and 24 indicate the following available Program Functions:


made. PF12-escapes and does not process current screen.



53A Payable Disbursements Multiple Input Request Screen 01 02 53A1 09/02/2007 14:34:08 03 TR 53 - PAYABLES DISBURSEMENTS - MULTIPLE INPUT – REQUEST 04 05 AP-NO 06 P 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

53A Payables Disbursements Multiple Input Screen

01

02 53A2 09/02/2007 14:34:25 03 TR 53 - PAYABLES DISBURSEMENTS – MULTIPLE INPUT 04 05 AP-NO LINE F DESCRIPTION SUB-VENDOR-ID 06 ...AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 07 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 08 09 P 2121 10 VN232323232001 2007 V 11 12 13 P 2121 14 2007 V 15 16 17 P 2121 18 2007 V 19 20 21 22 NEXT: AP-NO P 100 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR53 Transactions If a TYPE of “53” and a SEL code of “I” or “M” are entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) displays (see next pages). The operator’s organization security clearance displays along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER ID, GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, AP-NO and LINE, and VOUCHER and LINE. Only transactions within the operator’s site and meeting the search criteria will be displayed. If a data code is not entered all TR53 transactions within the operator’s site display in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry displays. On Multiple Inquiry, the first four entries on the file meeting the search criteria display (see next pages). The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria displays. Lines 23 and 24 indicate the following available Program Functions:




53I Payables Disbursements Single Inquiry Request Screen 01 02 53I1 09/02/2007 14:34:50 03 TR 53 - PAYABLES DISBURSEMENTS - SINGLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 06 85 07 08 BF-ORG BF-EO AP-NO LINE VOUCH-NO LINE 09 P V 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

53I Payables Disbursements Single Inquiry Screen

01 02 53I2 09/02/2007 14:35:92 03 TR 53 - PAYABLES DISBURSEMENTS - SINGLE INQUIRY BY SITE 04 AP-NO LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID 05 P 1111 0001 85 20 03 03 000 00 02 261000 CAR RENTAL 06 07 ....AMOUNT.... VENDOR-ID MC TRN-DT G VOUCH-NO LINE BI OTHER-DOC 08 25.00 VF111008661003 A 08282007 09 10 INVOICE AB ..QUANTITY..CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 11 155534 12 13 CAT YR GL EGL EOB ECAT EP GRANT B GY CNTRT CY OCA AU 14 040000 00 71100 15 16 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID AP-GL AP-EGL 17 10 1 000001 85200000 00 1112110000 000000 31100 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 TYPE SEL 21 NEXT: L1 L2 L3 L4 L5 VENDOR-ID AP-NO LINE VOUCH-NO LINE 22 85 P V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



53M Payables Disbursements Multiple Inquiry Request Screen 01 02 53M1 09/02/2007 14:35:19 03 TR 53 - PAYABLES DISBURSEMENTS - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 06 85 07 08 BF-ORG BF-EO AP-NO LINE VOUCH-NO LINE 09 P V 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

53M Payables Disbursements Multiple Inquiry Screen

01 02 53M2 09/02/2007 14:35:29 03 TR 53 - PAYABLES DISBURSEMENTS - MULTIPLE INQUIRY BY SITE 04 AP-NO P 1111 05 X LINE F L1 L2 l3 L4 L5 EO VR OBJECT CF YR DESCRIPTION SUB-VENDOR-ID 06 ...AMOUNT.... VENDOR-ID MC TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 07 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR 08 09 0001 85 20 03 03 000 00 02 261000 00 CAR RENTAL E111111111 10 25.00 VF111998661003 A 08282007 11 12 13 14 15 16 17 18 19 20 TYPE SEL 21 L1 L2 L3 L4 L5 VENDOR-ID AP-NO LINE VOUCH-NO LINE 22 85 P V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR53 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day. To make corrections to TR53 entries entered on a prior day, the operator should use TR58, Disbursement Corrections. See Chapter 13. The operator can access the Single Update by Site screen in two ways:



The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: AP-NO & LINE GF, SF, FID L1 L2 L3 L4 L5 EF EO AP-GL VR AP-EGL OBJECT The following codes may not be deleted, but may be changed: AMOUNT CK-NO (if BI = $ or C) VENDOR-ID CAT TRN-DT GL & EGL VOUCH-NO (if BI = X) BE & IBI INVOICE STATE PROGRAM The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE, SEL and PF fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen. There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen before any input was made. PF12- escapes and does not process current screen.



53U Payables Disbursements Single Update Screen 01 02 53U1 09/02/2007 14:35:43 03 TR 53 - PAYABLES DISBURSEMENTS - SINGLE UPDATE BY SITE 04 DELETE: 05 AP-NO LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID 06 P 4101 0001 85 20 03 03 000 00 02 261000 CAR RENTAL 07 08 ....AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 09 25.00 VF111008661003 08282007 V 10 11 INVOICE AB ..QUANTITY.. CK-NO CK-DT BF-ORG BF-EO BF-OB/CF BF-CAT/YR 12 155534 13 14 CAT YR GL EGL EOB ECAT EP PID GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF STATE PROGRAM PROJECT ID AP-GL AP-EGL 18 10 1 000001 85200000 00 1112110000 000000 31100 19 20 BPIN COUNT ...UNITS.... ...TIME... 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Florida Fact:

The Florida legislature is comprised of representatives from 120 house districts and

40 senate districts.




CHAPTER 19 REVOLVING FUND TRANSACTIONS Local Revolving Funds are used in FLAIR when disbursements are made from a local Revolving Fund and are later reimbursed from a State Operating Fund. The Revolving Fund Transaction Types are discussed in detail in this chapter. Revolving Fund Unencumbered Disbursement (TR52) Revolving Fund Payable Disbursements (TR54) Revolving Fund Encumbered Disbursements (TR71) Revolving Fund Disbursements Corrections (TR59) Revolving Fund Reimbursements (TR32) Revolving Fund Subsidiary (TR7S)

TR52 Revolving Fund Unencumbered Disbursements This transaction is used to record cash disbursements from Revolving Funds where no Encumbrance or Payable has been previously established. TR52 is also used to record credit memos. A credit memo is an invoice crediting the agency’s account instead of issuing the agency a cash refund. The agency may then use the credit memo as payment for an invoice from that same vendor by attaching the credit memo to the voucher and recording a debit expenditure for the amount of the invoice and a credit expenditure for the amount of the credit memo. The system then combines both during voucher processing, and the balance is printed on the Voucher Schedule. Each time a disbursement is recorded through TR52 a record for the disbursement is also entered on the Revolving Fund File. The accounting entries into the agency’s FLAIR records are as follows: Operating Fund (State Fund = 1,2, or 8)

To record a disbursement: S.F. GL Code Description DR CR I/A 7**** Expenditures X I 1 13100 Unexpended Gen. Rev. Release or X A 2 12200 Released Cash in State Treasury or X A 8 11200 Cash in Bank X A

To record a credit memo: S.F. GL Code Description DR CR I/A 1 13100 Unexpended Gen. Rev. Release or X A 2 12200 Released Cash in State Treasury or X A 8 11200 Cash in Bank X A 7**** Expenditures X I



Revolving Fund (State Fund = 8) GL Code Description DR CR I/A 16800 Due from State Funds - Revolving Fund X A 11200 Cash in Bank X A The General Ledger Code for Expenditures (7****) may be retrieved from the Expansion Set record or entered by the operator on the input screen. To record an increase in expenditures, the operator should input a positive amount which will be entered as a debit to the 7**** account. To record a credit memo the operator should input a negative amount (-) which will be entered as a credit to the 7**** account. The fund number for the Operating Fund and the Fund Identifier for the Revolving Fund are carried on the Expansion Option record that is used with the entry. The system will generate a GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the Revolving Fund Identifier. When Revolving Fund Unencumbered Disbursements are recorded, the Available Balance File for the Operating Fund is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* +/-amount +/-amount Fund Release +/-amount +/-amount N/A* Organization Cash N/A* +/-amount +/-amount Organization Allotment +/-amount +/-amount +/-amount * N/A = not applicable NOTE: Grant Fund Cash, Contract Fund Cash, Project Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (like Fund Cash and Organization Allotment above). This update will take place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input. The Available Balance File for the Revolving Fund is updated by subtracting the amount of the disbursement from the Revolving Fund’s Fund Cash Balance. Also, these records will be added to the Revolving Fund File (7S) after voucher processing (usually overnight). The delay is because the voucher number is required as part of the key for the subsidiary.



Inputting TR52 Transactions Single Transaction Input If a TYPE of “52” and a SEL of “S” are entered on any screen, the Single Input Request screen displays (see next pages). Procedures for the use of this screen are described below. On line 6, the operator should enter the appropriate data in the following fields:

L1 L2 L3 L4 L5 Organization Code; required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. PPI Prior Period Indicator; defaults to current period if left blank.

The Single Input screen displays the fully expanded transaction as requested on the Single Input Request screen. Procedures for the use of this screen are described beginning below. On line 6, the fields returned from the previous screen are protected and cannot be changed. Also displayed and available for input online 6 are the following fields:

CF Certified Forward Indicator; optional field; if used a “C” must be input.

DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification number; optional field.


AMOUNT Transaction Amount; required field; positive amounts to record disbursements and negative amounts (-) to record credit memos.

VENDOR-ID Vendor Identification number; required field; must be a Regular

(V), Employee (E), or Client (C) Vendor. TRN-DT Transaction Date; required field. MMDDYYYY format; YYYY

defaults to current year but the last two digits of the year may be overridden. Where goods or services have been delivered prior to the entry of the transaction into FLAIR, enter the latter of the date the invoice is received or the goods or services are received, inspected and approved for payment. Where an advance payment is being made (payment is made prior to the receipt of



the goods or services), enter all zeros (00000000). Please refer to Section 215.422, Florida Statutes, or Chapter 3A-24, Florida Administrative Code for additional information. Must be less than or equal to current date.

OTHER-DOC Other Document number; optional field. G Grouping Character; optional field. VOUCH NO Voucher number; optional field; required if BI = X. LINE Voucher Line number; optional field – required if VOUCH-NO is

assigned. BI Bookkeeping Indicator; optional field.


INVOICE Invoice number; required field. AB Available Balance Override Indicator; optional field. CK-NO Local Fund Check number; optional field – required if BI = $ or C.

CK-DT Local Fund Check Date; optional field. B Batch Character; optional field. PID Product Identifier; optional field.

On line 15, the following fields display. These fields are retrieved from the Expansion Set record but may be overridden (changed). These fields will be blank if an Expansion Set record is not accessed, but the data codes may be added.




These fields on line 15 are also retrieved from the Expansion Option record. They may be overridden (changed), but if changed, the entered data code must be on the Title File.



GY Grant Year; optional field. CNTRT Contract number; optional field; BI must equal Z to bypass

Contractual Voucher Auditing. If entered, edited against the Contract Information File. If Contract Information File contains a *CSFA Code, then edited against the Contract and Grant Title File. * Note: CSFA = Catalog State Financial Assistance.



GF GAAFR Fund. SF State Fund. FID Fund Identifier. EF External Fund. RVL Revolving Fund Identifier.

Also displayed on line 18 are the following data codes retrieved from the Expansion Option record. These fields may be overridden (changed), but if changed, the entered code must be on the Title File.

BE Budget Entity. IBI Internal Budget Indicator. STATE PROGRAM State Program number; required field. PROJECT-ID Agency Project number; optional field.




BPIN Beginning Property Item number; optional field. COUNT Property Item Counter; optional field. UNITS Optional field. TIME Optional field.

Line 22 may be used to transfer to a different screen using the TYPE and SEL fields. The operator should then depress the ENTER key. The transaction processes and the requested screen and transaction return. If no request is made on line 22, the operator should depress the ENTER key, and the transaction is processed. A Single Input screen returns with all other data from the last transaction except AMOUNT, CF, QUANTITY, UNITS, TIME, YR, TRNDT, AB, and BPIN displayed. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF12- escapes and does not process current screen.

52S Revolving Fund Unencumbered Disbursements Single Input Request Screen

01 02 52S1 09/02/2007 09:24:05 03 TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - SINGLE INPUT - REQUEST 04 05 L1 L2 L3 L4 L5 EO VR OBJECT PPI 06 85 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



52S Revolving Fund Unencumbered Disbursements Single Input Screen

01 02 52S2 09/02/2007 09:26:40 03 TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - SINGLE INPUT 04 05 L1 L2 L3 L4 L5 EO VR OBJECT PPI CF DESCRIPTION SUB-VENDOR-ID 06 85 20 00 00 000 DD 01 380000 07 08 ....AMOUNT.... VENDOR-ID TRN-DT OTHER-DOC G VOUCH-NO LINE BI 09 2007 V 10 11 INVOICE AB ..QUANTITY.. CK-NO CK-DT B PID 12 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 18 10 1 000001 85200000 00 1112110000 000000 010001 19 20 BPIN COUNT ...UNITS.... ...TIME.... 21 22 NEXT: L1-L5 85 20 00 00 000 EO DD VR OBJECT 380000 PPI TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a TYPE of “52” and a SEL of “A” are entered on any screen, the Multiple Input screen returns (see next pages). This screen is used to enter up to three transactions at a time with no Expansion File data displayed. When using the Multiple Input screen, the Expansion Option record must be accessed. No override capability is allowed when using the Multiple Input screen. Procedures for the use of this screen are described below. On lines 9 - 19, the operator may input up to three transactions with the following data codes.

L1 L2 L3 L4 L5 Organization Code; required field. EO Expansion Option; required field. VR Expansion Option Version; optional field. OBJECT Object Code; required field. CF Certified Forward Indicator; optional field; if used a “C” must be

input. YR Appropriation Year; defaults to “00” if left blank.



PPI Prior Period Indicator; defaults to current period if left blank. DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification number; optional field. AMOUNT Transaction Amount; required field; positive amounts to record

disbursements and negative amounts to record credit memos.

VENDOR-ID Vendor Identification number; required field.

TRN-DT Transaction Date; required field. MMDDYYYY format; YYYY defaults to current year but may be overridden. Where goods or services have been delivered prior to the entry of the transaction into FLAIR, enter the latter of the date the invoice is received or the goods or services are received, inspected and approved for payment. Where an advance payment is being made (payment is made prior to the receipt of the goods or services), enter all zeros (00000000). Please refer to Section 215.422, Florida Statutes, or Chapter 3A-24, Florida Administrative Code for additional information. Must be less than or equal to current date.

OTHER-DOC Other Document number; optional field. G Grouping Character; optional field. VOUCH-NO Voucher number; optional field; required if BI = X. LINE Voucher Line number; optional field – required if VOUCH-NO is

assigned. BI Bookkeeping Indicator; optional field. INVOICE Vendor’s Invoice number; required field.

AB Available Balance Override Indicator; optional field. QUANTITY Optional field. CK-NO Local Fund Check number; optional field – required if BI = $ or C. CK-DT Local Fund Check Date; optional field. B Batch character; optional field. PID Product Identifier; optional field.



The operator may use the “DUP” key in all fields except Organization L1, TRN-DT, QUANTITY, and AMOUNT. Line 21 may be used to transfer to a different screen using the TYPE and SEL fields. The operator should then depress the ENTER key. The transactions process and the requested screen and transaction displays. If no entry is made on line 21, the operator should depress the ENTER key, and the Multiple Input screen will return with lines 8, 9, and 10 completed as on the previous screen except CF, AMOUNT, QUANTITY, YR, TRN-DT, and AB. Lines 23 and 24 indicate the following available Program Functions:


52A Revolving Fund Unencumbered Disbursements Multiple Input Screen 01 02 52A1 09/02/2007 09:38:11 03 TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - MULTIPLE INPUT 04 05 L1 L2 L3 L4 L5 EO VR OBJECT CF YR PPI DESCRIPTION SUB-VENDOR-ID 06 ....AMOUNT.... VENDOR-ID TRN-DT OTHER-DOC G VOUCH-NO LINE BI 07 INVOICE AB ..QUANTITY.. CK-NO CK-DT B PID 08 09 85 10 2007 V 11 12 13 85 14 2007 V 15 16 17 85 18 2007 V 19 20 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR52 Transactions If a TYPE of “52” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display (see next pages). The operator’s organization security clearance displays along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER I.D., GF, SF, FID, BE, IBI, VENDOR-ID, VOUCH-NO, and LINE. Only transactions within the operator’s site and meeting the search criteria will be displayed. If a data code is not entered all TR52 transactions within the operator’s site will be displayed in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry displays. On Multiple Inquiry, the first three entries on the file meeting the search criteria will display (see pages later in this chapter). The requested accounting entries are as they appear on the Daily Input File. This data is protected and cannot be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria display. Lines 23 and 24 indicate the following available Program Functions:




52I Revolving Fund Unencumbered Disbursements Single Inquiry Request Screen 01 02 52I1 09/02/2007 09:43:23 03 TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - 04 SINGLE INQUIRY BY SITE - REQUEST 05 06 07 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 08 85 09 10 VOUCH-NO LINE 11 V 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

52I Revolving Fund Unencumbered Disbursements Single Inquiry Screen

01 02 52I2 TR 52 - RVL FUND UNENC DISB - SINGLE INQUIRY BY SITE 09/02/2007 14:17:46 03 04 L1 L2 L3 L4 L5 EO VR OBJECT PPI CF DESCRIPTION SUB-VENDOR-ID 05 85 20 00 00 000 DD 01 380000 OFFICE SUPPLIES 06 07 ....AMOUNT.... VENDOR-ID MC TRN-DT OTHER-DOC VOUCH-NO LINE 08 11500.00 VN232323232001 A 08/28/2007 09 10 INVOICE AB ..QUANTITY.. CK-NO CK-DT B PID BI G 11 472 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 040000 00 71100 15 16 GF SF FID BE IBI EF RVL STATE-PROGRAM PROJECT ID 17 10 1 000001 85200000 00 010001 1112110000 000000 18 19 BPIN COUNT UNITS TIME 20 TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VOUCH-NO LINE VENDOR-ID 22 85 V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



52M Revolving Fund Unencumbered Disbursements Multiple Inquiry Request Screen 01 02 52M1 09/02/2007 09:43:55 03 TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - 04 MULTIPLE INQUIRY BY SITE - REQUEST 05 06 07 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 08 85 09 10 VOUCH-NO LINE 11 V 12 13 14 15 16 17 18 19 20 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

52M Revolving Fund Unencumbered Disbursements Multiple Inquiry Screen

01 02 52M2 09/02/2007 14:23:25 03 TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - MULTIPLE INQUIRY BY SITE 04 05 X L1 L2 L3 L4 L5 EO VR OBJECT CF YR PPI DESCRIPTION SUB-VENDOR-ID 06 ....AMOUNT.... VENDOR-ID MC TRN-DT OTHER-DOC G VOUCH-NO LINE 07 BI INVOICE AB ..QUANTITY.. CK-NO CK-DT B PID 08 85 20 00 00 000 DD 01 380000 00 OFFICE SUPPLIES 09 11500.00 VN232323232001 A 09022002 10 472 1138 09022007 11 12 85 20 00 00 000 DD 01 261000 00 TAMPA CONFERENCE E043978166 13 325.00 VF456456456001 A 09022002 US1915 14 US747 1139 09022007 15 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VOUCH-NO LINE VENDOR-ID 22 85 V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



Updating TR52 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day. To make corrections to TR52 entries entered on a prior day, the operator should use TR59, Revolving Fund Disbursement Corrections. (See section later in this chapter.) The operator can access the Single Update by Site screen in two ways:

1. by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the

SEL field at the bottom of the screen, and depressing the ENTER key; or 2. by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X

field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed: L1 L2 L3 L4 L5 GF, SF, FID EO EF VR RVL OBJECT The following codes may not be deleted, but may be changed: VENDOR-ID CAT TRN-DT AMOUNT VOUCH-NO (if BI = X) GL LINE (if VOUCH-NO is assigned) BE & IBI INVOICE STATE PROGRAM CK-NO (if BI = $ or C) The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry used to access the Update screen. There is no NEXT line on the Single Update by Site screen. If another record is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:




52U Revolving Fund Unencumbered Disbursements Single Update Screen 01 02 52U1 09/02/2007 09:56:43 03 TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - SINGLE UPDATE BY SITE 04 05 DEL L1 L2 L3 L4 L5 EO VR OBJECT PPI CF DESCRIPTION SUB-VENDOR ID 06 85 20 00 00 000 DD 01 380000 OFFICE SUPPLIES 07 08 ....AMOUNT.... VENDOR-ID TRN-DT OTHER-DOC G VOUCH-NO LINE 09 25000.00 VF593300311001 09022007 V 10 11 BI INVOICE AB ..QUANTITY.. CK-NO CK-DT B PID 12 1731 1194 09022002 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 18 10 1 000001 85200000 00 1112110000 000000 010001 19 20 BPIN COUNT ...UNITS.... ...TIME.… 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

TR54 Revolving Fund Payable Disbursements This transaction is used to record cash disbursements where a payable has been previously established and the disbursement is made through a Revolving Fund. The system generates the following entries to remove/reduce the payable from the Accounts Payable Subsidiary and to record the cash disbursement on the General Ledger. OPERATING FUND (STATE FUND = 1, 2, or 8)

To record the Reversal of the Payable established through TR80 or TR81: GL Code Description DR CR I/A 31*** Payables or X A 35*** Due to Governmental Units X A 7**** Expenditures X A



To record the Expenditure for the Actual Amount of the Disbursement: S.F. GL Code Description DR CR I/A 7**** Expenditures X I 1 13100 Unexpended Gen. Rev. Release or X A 2 12200 Released Cash in State Treasury or X A 8 11200 Cash in Bank X A REVOLVING FUND (STATE FUND = 8) To record the Receivable due from the Operating Fund and the Disbursement of Cash from the Revolving Fund: GL Code Description DR CR I/A 16800 Due from State Funds – Rev. Fund X A 11200 Cash in Bank X A The General Ledger Code for Expenditures (7****) may be retrieved from the Expansion Set record or entered by the operator on the Input screen. The General Ledger Code for Payables (3****) is retrieved from the Accounts Payable Subsidiary. To record the disbursement the operator should input a positive amount that will initiate the above entries. The fund coding for the Operating Fund and the Fund Identifier for the Revolving Fund are carried on the Expansion Option record that is used with the entry. The system generates a GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the Revolving Fund Identifier. When Revolving Fund Payable Disbursements are recorded, the Available Balance File for the Operating Fund is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* - amount - amount Fund Release - amount - amount N/A* Organization Cash N/A* - amount - amount Organization Allotment +/- diff. +/- diff. +/- diff. * N/A = not applicable diff. = difference in the amount of the payable and the amount of the actual cash disbursement Grant Fund Cash, Contract Fund Cash, Project Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (like Fund Cash and



Organization Allotment above). This update will take place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input. The Available Balance File for the Revolving Fund is updated by subtracting the amount of the disbursement from the Revolving Fund’s Fund Cash Balance. These records will be added to the Revolving Fund File (7S) after voucher processing. The delay is because the voucher number is required as part of the key for the subsidiary. Inputting TR54 Transactions Single Transaction Input If a TYPE of “54” and a SEL of “S” are entered on any screen, the Single Input Request screen returns (see next pages). This screen is used to enter a single transaction at a time with its Expansion File/or Subsidiary data displayed. Procedures for the use of this screen are described below. On line 6, the operator must enter the AP-NO and LINE.

AP-NO Accounts Payable Document number; required field. LINE Accounts Payable Document Line number; required field.

The following fields should not be entered unless the disbursement data differs from the originally recorded payable data. To enter this data differently from the payable data, the operator should tab to the appropriate field(s) and key in the new data.

L1 L2 L3 L4 L5 Organization Code; optional field. EO Expansion Option; optional field VR Expansion Option Version; optional field. OBJECT Object Code; optional field

If no request is made on line 22, the Single Input screen returns the fully expanded transaction.(See next pages.) Procedures for the use of this screen are described beginning below. On line 6, the fields displayed from the previous screen are protected and cannot be changed. The cursor is positioned in the Final Payment Indicator (F) field. This is an optional field and should be used to indicate the final payment of a payable line item.



LINE and F may be input in either of the following combinations.

1. To enter a partial payment of a payable line item enter the specific line number in the LINE field and leave the F field blank.

2. To enter a final payment of a payable line item enter the specific line number in the LINE field and an “F” in the F field.

Also displayed are the following data fields that can be input or overridden:

CF Certified Forward Indicator; optional field; if used a “C” must be entered.




VENDOR-ID Vendor Identification number; required field; must be a Regular

(V), Employee (E), or Client (C) vendor. TRN-DT Transaction Date; required field. MMDDYYYY format; YYYY


G Grouping Character; optional field. VOUCH-NO Voucher number; optional field; required if BI = X. LINE Voucher Line number; optional field. BI Bookkeeping Indicator; optional field. OTHER-DOC Other Document number; optional field. B Batch Character; optional field.




INVOICE Invoice number; required field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field. CK-NO Local Fund Check number; optional field – required if BI = $ or C. CK-DT Local Fund Check Date; optional field. PID Product Identifier; optional field.

Also Displayed on line 12 are the following fields. These fields are retrieved from the Accounts Payable Subsidiary and are protected (cannot be changed).

AP-GL Accounts Payable General Ledger AP-EGL Accounts Payable External General Ledger

On line 15, the following fields display. These fields are retrieved from the Expansion Set record (if EO and OBJECT were entered on the Request screen) or the Accounts Payable Subsidiary (if EO and OBJECT were left blank on the Request screen), but may be overridden.

CAT Appropriation Category; required field.

YR Appropriation Year; defaults to “00” if left blank. GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field. ECAT External Category; optional field.

The following fields on line 15 are retrieved from the Expansion Option record (if EO was entered on the Request screen) or the Accounts Payable Subsidiary (if EO was left blank on the Request screen), but may be overridden. If entered, the data code must be on the Title File.






Contractual Voucher Auditing. If entered, edited against the Contract Information File. If Contract Information File contains a *CSFA Code, then edited against the Contract and Grant Title File


*Note: CSFA = Catalog State Financial Assistance

On line 18, the following fields display. These data codes are retrieved from the Expansion Option record (if EO was entered on the Request screen) or the Accounts Payable Subsidiary (if EO was left blank on the Request screen) and are protected (cannot be changed).

GF GAAFR Fund. SF State Fund. FID Fund Identifier. EF External Fund. RVL Revolving Fund Identifier.

Also displayed on line 18 are the following data codes, retrieved from the Expansion Option record and may be overridden.

BE Budget Entity. IBI Internal Budget Indicator. STATE PROGRAM State Program number; required field. PROJECT-ID Agency Project number; optional field.


BPIN Beginning Property Item number; optional field.



COUNT Property Item Counter; optional field. UNITS Optional field. TIME Optional field.

Line 21 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction processes, and the requested screen and transaction returns. If no request is made on line 21 or 22, the operator should depress the ENTER key, and the transaction processes. A Single Input screen with the requested data and Expansion File and/or Subsidiary information returns with all other data from the last transaction except AMOUNT, QUANTITY, UNITS, TIME, CF, TRN-DT, AB, and BPIN displayed. Lines 23 and 24 indicate the following available Program Functions:


54S Revolving Fund Payables Disbursements Single Input Request Screen

01 02 54S1 09/02/2007 10:48:44 03 TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - SINGLE INPUT – REQUEST 04 05 AP-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT 06 P 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



54S Revolving Fund Payable Disbursements Single Input Screen

01 02 54S2 09/02/2007 10:54:45 03 TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - SINGLE INPUT 04 05 AP-NO LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID 06 P 111 0001 85 20 03 00 000 DD 03 511000 07 08 ...AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 09 VF111998661003 2007 V 10 11 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID AP-GL AP-EGL 12 31100 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 060000 00 72100 16 17 GF SF FID BE IBI EF RVL STATE-PROGRAM PROJECT ID 18 10 1 000001 85200000 00 010001 1112110000 000000 19 20 BPIN COUNT ...UNITS.... ...TIME... 21 TYPE SEL 22 AP-NO P 111 0001 L1-L5 EO VR OBJECT 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Multiple Transaction Input If a TYPE of “54” and a SEL of “A” are entered on any screen, the Multiple Input Request screen returns (see next pages). On line 6, the operator should input the AP-NO (Accounts Payables Document number). After completing the screen, the operator should depress the ENTER key, and the Multiple Input screen returns (see next pages). This screen is used to enter up to three transactions at a time with limited Accounts Payable Subsidiary data displayed. Procedures for the use of this screen are described below. On line 9 - 19, the operator may input up to three transactions with the following data codes.

AP-NO Accounts Payable Document number; protected field. LINE Accounts Payable Document Line number; required field. F Final Payment Indicator; optional field.

LINE and F may be input in one of the following combinations:

1. To record a partial payment of a payable line item, enter the specific line number in the LINE field and leave the F field blank.



2. To record final payment of a payable line item, enter the specific line number in the LINE field and an “F” in the F field.

To record a final payment of an entire payable (i.e. payable has several line items), enter “0000” in the LINE field and an “F” in the F field. This combination may be entered only when the amount of the final payment equals the amount of the payable. If the amounts differ, the payable disbursement for the specific line items must be entered as described immediately above. DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification number; optional field.


VENDOR-ID Vendor Identification number; retrieved from the Accounts

Payable Subsidiary; may be overridden. TRN-DT Transaction Date; required field. MMDDYYYY format; YYYY


G Grouping Character; optional field. VOUCH-NO Voucher number; optional field; required if BI = X. LINE Voucher Line number; optional field – required if VOUCH-NO is

assigned. BI Bookkeeping Indicator; optional field. OTHER-DOC Other Document number; optional field.

B Batch Character; optional field. INVOICE Invoice number; required field. AB Available Balance Override Indicator; optional field.



QUANTITY Optional field. CK-NO Local Fund Check number; optional field – required if BI = $ or C. CK-DT Local Fund Check Date; optional field. PID Product Identifier; optional field.

Line 22 may be used to transfer to a different screen. See chapter 8. If no entry is made on line 22, the operator should depress the ENTER key, and the Multiple Input screen returns with lines 9, 10, and 11 completed as on the last transaction on the previous screen except LINE, AMOUNT, and QUANTITY. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria.

54A Revolving Fund Payable Disbursement Multiple Input Request Screen

01 02 54A1 09/02/2007 11:02:39 03 TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - MULTIPLE INPUT - REQUEST 04 05 AP-NO 06 P 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



54A Revolving Fund Payable Disbursements Multiple Input Screen

01 02 54A2 09/02/2007 11:04:56 03 TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - MULTIPLE INPUT 04 05 AP-NO LINE F DESCRIPTION SUB-VENDOR-ID 06 ...AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC 07 B INVOICE AB ..QUANTITY.. CK-NO CK-DT PID 08 09 P 112 10 VF593300311001 2007 V 11 12 13 P 112 14 2007 V 15 16 17 P 112 18 2007 V 19 20 21 22 NEXT: AP-NO P 112 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR54 Transactions If a TYPE of “54” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) display (see next pages). The operator’s organization security clearance displays along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER I.D., GF, SF, FID, BE, IBI, VENDOR-ID, AP-NO and LINE, and VOUCH-NO and LINE. Only transactions within the operator’s site and meeting the search criteria return. If a data code is not entered, all TR54 accounting transactions within the operator’s site display in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry returns. On Multiple Inquiry, the first three entries on the file meeting the search criteria will be displayed. (See next pages.) The operator will find the requested accounting entries as they appear on the Daily Input File. The data is protected and cannot be changed.





54I Revolving Fund Payable Disbursements Single Inquiry Request Screen 01 02 54I1 09/02/2007 11:28:29 03 TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - 04 SINGLE INQUIRY BY SITE - REQUEST 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 AP-NO LINE VOUCH-NO LINE 10 P V 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



54I Revolving Fund Payable Disbursements Single Inquiry Screen 01 02 54I2 09/02/2007 11:31:45 03 TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - SINGLE INQUIRY BY SITE 04 AP-NO LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID 05 P 111 0001 85 20 03 00 000 DD 03 511000 06 07 ....AMOUNT.... VENDOR-ID MC TRN-DT VOUCH-NO LINE BI OTHER-DOC 08 5000.00 VF111998661003 A 09/02/2007 09 10 B G INVOICE AB ..QUANTITY.. CK-NO CK-DT PID AP-GL AP-EGL 11 1731 31100 12 13 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 14 060000 00 72100 15 16 GF SF FID BE IBI EF RVL STATE-PROGRAM PROJECT-ID 17 10 1 000001 85200000 00 010001 1112110000 000000 18 19 BPIN COUNT ...UNITS.... ...TIME... 20 TYPE SEL 21 NEXT: L1 L2 L3 L4 L5 VENDOR-ID AP-NO LINE VOUCH-NO LINE 22 85 P V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

54M Revolving Fund Payable Disbursements Multiple Inquiry Request Screen

01 02 54M1 09/02/2007 11:34:14 03 TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - 04 MULTIPLE INQUIRY BY SITE - REQUEST 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 AP-NO LINE VOUCH-NO LINE 10 P V 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



54M Revolving Fund Payable Disbursements Multiple Inquiry Screen 01 02 54M2 09/02/2007 11:36:03 03 TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - MULTIPLE INQUIRY BY SITE 04 AP-NO P 111 05 X LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF YR DESCRIPTION SUB-VENDOR-ID 06 ....AMOUNT.... VENDOR-ID MC TRN-DT G VOUCH-NO LINE BI OTHER-DOC 07 B INVOICE AB ..QUANTITY.. CK-NO CK-DT PID 08 09 0001 85 20 03 00 000 DD 03 511000 00 10 5000.00 VF111998661003 A 09022007 11 1731 12 13 14 15 16 17 18 19 20 TYPE SEL 21 L1 L2 L3 L4 L5 VENDOR-ID AP-NO LINE VOUCH-NO LINE 22 85 P V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR54 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day. To make corrections to TR54 entries entered on a prior day, the operator should TR59, Revolving Fund Disbursement Corrections. (See section later in this chapter.) The operator can access the Single Update by Site screen in two ways:



field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: AP-NO and LINE L1 L2 L3 L4 L5 EO VR OBJECT GF, SF, FID BE & IBI EF



RVL AP-GL AP-EGL The following codes may not be deleted, but may be changed: AMOUNT VENDOR-ID TRN-DT INVOICE CK-NO (if BI=$ or C) CAT GL STATE PROGRAM The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry used to access the Update screen. There is no NEXT line on the Single Update by Site screen. If another record is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined above. Lines 23 and 24 indicate the following available Program Functions:


54U Revolving Fund Payable Disbursements Single Update Screen

01 02 54U1 09/02/2007 11:44:31 03 TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - SINGLE UPDATE BY SITE 04 DELETE: 05 AP-NO LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR ID 06 P 111 0001 85 20 03 00 000 DD 03 511000 07 08 ....AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 09 5000.00 VF111998661003 09022007 V 10 11 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID AP-GL AP-EGL 12 1731 31100 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 060000 00 72100 16 17 GF SF FID BE IBI EF RVL STATE-PROGRAM PROJECT-ID 18 10 1 000001 85200000 00 010001 1112110000 000000 19 20 BPIN COUNT ...UNITS.... ...TIME... 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR71 Revolving Fund Encumbered Disbursements This transaction is used to record cash disbursements from a Revolving Fund where an encumbrance has been previously established. Each time a disbursement is entered through TR71, a record is also entered on the Revolving Fund File (7S). The accounting entries into the agency’s FLAIR records are as follows: OPERATING FUND (STATE FUND = 1, 2 or 8) S.F. GL Code Description DR CR I/A 7**** Expenditures X I 1 13100 Unexpended Gen. Rev. Release or X A 2 12200 Released Cash in State Treasury or X A 8 11200 Cash in Bank X A The following entry is also generated to remove the encumbrance from the Encumbrance Subsidiary: GL Code Description DR CR I/A 98100 Budgetary Fund Bal. Res. for Encum. X A 94100 Encumbrances X A REVOLVING FUND (STATE FUND = 8) GL Code Description DR CR I/A 16800 Due from State Funds-Rev. Fund X A 11200 Cash in Bank X A The General Ledger Code for Expenditures (7****) may be retrieved from the Expansion Set record or entered by the operator. To record an increase in expenditures, the operator should input a positive amount which will be entered as to a debit to the 7**** account. Negative amounts are not accepted for this transaction. The funding codes for the Operating Fund along with the Fund Identifier for the Revolving Fund is carried on the Expansion Option record that is used with the entry. The system generates a GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the Revolving Fund Identifier.



When Revolving Fund Encumbered Disbursements are recorded the Available Balance File for the Operating Fund is updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* - amount - amount Fund Release - amount - amount N/A* Organization Cash N/A* - amount - amount Organization Allotments +/- diff. +/- diff. +/- diff. * N/A = not applicable diff. = difference between the amount of the original encumbrance and the disbursement NOTE: Grant Fund Cash, Contract Fund Cash, Project Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (like Fund Cash and Organization Allotment above). This update will take place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input. The Available Balance File for the Revolving Fund is updated by subtracting the amount of the disbursement from the Revolving Fund’s Fund Cash Balance. Also, these records will be added to the Revolving Fund File (7S) after voucher processing (usually overnight). The delay is because the voucher number is required as part of the key for the subsidiary. Inputting TR71 Transactions Single Transaction Input If a TYPE of “71” and a SEL of “S” are entered on any screen, the Single Input Request screen returns (see next pages). Procedures for the use of this screen are described below. On line 6, the EN-NO and LINE must be entered to retrieve the record from the Encumbrances Subsidiary.

EN-NO Encumbrance Document number; required field. LINE Encumbrance Document Line number; required field.

The following fields should be left blank unless the disbursement data differs from the originally established encumbrance record. To record the disbursement differently from the encumbrance, the operator should tab to the appropriate field(s) and key in the new data.

L1 L2 L3 L4 L5 Organization Level to which the disbursements is to be recorded; optional field.

EO Expansion Option; optional field.



VR Expansion Option Version; optional field. OBJECT Object Code; optional field.

If Organization (L1 L2 L3 L4 L5), EO, VR, and/or OBJECT were entered, the transaction will be expanded in the Expansion Files. If these data codes were not entered, all necessary data is retrieved from the Encumbrances Subsidiary and no data is retrieved from the Expansion Files. If no request is made on line 22, the Single Input screen displays the fully expanded transaction as requested on the Single Input Request screen. Procedures for the use of this screen are described beginning below. On line 6, the data fields from the previous screen and the Memo/Blanket Indicator (MBI) from the Encumbrance Subsidiary display. These fields are protected and cannot be changed. The cursor will be positioned in the Final Payment Indicator (F) field. This is an optional field and can only be used to indicate the final payment of an encumbrance line item. LINE and F may be input in one of the following combinations.

1. To enter a partial payment of an encumbrance line item, enter the line number in the LINE field and leave the F field blank.

2. To enter a final payment of an encumbrance line item, enter the line number in the LINE field and an “F” in the F field.

Also displayed on line 6 are the following data codes ready for input.

CF Certified Forward Indicator; optional field; if used a “C” must be input.




VENDOR-ID Vendor Identification number; from the Encumbrances Subsidiary;

may be overridden. TRN-DT Transaction Date; required field. MMDDYYYY format; YYYY

defaults to current year but may be overridden. Where goods or services have been delivered prior to the entry of the transaction into FLAIR, enter the latter of the date the invoice is received or the goods or services are received, inspected and approved for



payment. Where an advance payment is being made (payment is made prior to the receipt of the goods or services), enter all zeros (00000000). Refer to Section 215.422, Florida Statutes, or Chapter 3A-24, Florida Administrative Code for additional information. Must be less than or equal to current date.

G Grouping Character; optional field. VOUCH-NO Voucher number; optional field; required if BI = X. LINE Voucher Line number; optional field. BI Bookkeeping Indicator; optional field. OTHER-DOC Other Document number; optional field. B Batch Character; optional field.


INVOICE Invoice number; required field. AB Available Balance Override Indicator; optional field. QUANTITY Optional field. CK-NO Local Fund Check number; optional field – required if BI = $ or C. CK-DT Local Fund Check Date; optional field. PID Product Identifier; optional field.

Also Displayed on line 12 are the following fields, retrieved from the Expansion Option record. They may be overridden (changed).

STATE PROGRAM State Program number; required field. PROJECT ID Agency Project number; optional field.

On line 15, the following fields display. These fields are retrieved from the Encumbrances Subsidiary unless Organization, VR, EO, and/or Object were input on the request screen. In such case, these fields are generated from the Expansion Set record but may be overridden (changed). These fields will be blank if an Expansion Set record is not accessed, but the data codes may be added.

CAT Appropriation Category; required field. YR Appropriation Year; defaults to “00” if left blank.



GL General Ledger Code; required field. EGL External General Ledger Code; optional field. EOB External Object Code; optional field. ECAT External Category; optional field.

The following fields on line 15 are retrieved from the Encumbrance Subsidiary or the Expansion Option record. These fields may be overridden (changed), but if changed, the entered data code must be on the Title File.




Contractual Voucher Auditing. If entered, edited against the Contract information file. If Contract Information File contains a *CSFA Code, then edited against the Contract and Grant Title File.


*Note: CSFA = Catalog State Financial Assistance On line 18, the following fields display. These data codes are retrieved from the Expansion Option record and are, with the exception of BE and IBI, protected (cannot be changed).

GF GAAFR Fund. SF State Fund. FID Fund Identifier. BE Budget Entity. IBI Internal Budget Indicator.



EF External Fund. RVL Revolving Fund Identifier.

Also displayed on line 18 are the following data codes ready for input:

BPIN Beginning Property Item number; optional field. COUNT Property Item Counter; optional field. UNITS Optional field. TIME Optional field.

Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transaction is processed and the requested screen and transaction returns. If no request is made on line 22 the operator should depress the ENTER key and the transaction is processed. A Single Input screen with the requested data and Expansion File information returns with all other data from the last transaction except AMOUNT, QUANTITY, UNITS, TIME, CF, AB, TRN-DT, and BPIN displayed. Lines 23 and 24 indicate the following available Program Functions:




71S Revolving Fund Payable Disbursements Single Input Request Screen 01 02 71S1 09/02/2007 08:08:00 03 TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - SINGLE INPUT - REQUEST 04 05 EN-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

71S Revolving Fund Payable Disbursements Single Input Screen

01 02 71S2 09/02/2007 08:10:59 03 TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - SINGLE INPUT 04 05 EN-NO MBI LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID 06 E101 0001 85 20 03 03 000 00 02 261000 CAR RENTAL 07 08 ...AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 09 VF111998661003 2007 V 10 11 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID STATE PROGRAM PROJECT ID 12 1112110000 000000 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF RVL BPIN COUNT ...UNITS.... ...TIME... 18 10 1 000001 85200000 00 010001 19 20 EN-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT 21 E 101 0001 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Multiple Transaction Input If a TYPE of “71” and a SEL of “A” are entered on any screen, the Multiple Input Request screen displays (see next pages). When using this screen, the Encumbrance Subsidiary must be accessed. Limited override capability is allowed when using the Multiple Input screen. Procedures for the use of this screen are below. On line 6, the operator should input the EN-NO (Encumbrance Document number). If no request is made on line 22, the Multiple Input screen, as shown on the bottom of page 47, displays. This screen is used to input up to four transactions with limited Expansion File or Encumbrance Subsidiary information displayed. Procedures for the use of this screen begin below. On line 7 - 21, the operator may input up to four transactions with the following data codes.

EN-NO Encumbrance number; returned from the request screen; protected field.

MBI Memo/Blanket Indicator; retrieved from the Encumbrances

Subsidiary; protected field. LINE Encumbrance Document Line number; optional field. F Final Payment Indicator; optional field.

LINE and F may be input in one of the following combinations.

To record a partial payment of an encumbrance line item, enter the specific line number in the LINE field and leave the F field blank.

To record a final payment of an encumbrance line item, enter the specific line number in the LINE field and an “F” in the F field.

To record the final payment of an entire encumbrance (i.e. the encumbrance has several lines), enter “0000” in the LINE field and an “F” in the F field. This combination may only be used when the amount of the disbursement equals the amount of the encumbrance. If the amounts differ, the disbursement for specific line items must be entered.

DESCRIPTION Optional field. SUB-VENDOR-ID Sub-Vendor Identification number; optional field. AMOUNT Transaction amount; required field; only positive amounts

accepted.



VENDOR-ID Vendor Identification Number; retrieved from the Encumbrance Subsidiary; may be overridden.

TRN-DT Transaction Date; required field. MMDDYYYY format; YYYY


G Grouping Character optional field. VOUCH-NO Voucher number; optional field; required if BI = X. LINE Voucher Line number; optional field – required if VOUCH-NO is

assigned. BI Bookkeeping Indicator; optional field. OTHER-DOC Other Document number; optional field. B Batch Character; optional field. INVOICE Invoice number; required field.

AB Available Balance Override Indicator; optional field. QUANTITY Optional field. CK-NO Local Fund Check number; optional field – required if BI = $ or C. CK-DT Local Fund Check Date; optional field. PID Product Identifier; optional field.

The operator may use the “DUP” key in all fields except LINE, TRN-DT, QUANTITY, and AMOUNT. On line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions will be processed, and the requested screen and transaction displayed.



If no entry is made on line 22, the operator should depress the ENTER key, and the Multiple Input screen returns with lines 7, 8, and 9 completed as on the previous screen except LINE, F, AMOUNT, QUANTITY, AB, and TRN-DT. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF12- escapes and does not process current screen. 71A Revolving Fund Payable Disbursements Multiple Input Request Screen

01 02 71A1 09/02/2007 08:32:17 03 TR 71 – REVOLVING FUND ENCUMBERED DISBURSEMENTS - MULTIPLE INPUT - REQUEST 04 05 EN-NO 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



71A Revolving Fund Payable Disbursements Multiple Input Screen

01 02 71A2 09/02/2007 08:32:57 03 TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - MULTIPLE INPUT 04 EN-NO MBI LINE F DESCRIPTION SUB-VENDOR-ID 05 ...AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 06 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID 07 E 102 08 C499185732 2007 V 09 10 11 E 102 12 2007 V 13 14 15 E 102 16 2007 V 17 18 19 E 102 20 2007 V 21 22 NEXT: EN-NO E 102 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR71 Transactions If a TYPE of “71” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) displays (see next pages). The operator’s organization security clearance displays along with the data codes available for search criteria. Data Codes to be entered as search criteria include Organization Code, USER I.D., GF, SF, FID, BE, IBI, VENDOR-ID, EN-NO and LINE, and VOUCH-NO and LINE. Only transactions within the operator’s site and meeting the search criteria display. If a data code is not entered all TR71 transactions within the operator’s site display in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. On Single Inquiry, the requested entry displays. On Multiple Inquiry, the first three entries on the file meeting the search criteria displays. (See next pages.) The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and can not be changed. The NEXT line may be used to transfer to a different screen or process a new request. If no request is made, the next entry on file meeting the original search criteria will be displayed.





71I Revolving Fund Payable Disbursements Single Inquiry Request Screen

01 02 71I1 09/02/2007 08:39:37 03 TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - 04 SINGLE INQUIRY BY SITE - REQUEST 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 EN-NO LINE VOUCH-NO LINE 10 V 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



71I Revolving Fund Payable Disbursements Single Inquiry Screen

01 02 71I2 09/02/2007 08:42:25 03 TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - SINGLE INQUIRY BY SITE 04 05 EN-NO MBI LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID 06 E101 0001 85 20 03 03 000 00 02 261000 CAR RENTAL 07 08 ...AMOUNT.... VENDOR-ID MC TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 09 1000.00 VF111998661003 A 09/02/2007 10 11 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID STATE PROGRAM PROJECT ID 12 1731 1112110000 000000 13 14 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 15 040000 00 71100 16 17 GF SF FID BE IBI EF RVL BPIN COUNT ...UNITS.... ...TIME... 18 10 1 000001 85200000 00 010001 19 20 TYPE SEL 21 L1 L2 L3 L4 L5 VENDOR-ID EN-NO LINE VOUCH-NO LINE 22 85 V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

71M Revolving Fund Payable Disbursements Multiple Inquiry Request Screen

01 02 71M1 09/02/2007 08:44:24 03 TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - 04 MULTIPLE INQUIRY BY SITE - REQUEST 05 06 L1 L2 L3 L4 L5 USER ID GF SF FID BE IBI VENDOR-ID 07 85 08 09 EN-NO LINE VOUCH-NO LINE 10 V 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



71M Revolving Fund Payable Disbursements Multiple Inquiry Screen 01 02 71M2 09/02/2007 08:46:47 03 TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - MULTIPLE INQUIRY BY SITE 04 EN-NO E 101 MBI 05 X LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF YR DESCRIPTION SUB-VENDOR-ID 06 ...AMOUNT.... VENDOR-ID MC TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 07 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID 08 09 0001 85 20 03 03 000 00 02 261000 00 CAR RENTAL 10 1000.00 VF111998661003 A 09/02/2007 11 1731 12 13 14 15 16 17 18 19 20 NEXT: TYPE SEL 21 L1 L2 L3 L4 L5 VENDOR-ID EN-NO LINE VOUCH-NO LINE 22 85 V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR71 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day. To make corrections to TR71 entries entered on a prior day, the operator will have to use TR59, Revolving Fund Disbursement Corrections. (See section later in this chapter.) The operator can access the Single Update by Site screen in two ways:



The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed: EN-NO and LINE OBJECT MBI GF, SF, FID L1 L2 L3 L4 L5 EF EO RVL VR



The following codes may not be deleted, but may be changed: AMOUNT CK-NO (if BI=$ or C) VENDOR-ID STATE PROGRAM TRN-DT CAT VOUCH-NO (if BI=X) GL INVOICE BE & IBI The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system returns to the original mode of inquiry used to access the Update screen. There is no Next line on the Single Update by Site screen. If another record is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined on the previous page. Lines 23 and 24 indicate the following available Program Functions:


71U Revolving Fund Payable Disbursements Single Update Screen 01 02 71U1 09/02/2007 08:59:16 03 TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - SINGLE UPDATE BY SITE 04 DELETE: 05 06 EN-NO MBI LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR ID 07 E101 0001 85 20 03 03 000 00 02 261000 CAR RENTAL 08 09 ...AMOUNT.... VENDOR-ID TRN-DT G VOUCH-NO LINE BI OTHER-DOC B 10 1000.00 VF111998661003 09022007 V 11 12 INVOICE AB ..QUANTITY.. CK-NO CK-DT PID STATE PROGRAM PROJECT ID 13 1731 1112110000 000000 14 15 CAT YR GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 16 040000 00 71100 17 18 GF SF FID BE IBI EF RVL BPIN COUNT ...UNITS.... ...TIME... 19 10 1 000001 85200000 00 010001 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



TR59 Revolving Fund Disbursements Corrections This transaction is used to delete Revolving Fund disbursements and credit memos on the agency’s General Ledger and Revolving Fund File. When using TR59, the operator must enter the disbursement/credit memo Original Voucher number along with the original amount. The operator should enter a positive amount to delete a disbursement and a negative amount to delete a credit memo. The accounting entries made when entering a positive amount are: OPERATING FUND (STATE FUND 1, 2, or 8) S.F. GL Code Description DR CR I/A 1 13100 Unexpended Gen. Rev. Release or X A 2 12200 Released Cash in State Treasury or X A 8 11200 Cash in Bank X A 7**** Expenditures X A REVOLVING FUND (STATE FUND 8) GL Code Description DR CR I/A 11200 Cash in Bank X A 16800 Due from State Funds - Revolving Fund X A The accounting entry when entering a negative amount will be as follows:

OPERATING FUND (STATE FUND 1, 2, or 8) S.F. GL Code Description DR CR I/A 7**** Expenditures X A 1 13100 Unexpended General Rev. Rel. or X A 2 12200 Released Cash in State Treasury or X A 8 12200 Cash in Bank X A REVOLVING FUND (STATE FUND 8) GL Code Description DR CR I/A 16800 Due from St. Funds - Revolving Fund X A 11200 Cash in Bank X A The general ledger code for Expenditures (7****) may be retrieved from the Expansion Set record or entered by the operator.



When a disbursement has been reversed by use of a TR59 and needs to be reentered correctly, it must be reentered in the appropriate disbursement transaction (TR52, TR54, or TR71). It cannot be reentered through TR59. The fund number for the Operating Fund along with the Fund Identifier for the Revolving Fund is carried on the Expansion Option record that is used with the entry. The system generates a GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the Revolving Fund Identifier. When Revolving Fund Disbursement Corrections are recorded, the Available Balance records for the Operating Fund are updated as follows: SF=1 SF=2,3 SF=8 Fund Cash N/A* +/-amount +/-amount Fund Release +/-amount +/-amount N/A* Organization Cash N/A* +/-amount +/-amount Organization Allotment +/-amount +/-amount +/-amount *N/A = not applicable NOTE: Grant Fund Cash, Contract Fund Cash, Project Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (like Fund Cash and Organization Allotment above). This update will take place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input. The Available Balance records for the Revolving Fund are updated by increasing/decreasing the fund’s Fund Cash balance by the amount of the transaction. Inputting TR59 Transactions If a TYPE of “59” and a SEL of “A” are entered on any screen, the Multiple Input screen returns (see next pages). This screen is used to enter up to seven transactions at a time with no subsidiary file data displayed. Procedures for the use of this screen begin below. On lines 7 - 19 the operator may input up to seven transactions with the following data codes.

ORIG-VOUCHER Original Voucher number and Line number; required field. AMOUNT Transaction Amount; required field; must equal amount of Original

Voucher line item; positive and negative amounts accepted. TRN-DT Transaction Date; defaults to current date if left blank. PPI Prior Period Indicator; defaults to current period if left blank. OTHER-DOC Other Document number; optional field.



B Batch Character; optional field.

The operator may use the “DUP” key in all fields except AMOUNT. Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key. The transactions process and the requested screen and transaction displays. If no entry is made on line 22, the operator should depress the ENTER key, and the Multiple Input screen returns with line 7 completed as on the previous screen, except for AMOUNT and ORIG-VOUCHER. Lines 23 and 24 indicate the following available Program Functions:


59A Revolving Fund Disbursements Correction Multiple Input Screen

01 02 59A1 09/02/2007 10:05:59 03 TR 59 - REVOLVING FUND DISBURSEMENTS CORRECTION - MULTIPLE INPUT 04 05 ORIG-VOUCHER ....AMOUNT.... TRN-DT PPI OTHER-DOC B 06 07 V 08 09 V 10 11 V 12 13 V 14 15 V 16 17 V 18 19 V 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Inquiring into TR59 Transactions If a TYPE of “59” and a SEL of “M” are entered on any screen, the Multiple Inquiry by Site Request screen returns (see next pages). The operator’s organization security clearance displays along with the data codes available for search criteria. Data Codes to be entered as search criteria are User I.D. and Original Voucher Number. Only transactions within the operator’s site and meeting the search criteria display. If a data code is not entered all TR59 transactions within the operator’s site display in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. The requested entry returns on the Multiple Inquiry by Site screen The operator will find the requested accounting entries as they appear on the Daily Input File. This data is protected and can not be changed. The first seven transactions on the file meeting the search criteria display. These are not expanded transactions and only the following data codes display for each:

ORIG-VOUCHER Original Voucher number & Line number. AMOUNT Transaction Amount. TRN-DT Transaction Date. PPI Prior Period Indicator. OTHER-DOC Other Document number. B Batch Character.

Line 21 may be used to transfer to a different screen. See chapter 8. If no request is made on line 21, the next seven transactions on the file meeting the original search criteria display. Lines 23 and 24 indicate the following available Program Functions:




59M Revolving Fund Disbursements Corrections Multiple Inquiry Request Screen

01 02 59M1 09/02/2007 10:12:24 03 TR 59 - REVOLVING FUND DISBURSEMENTS CORRECTION 04 MULTIPLE INQUIRY BY SITE - REQUEST 05 06 07 USER-ID ORIG-VOUCHER 08 V 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

59M Revolving Fund Disbursements Corrections Multiple Inquiry Screen

01 02 59M2 09/02/2007 10:12:35 03 TR 59 - REVOLVING FUND DISBURSEMENTS CORRECTION - MULTIPLE INQUIRY BY SITE 04 05 X ORIG-VOUCHER ...AMOUNT.... TRN-DT PPI OTHER-DOC B 06 07 V A00003 0002 62.50 09022007 08 09 10 11 12 13 14 15 16 17 18 19 20 21 USER ID ORIG-VOUCHER TYPE SEL 22 V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



Updating TR59 Transactions The Single Update by Site screen, shown next, is used to make changes or corrections to transactions entering the system on the current day. To make corrections to TR59 entries entered on a prior day, the operator should reverse the original entry and reenter it correctly. The operator can access the Single Update by Site screen by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter an “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed or removed. These are: ORIG-VOUCHER AMOUNT The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry used to access the Update screen. There is no NEXT line on the Single Update by Site screen. If another record is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined above. Lines 23 and 24 indicate the following available Program Functions:




59U Revolving Fund Disbursements Corrections Single Update Screen

01 02 59U1 09/02/2007 10:13:10 03 TR 59 - REVOLVING FUND DISBURSEMENTS CORRECTION - SINGLE UPDATE BY SITE 04 05 06 DELETE: 07 08 09 ORIG-VOUCHER ....AMOUNT.... TRN-DT PPI OTHER-DOC B 10 V A00001 0001 78.60 09022007 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

TR32 Revolving Fund Reimbursements TR32 is used to record reimbursements to Revolving Funds. All necessary Operating Funds accounting entries are recorded at the time of disbursement. The only entries necessary at the time of reimbursement are to the Revolving Fund. The entry when a positive amount is entered is as follows: REVOLVING FUND (STATE FUND = 8): GL Code Description DR CR I/A 11200 Cash in Bank X A 16800 Due from State Funds - Revolving Fund X A The entry when a negative amount is entered will be as follows: GL Code Description DR CR I/A 16800 Due from State Funds - Revolving Fund X A 11200 Cash in Bank X A The system uses the original voucher number entered on TR32 to retrieve additional information from the Revolving Fund File for recording the Revolving Fund Reimbursement. If the original voucher number includes a line number, the system edits the transaction as a



partial reimbursement. If a line number is not indicated, the system edits the transaction as a total reimbursement of the original voucher. Transactions on the Revolving Fund File for which reimbursements are recorded will be marked on-line and remain on the Revolving Fund File until removed through the nightly update process. When Revolving Fund Reimbursements are recorded, the Available Balance File is increased only for the Revolving Fund, by increasing Revolving Fund Cash. Update of the Operating Fund Available Balance records occurred at the time of the disbursement (TR52, TR54, and TR71), so no update is made when using TR32. Inputting TR32 Transactions If a TYPE of “32” and a SEL of “A” are entered on any screen, the Multiple Input screen returns (see next pages). This screen is used to enter up to seven transactions at a time. Procedures for the use of this screen are described below: On lines 7 - 19, the following data fields display ready for input.

DOC-NO Cash Receipt Document number; required field. LINE Document Line number; optional field. TRN-DT Transaction Date; required field - defaults to current date if left

blank. PPI Prior Period Indicator; optional field - current period is a blank,

otherwise, ‘M’ or ‘Y’. AMOUNT Transaction Amount; required field; must equal amount of Original

Voucher; positive and negative amounts accepted. ORIG-VOUCHER Original Voucher number and Line Number; voucher is required;

line number is optional.

OTHER-DOC Other Document number; optional field. B Batch Character; optional field.

The operator may use the “DUP” key in all fields except AMOUNT and ORIG-VOUCHER. Line 22 may be used to transfer to a different screen. See chapter 8. The operator should then depress the ENTER key, the transactions process and the requested screen and transaction display. If no entry is made on line 22, the operator should depress the ENTER key, and the Multiple Input screen returns with line 7 completed as on the previous screen, except for AMOUNT and ORIG-VOUCHER.





32A Revolving Fund Reimbursements Multiple Input Screen 01 02 32A1 09/02/2007 10:32:28 03 TR32 - REVOLVING FUND REIMBURSEMENTS - MULTIPLE INPUT 04 05 DOC-NO LINE TRN-DT PPI ...AMOUNT.... ORIG-VOUCHER OTHER-DOC B 06 07 C V 08 09 C V 10 11 C V 12 13 C V 14 15 C V 16 17 C V 18 19 C V 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Inquiring into TR32 Transactions If a TYPE of “32” and a SEL of “M” are entered on any screen, the Multiple Inquiry by Site Request screen returns (see next pages). The operator’s organization security clearance displays along with the data codes available for search criteria. Data Codes to be entered as search criteria include USER I.D., DOC-NO, LINE, and Original Voucher. Only transactions within the operator’s site and meeting the search criteria display. If a data code is not entered all TR32 transactions within the operator’s site display in L2 - L5 order. After completing the Request screen, the operator should depress the ENTER key. The requested entry returns on the Multiple Inquiry by Site screen. The requested accounting entries are as they appear on the Daily Input File. This data is protected and can not be changed.



On lines 7 - 19, the first seven transactions on the file meeting the search criteria display. The cursor will be positioned in the X field. To transfer a line from inquiry to update, enter a “U” in this field and depress the ENTER key. Line 22 may be used to transfer to a different screen. See chapter 8. If no request is made on line 22, the next seven transactions on the file meeting the original search criteria display. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen. 32M Revolving Fund Reimbursements Multiple Inquiry Request Screen

01 02 32M1 09/02/2007 10:39:55 03 TR 32 - REVOLVING FUND REIMBURSEMENTS - MULTIPLE INQUIRY BY SITE 04 05 06 07 USER ID DOC-NO LINE ORIG-VOUCHER 08 C V 09 10 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH



32M Revolving Fund Reimbursements Multiple Inquiry Screen

01 02 32M2 09/02/2007 10:39:58 03 TR 32 - REVOLVING FUND REIMBURSEMENTS - MULTIPLE INQUIRY BY SITE 04 05 X DOC-NO LINE TRN-DT PPI ...AMOUNT.... ORIG-VOUCHER OTHER-DOC B 06 07 C 3456 09022007 78.60 V A00001 0000 08 09 10 11 12 13 14 15 16 17 18 19 20 21 USER ID DOC-NO LINE ORIG-VOUCHER TYPE SEL 22 C V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Updating TR32 Transactions The Single Update by Site screen is used to make changes or corrections to transactions entering the system on the current day. To make corrections to TR32 entries entered on a prior day, the operator will have to reverse the original entry and reenter it correctly. The operator can access the Single Update by Site screen by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X field, and depressing the ENTER key. The DELETE field is available to delete an entry from the Daily Input File. To delete the entry entirely, enter an “D” in this field and depress the ENTER key. The entry will then be removed from the Daily Input File. The operator may change existing data on update by tabbing to the field to be changed and keying in the new data. Certain data codes may not be changed. These are: AMOUNT ORIG-VOUCHER The following codes may not be deleted: DOC-NO TRN-DT The Single Update by Site screen may be used to transfer to a different function/transaction. If the TYPE and/or SEL fields are left blank, the system will return to the original mode of Inquiry used to access the Update screen.



There is no NEXT line on the Single Update by Site screen. If another record is to be updated, then the operator must first retrieve the record in Inquiry and follow the procedures outlined above. Lines 23 and 24 indicate the following available Program Functions:


32U Revolving Fund Reimbursements Single Update Screen

01 02 32U1 09/02/2007 10:14:15 03 TR 32 - REVOLVING FUND REIMBURSEMENTS - SINGLE UPDATE BY SITE 04 05 06 07 08 DELETE: 09 10 11 DOC-NO LINE TRN-DT PPI ...AMOUNT.... ORIG-VOUCHER OTHER-DOC B 12 C 3456 09022007 78.60 V A00001 0001 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

TR7S Revolving Fund File The Revolving Fund File is an on-line auxiliary file that maintains a record for each non-reimbursed Revolving Fund disbursement. It is available for inquiry by the agencies. A record is created on the Revolving Fund File when a transaction enters the system through TR52 Revolving Fund Unencumbered Disbursements, TR54 Revolving Fund Payable Disbursements, or TR71 Revolving Fund Encumbered Disbursements. The record is removed from the Subsidiary when reimbursement is made from the Operating Fund and recorded through TR32 Revolving Fund Reimbursements, or when a deletion is entered through TR59 Revolving Fund Disbursement Corrections. The Revolving Fund File is updated during nightly processing. The delay is because the voucher number is required as part of the key for the subsidiary.



Inquiring into the Revolving Fund File If a TYPE of “7S” and a SEL of “I” or “M” are entered on any screen, Single Inquiry Request screen (“I”) or Multiple Inquiry Request screen (“M”) returns (see next pages). Procedures for the use of these screens begin below. The operator’s organization security clearance displays along with the data codes available as search criteria. The search criteria include ORG, GF, SF, FID, BE, IBI, VENDOR-ID, ORIG-VOUCHER, RVL, and PPI. Only those transactions meeting the entered search criteria display. If no search criteria is entered, all Revolving Fund transactions on the Revolving Fund File display in input order, starting with the first entry within the user’s security clearance. After completing the Request screen the operator should depress the ENTER key. On Single Inquiry, the requested transaction returns with its expanded data on the Single Inquiry screen. On Multiple Inquiry, the first four transactions on file meeting the search criteria displays. These entries are displayed as they appear on the Revolving Fund File. This data cannot be changed. The Revolving Fund Indicator (RVI) denotes what action has been taken relative to a specific line item. The indicators are:

L This line item has been reimbursed today through TR32. R The voucher has been reimbursed today through TR32 but applies to a prior

period’s disbursement when the agency is in dual period processing. D The line item has been marked for deletion today through TR59.

Blank No action taken today. If a line item on the Revolving Fund File has an RVI of “L” or “D”, the line item will be removed from the file during nightly processing. If a line item has an RVI of “R”, the line will remain on the File until the prior period is closed. If the RVI is blank, the disbursement has not been deleted or reimbursed and will remain on the File until a deletion or reimbursement as recorded. On line 22 may be used to transfer to a different screen. See chapter 8. If no request is made on line 22, the next entry/entries on the file meeting the original search criteria display.



7SI Revolving Fund File Single Inquiry Request Screen 01 02 7SI1 09/02/2007 10:14:50 03 7S - REVOLVING FUND SUBSIDIARY LEDGER - SINGLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID 07 85 08 09 ORIG-VOUCHER RVL PPI 10 V 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

7SI Revolving Fund File Single Inquiry Screen

01 02 7SI2 09/02/2007 10:14:51 03 7S - REVOLVING FUND SUBSIDIARY LEDGER - SINGLE INQUIRY BY SITE 04 05 ORIG-VOUCHER L1 L2 L3 L4 L5 EO VR OBJECT CFI RVI PPI STATE-DOC 06 V A00001 0001 85 20 03 03 000 00 01 261000 L 07 08 VENDOR-ID MC VENDOR-NAME SUB-VENDOR-ID DESCRIPTION OTHER-DOC 09 E043978166 A BILL D YOUZERS TRAVEL 10 11 ....AMOUNT.... INVOICE PROJECT ID GRANT GY CNTRT CY DB-DT AC-DT 12 78.60 071283 08/30/2007 09/02/2007 13 14 GL EGL EOB ECAT GF SF FID BE IBI EF RVL STATE-PROGRAM EP 15 71100 10 1 000001 85200000 00 010001 1112110000 000000 16 17 CAT YR OCA AU ..QUANTITY.. CK-NO CK-DT PID BPIN COUNT 18 040000 00 19 20 TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID ORIG-VOUCHER RVL PPI 22 85 V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



7SM Revolving Fund File Multiple Inquiry Request Screen 01 02 7SM1 09/02/2007 10:14:53 03 7S - REVOLVING FUND SUBSIDIARY LEDGER - MULTIPLE INQUIRY BY SITE - REQUEST 04 05 06 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID 07 85 08 09 ORIG-VOUCHER RVL PPI 10 V 11 12 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH

7SM Revolving Fund File Multiple Inquiry Screen 01 02 7SM2 09/02/2007 10:14:54 03 7S - REVOLVING FUND SUBSIDIARY LEDGER - MULTIPLE INQUIRY - BY SITE 04 05 ORIG-VO V A00001 VO TOTAL 78.60 RVL 010001 PPI ST-DOC 06 07 X LINE L1 L2 L3 L4 L5 EO VR OBJECT CFI INVOICE OTHER-DOC DB-DT AC-DT RVI 08 ....AMOUNT.... VENDOR-ID DESCRIPTION SUB-VENDOR-ID CK-NO CK-DT L 09 0001 85 20 03 03 000 00 01 261000 071283 08302007 09022007 10 78.60 E043978166 TRAVEL 11 12 13 14 15 16 17 18 19 20 TYPE SEL 21 L1 L2 L3 L4 L5 GF SF FID BE IBI VENDOR-ID ORIG-VOUCHER RVL PPI 22 85 V 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD



CHAPTER 20 CASH RECEIPTS UTILITY FUNCTION (CP) The Cash Receipts Utility Function (CP) is used to process and inquire upon Treasury Receipts, to remove Cash Receipts from the Cash Receipts and Clearing Fund File (3S File), to produce Detail of Direct Deposits and Detail of Cleared Clearing Fund Receipts, and to generate the necessary accounting entries to clear the Clearing Fund. All of the above functions are processed through the Cash Receipts Utility Mini Menu screen. This screen can be accessed by placing “CP” in the TYPE field on the Main Menu screen, or any FLAIR screen, and depressing the ENTER key. (See next pages for screen.) The top half of the screen is used for Treasury Receipt Processing, Inquiry, and Clear the Clearing Fund Processing. The bottom half is strictly for reporting purposes and will not initiate Treasury Receipt Processing. Clearing Fund transactions can not be included in the Treasury Receipt Processing until the Clearing Fund has been cleared. The PRINTER DESTINATION field is an optional 8-character alphanumeric field. This field is used to route a report to a specific VTAM listed printer and if left blank the report will route to the default VTAM printer. This option is available when running: Immediate Detail of Direct Deposits, Reprint of Immediate Detail of Direct Deposits, Immediate Detail of Clearing Fund Deposits, Reprint of Clear the Clearing Fund, or Print Verified Treasury Receipts. The RDS Form field may be used when requesting any of the receipts reports listed on the screen. The operator, when requesting a report, may enter an appropriate RDS form ID in the space provided. The report requested will then be sent to the indicated RDS form. Agency operators will determine what RDS form ID to use from the agency RDS administrator.



Cash Receipts Utility Mini Menu Screen

01 02 CPMU CASH RECEIPTS UTILITY MINI MENU 09/02/2007 11:24:39 03 04 TREASURY RECEIPT PROCESSING - ENTER DEPOSIT: C 05 TREASURY RECEIPT DETAIL INQUIRY - ENTER DEPOSIT: C 06 CLEAR THE CLEARING FUND PROCESSING - ENTER CLR FUND: 07 08 RECEIPTS REPORTING: RDS FORM PRINTER DESTINATION 09 IMMEDIATE DETAIL OF DIRECT DEPOSITS 10 11 REPRINT OF IMMEDIATE DETAIL OF DIRECT DEPOSITS 12 (OPTIONAL) STARTING DEP NO.: C ENDING DEP NO.: C 13 14 OVERNIGHT DETAIL OF DIRECT DEPOSITS 15 16 IMMEDIATE DETAIL OF CLEARING FUND DEPOSITS - 17 ENTER CLR FUND: DATE (OPTIONAL): 18 19 REPRINT OF CLEAR THE CLEARING FUND - ENTER CLR FUND: 20 21 PRINT VERIFIED TREASURY RECEIPTS - DATE(REQUIRED): 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH

Treasury Receipt Processing Agencies will process their Treasury Receipts that were entered into FLAIR through the use of the Cash Receipts Utility Mini Menu screen (previous page). To access Treasury Receipt Processing, place an “X” to the left of line 4 (Deposit number is optional) and depress the ENTER key. The Treasury Receipt Processing screen returns (see screen later in this chapter). This screen reflects summary information from the Cash Receipts and Clearing Fund File (3S File). The DEPOSIT NUMBER is the Cash Receipt number assigned by the agency when they recorded the receipt transaction(s) into FLAIR. STATUS is a code that indicates the status of the Treasury Receipt information in the processing cycle. The STATUS values are:

C Clear the Clearing Fund Request has been entered D Deposit deleted from Treasury Receipt Processing by agency. H Deposit number assigned but no detail receipts entered P Deposit entered and pending transfer to Treasury R Deposit rejected by Treasury T Deposit transferred to Treasury for verification



V Deposit verified by Treasury X Deposit marked for deletion by Treasury Y Deposit verified by Treasury and transferred to State Accounts

The AMOUNT reflects the total amount of the Treasury Receipt for the deposit number listed. ACTION is an action code used by the agency to initiate the transfer or deletion of Treasury Receipt information to the Treasury. A “T” or “D” is the only valid input in this field. DEPOSIT DATE is the day of deposit assigned by the agency for the Treasury Receipt transaction. It can not be greater than the current date. COUNT is the number of line items that make up a specific deposit. CLR FUND is the Clearing Fund number that was cleared to generate this deposit transaction. If a Clearing Fund was not accessed, this field returns blank. The fields DEPOSIT NUMBER, STATUS, AMOUNT, COUNT, and CLR FUND return as protected. The fields ACTION and DEPOSIT DATE are not protected. Once an agency enters a “T” in the ACTION field and the deposit date in the DEPOSIT DATE field, the Treasury Receipt information is immediately transferred to the Treasury Office on-line. To delete a deposit from Treasury Receipt Processing, a “D” is entered in the ACTION field (Deposit Date is optional input). Once an agency has entered a “T” or “D” in the ACTION field, the agency is prohibited from updating the deposit information. Direct Deposits display on the Treasury Receipt Processing screen and may be transferred to the Treasury immediately after input in FLAIR (on the same day). Clearing Fund transactions on the other hand, may not be processed until a CLEAR THE CLEARING FUND PROCESSING request has been made. After verification of this information, along with the agency’s cash deposit, the Treasury Receipt is available for printing through the PRINT VERIFIED TREASURY RECEIPTS option, as described on page 6 of this chapter. Treasury Receipt Processing causes the records to drop from the Cash Receipts and Clearing Fund File (3S). Transactions remain on the Treasury Receipt Processing screen until being deleted by either the agency or Treasury, or until a deposit is verified by the Treasury Office and posted to State Accounts.



Treasury Receipt Processing Screen 01 02 CPRP 09/02/2007 11:37:18 03 TREASURY RECEIPT PROCESSING 04 05 DEPOSIT NUMBER STATUS ....AMOUNT.... ACTION DEPOSIT DATE COUNT CLR FUND 06 07 C 000016 P 750.00 1 08 09 C 006789 P 525.00 5 10 11 C 009876 P 300.00 2 12 13 C 054321 P 250.00 3 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Entr-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD CAN

Treasury Receipt Corrections If a deposit has been rejected by the Treasury, a STATUS of “R” appears on the Treasury Receipt Processing screen. If a correction is necessary, the agency will reenter the appropriate transaction for eventual verification by the Treasury. On direct deposit receipts, if the original entry, the rejection and the correction all occur on the same day, the correction can be made on the original transaction type update screen (i.e. TR30 update) and then retransmitted to the Treasury. If the rejection is not on the same day as the original input, the entry will need to be reversed using the appropriate correction transaction type (TR30, or TR33) and re-entered correctly. If the correction is not one of State CFO Account Code (GF, SF, FID, BE, IBI), the user may update the status of the Treasury Receipt deposit record from “R” to “D” and using the appropriate correction transaction type (TR30 or TR33), enter the reversing entry as well as the correction entry. A Bookkeeping Indicator of “N” should be used on the reversing entry and blank used on the corrected re-entry. If the correction is one of Account Code, both the reversing and the correction entries should be made through TR30 or TR33 with a blank BI field. Clearing fund receipts will always be processed after Clear-the-Clearing Fund Processing. Therefore, the original entry should always be reversed using the appropriate cash receipts corrections transaction type (TR30 or TR33). The use of Bookkeeping Indicator as outlined earlier should also be employed. The Transfer Function is now available to correct cash receipts that were entered incorrectly and verified by the Treasury. Cash receipts in certain revenue categories may be transferred



to the “correct” revenue category through the transfer function. Therefore zero Treasury correcting entries (as described above) may not be necessary. Please refer to Chapter 15 for a complete explanation of the Transfer Function.

Print Verified Treasury Receipts The PRINT VERIFIED TREASURY RECEIPTS report can be requested from the Cash Receipts Utility Mini Menu by placing an “X” to the left of the selection, entering the date (required format of MMDDYYYY) of the Treasury Receipt to be printed, and depressing the ENTER key. Treasury Receipts are available for printing for 5 days.

Treasury Receipt Detail Inquiry Agencies can inquire upon their Treasury Receipts by accessing the Cash Receipts Utility Mini Menu (see previous pages). By placing an “X” to the left of TREASURY RECEIPT DETAIL INQUIRY (line 5), entering the deposit number to be inquired upon, and depressing the ENTER key, the Treasury Receipt Detail Inquiry screen returns, as shown on the next page. This screen lists the detail line items that make up a particular deposit. The DEP-NO (deposit number) returns from the request screen. The detail data is pulled from the Cash Receipts and Clearing Fund File (3S File). The following data display:

VENDOR-ID Vendor Identification number; optional on input. INVOICE Invoice number; optional on input. SECOND-DOC Secondary Document number; optional on input. DESCRIPTION Optional on input. CLR Clearing Fund number. TRN-DT Transaction date of input. TR Transaction Type of original input. AMOUNT Line item amount. ACCOUNT CODE FLAIR 29-digit Account Code (L1,GF,SF,FID,BE,IBI,CAT,YR). CF Certified Forward Indicator. L1 L2 L3 L4 L5 Organization Code of input. EO Expansion Option.



VR Version of Expansion Option utilized in transaction input. OBJ Object Code

Treasury Receipt Detail Inquiry Screen 01 02 CPDI 09/02/2007 11:55:21 03 TREASURY RECEIPT DETAIL INQUIRY 04 DEP-NO C 9876 PRIMARY-DOC C9876 05 06 VENDOR-ID INVOICE SECOND-DOC DESCRIPTION CLR TRN-DT 07 ....AMOUNT.... ACCOUNT CODE CF L1 L2 L3 L4 L5 EO VR OBJECT 08 TR 09 10 VF530205707004 103 08/27/2007 11 180.00 855020500018520000000 00040000 85 20 04 00 000 BB 05 004000 12 30 13 14 VF599885121001 114 08/27/2007 15 120.00 855020500018520000000 00040000 85 20 04 00 000 BB 05 004000 16 30 17 18 19 20 21 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

Treasury Receipt Nightly Processing After deposits entered by an agency have been processed and verified by the Treasury, the status code on Treasury Receipt processing of these transactions is then updated to a STATUS of “V”. A file is then created of all verified deposits and during nightly update this file of verified deposits updates the State Accounts records of the Chief Financial Officer, adjusting agency balances by FLAIR Account Code to reflect all deposits recognized on the current day by the Treasury. Once agency deposits have been posted to the State Accounts records, the status of the deposits in regards to Treasury Receipt processing is then updated to “Y”. For all deposits representing collections of revenue, processing of receipts is complete at this point. However, for all deposits reflecting an expenditure/expense refund, transactions are added to agency accounting records, restoring cash to the fund(s) of expenditure/expense origin.



These transactions appear after nightly update in records of the depositing agency as a TR79 (Automated Expense Refund). The automated entries appear as follows: Object = Expenditure Object Code S.F. GL Code Description DR CR I/A 1 13100* Unexpended G/R Releases or X A 2 12200* Released Cash in State Treasury X A 1 54600** Collections-State General Revenue or X A 2 12100** Unreleased Cash in State Treasury X A * - CAT = INPUT on original receipt entry ** - CAT = 001800 As a result of TR79 automated entries, a JT-2 is generated during nightly processing for expense refunds which have been verified (STATUS = “V”) by the Treasury. The JT-2 voucher produced decreases cash in the agency’s refund account (CAT = 001800) and increase cash in the operating account of restoration. The JT-2 produced as a result of Treasury Receipt Processing is placed on the agency’s Voucher Print File during nightly processing, and is available for printing on the following morning. After agency audit, this journal transfer (JT) should be transmitted to the Chief Financial Officer for processing. Receipts Removal Receipts recorded in state funds other than local funds may be removed from the Cash Receipts and Clearing Fund File through Treasury Receipt Processing. Viewing of such receipts via the Cash Receipts and Clearing Fund File (3S) is available until the agency has requested a DETAIL OF DIRECT DEPOSITS receipts report, CLEAR THE CLEARING FUND PROCESSING, or for a period of forty-five (45) days if neither of the first two choices was done. The DETAIL OF DIRECT DEPOSITS report may be printed immediately at an agency’s local printer, or requested for overnight printing at FLAIR’s data center. After nightly update of these requests, receipts involved in requested processing are no longer available for inquiry through 3S, but can be viewed via the Treasury Receipt Detail Inquiry screen. This capability will be available for agency receipts until Treasury Receipt Processing is completed. Once receipts are updated by the Treasury to a status of “Y” (verified by Treasury and transferred to State Accounts), these records are purged from the Cash Receipts and Clearing Fund File (3S) during nightly update. Likewise, Clearing Fund receipts are unavailable for viewing on 3S after CLEAR THE CLEARING FUND PROCESSING has been requested. The summary information of such receipts may be viewed via the Treasury Receipt Detail Inquiry screen until Treasury Receipt Processing is completed; at such time, these clearing fund receipts are purged from the Cash Receipts and Clearing Fund File. On request, via the CP Function, the Clear the Clearing Fund process is performed during nightly update. A Detail of Cleared Clearing Fund Receipts Report prints and all General



Ledger entries to clear the Clearing Fund automate. The General Ledger entries automated during the Clear the Clearing Fund Process carry a Transaction Type of “98” on the agency’s Detail File and are generated at the agency’s Operating Level. These automated entries are: Clearing Fund S.F. GL Code Description DR CR I/A 8 35900 Due to State Funds – Clearing Fund X A 8 11200 Cash in Bank X A Operating Fund

Object = Revenue Object Code S.F. GL Code Description DR CR I/A 1 54600 Collect. - State General Revenue or X A 2 12100 Unreleased Cash in State Treasury or X A 8 11200 Cash in Bank X A 16900 Due from Clearing Fund X A

Object = Expenditure Object Code S.F. GL Code Description DR CR I/A 1 54600* Collections-State General Revenue or X A 2 12100* Unreleased Cash in State Treasury or X A 8 11200 Cash in Bank X A 16900 Due from Clearing Fund X A * - CAT = 001800 (Refunds) When the Clear the Clearing Fund Process is performed and the above entries generated, the Available Balance File for the Operating Fund is updated as: SF=1 SF=2 SF=8 Fund Cash N/A* +/-amount +/-amount Fund Release Revenue Object Code N/A* N/A* N/A* Expenditure Object Code +/-amount +/-amount N/A* Organization Cash N/A* +/-amount +/-amount Organization Allotments Revenue Object Code N/A* N/A* N/A* Expenditure Object Code +/-amount +/-amount +/-amount



N/A* = not applicable Grant Fund Cash, Contract Fund Cash, Project Cash, Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will also be updated (like Fund Cash and Organization Allotment above). This update will take place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input. The Fund Cash Balance of the Available Balance record for the Clearing Fund is increased or decreased appropriately by the amount entered on transaction input.

Clear the Clearing Fund Request/Receipts Reporting If a TYPE of “CP” is entered on any screen, the Cash Receipts Utility Mini Menu screen returns (see screen earlier in this chapter). This screen can be used to request a DETAIL OF DIRECT DEPOSITS report or a CLEAR THE CLEARING FUND PROCESSING. (Only one report may be requested per screen.) Procedures for the use of this screen are described below. On line 8, the operator should place an “X” to the left of CLEAR THE CLEARING FUND PROCESSING - ENTER CLR FUND: and enter the 6-digit Clearing Fund Identifier. Depress the ENTER key to request the Clear the Clearing Fund process. The system returns the Request screen (see next pages). The following fields display for input.

CLEAR THROUGH DATE Required field; 8 numeric; MMDDYYYY. DEPOSIT NUMBER Required field; 6 alphanumeric.

The operator should enter the appropriate data in these fields and depress the ENTER key. If this was the first request entered today for this Clearing Fund, the message “CLEAR THE CLEARING FUND HAS BEEN REQUESTED” displays on the screen. If the operator depresses the ENTER key, the CP Mini Menu screen returns (if no entry was made in the TYPE and SEL fields). If a request to clear this Clearing Fund has already been entered today, the Clear the Clearing Fund Processing Request Update screen displays the message “REQUEST ALREADY ON FILE” along with the entered CLEAR THROUGH DATE and DEPOSIT NUMBER. To change either of these fields, the operator should tab to the appropriate field and enter the new data. Depress the ENTER key and an intermediate screen returns with the message “CLEAR THE CLEARING FUND REQUEST HAS BEEN UPDATED.” The operator can delete a Clear the Clearing Fund request by entering a “D” in the DELETE field on the Clear the Clearing Fund Processing Request Update screen. Upon depressing the ENTER key the message “CLEAR THE CLEARING FUND REQUEST HAS BEEN DELETED” returns.



A Detail of Cleared Clearing Fund Receipts report produces automatically at night for each fund that is cleared. To request an IMMEDIATE DETAIL OF CLEARING FUND DEPOSITS report, the operator should place an “X” on line 16 and depress the ENTER Key. The message “IMMEDIATE DETAIL OF CLEARING FUND DEPOSITS HAS BEEN REQUESTED” returns. Within a few minutes, a Detail of Clearing Fund Deposits report prints at the operator’s remote printer. To send this report to RDS, the PRINTER DESTINATION field must be blank and an RDS form must be entered in the RDS FORM field. Reprint of the Detail of Cleared Clearing Fund Receipts Report may be generated only on the day after nightly production of this report via the Cash Receipts Utility Mini-Menu. To request immediate reprint of this report at an agency’s remote printer, the operator should enter an “X” to the left of the report description as well as the 6-digit Clearing Fund Identifier on line 20 to the right of REPRINT OF CLEAR THE CLEARING FUND - ENTER CLR FUND. The system automatically produces this report and routes the report to the agency’s printer. This reprint is valid only when the specified Clearing Fund was cleared on the previous night. An example of this report is found later in this chapter.

Clear the Clearing Fund Processing Request Add Screen 01 02 CPCA 09/02/2007 14:56:42 03 CLEAR THE CLEARING FUND PROCESSING REQUEST-ADD 04 05 06 07 08 09 CLEARING FUND: 020001 10 11 12 13 TO ADD REQUEST - ENTER CLEAR-THROUGH-DATE: 14 AND DEPOSIT NUMBER: C 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Clear the Clearing Fund Processing Request Add Screen 2 (to change request made previously)

01 02 CPCA 09/02/2007 14:56:42 03 CLEAR THE CLEARING FUND PROCESSING REQUEST-ADD 04 05 06 07 CLEARING FUND: 020001 08 09 REQUEST ALREADY ON FILE - CLEAR-THROUGH-DATE: 08312007 10 DEPOSIT NUMBER: C 123456 11 12 13 TO CHANGE REQUEST - ENTER CLEAR-THROUGH-DATE: 14 DEPOSIT NUMBER: C 15 OR DELETE: 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN

Detail of Direct Deposits Reporting The Cash Receipts Utility Mini Menu is also used to request reporting of Direct Deposit Receipts. (These deposits are placed directly with the Treasury as opposed to originally being deposited in a local account.) A listing of all direct deposits will be generated upon initiation of this request which:

1. are not over forty-five days in age, 2. have not been included on a Detail of Direct Deposits report from a previous

day, or 3. have not been processed for Treasury Receipt production.

Detail of Direct Deposits reporting may be generated immediately at the user’s remote printer, as a reprint of an earlier report produced on the same day, or produced overnight as a process of an agency’s nightly processing. All entries input through TR30 and TR33 are included on Direct Deposit Receipts Processing. Details for request of Detail of Direct Deposits reporting on an immediate, reprint, or overnight basis are described below.



To request an IMMEDIATE DETAIL OF DIRECT DEPOSITS report, the operator should place an “X” on line 11 and depress the ENTER Key. The message “IMMEDIATE DETAIL OF DIRECT DEPOSITS HAS BEEN REQUESTED” should be returned. Within a few minutes, a Detail of Direct Deposits report should be printed at the operator’s remote printer. To send this report to RDS, the PRINTER DESTINATION field must be blank and an RDS form must be entered in the RDS FORM field. An example of this report is shown on the following pages. An “X” should be placed on line 13 to request a REPRINT OF IMMEDIATE DETAIL OF DIRECT DEPOSITS. This report will contain a listing of all direct deposits printed on any earlier reports of the same day. This report function may not be utilized in requesting Reprint of Detail of Direct Deposits reporting of a previous day or overnight report printed through the no OVERNIGHT DETAIL OF DIRECT DEPOSITS selection. A REPRINT OF IMMEDIATE DETAIL OF DIRECT DEPOSITS function may be requested as many times as needed. Once the ENTER key has been depressed, the message “REPRINT OF IMMEDIATE DETAIL OF DIRECT DEPOSIT RECEIPTS HAS BEEN REQUESTED” displays. In a matter of minutes the reprint of this report is available at the operator’s remote printer (see upcoming pages). A Detail of Direct Deposits report may be generated overnight during nightly update by initiating such a request from the Cash Receipts Utility Mini Menu. An “X” should be placed on line 15, OVERNIGHT DETAIL OF DIRECT DEPOSITS. When the ENTER key is depressed, the message “OVERNIGHT DETAIL DIRECT DEPOSIT RECEIPTS HAS BEEN REQUESTED” will be displayed. A report is generated during nightly updating.

Effective Date Supersedes Chapter 20 September 1, 2007 2003 Page 13

IMMEDIATE DETAIL OF CLEARING FUND RECEIPTS REPORT DCLR03-01 85500000000 09/02/07 DEPARTMENT OF THE TREASURY PAGE 1 CLR 020001 DEP-NO C 999999 IMMEDIATE DETAIL OF CLEARING FUND RECEIPTS TREASURY RECEIPTS E0000000009 ACCOUNT CODE CF OBJECT G/L AMOUNT BI DOCUMENT NO DATE VENDOR NUMBER ORG L2-L5 EO TR DESCRIPTION 855020500018520000000 00040000 004000 67900 543.21 C403 08/29/2007 VN323232323001 500400000 BB 31 MISC. REVENUE 004000 67200 25000.06 C407 08/30/2007 VN591675944001 500400000 BB 31 MISC. REVENUE 004000 67900 888.88 C408 08/30/2007 VN530205707004 500400000 BB 31 MISC. REVENUE 855020500018520000000 00040000 0040XX 26432.15 OBJECT TOTAL 855020500018520000000 00040000 26432.15 ACCOUNT TOTAL 855020500018520000000 04000000 230000 77200 2000.03 C403 08/29/2007 200400000 BB 31 855020500018520000000 04000000 2300XX 2000.03 OBJECT TOTAL 855020500018520000000 04000000 2000.03 ACCOUNT TOTAL 28432.18 TOTAL

RECAP OF CLEARING FUND RECEIPTS REPORT DCLR03-01 85500000000 09/02/07 DEPARTMENT OF THE TREASURY PAGE 2 CLR 020001 DEP-NO C 999999 RECAP OF CLEARING FUND RECEIPTS TREASURY RECEIPTS E0000000009 ACCOUNT CODE CF AMOUNT 85502050001 8520000000 0400000 26432.15 85502050001 8520000000 26432.15 EXPENSE REFUNDS SUBTOTAL 85502050001 8520000000 00040000 2000.03 2000.03 FUND / BE / IBI SUBTOTAL 28432.18 TOTAL


DETAIL OF DIRECT DEPOSIT RECEIPTS REPORT DDDR02-04 IMMEDIATE 85200000000 09/02/07 DEPARTMENT OF THE TREASURY PAGE 1 SITE 01 TREASURY RECEIPTS Z0000000128 DETAIL OF DIRECT DEPOSIT RECEIPTS ACCOUNT CODE CF OBJECT G/L AMOUNT BI DEPOSIT NO DATE VENDOR NUMBER ORG L2-L5 EO TR DESCRIPTION INVOICE OCA AR-NO OTHER-DOC 852020100018510000000 00020000 002000 61200 1072.84 C900 08/29/2007 VF591675944001 200202000 AA 30 REGULAR FEES 222AAA 852020100018510000000 00020000 002000 61200 600.00 C120 08/29/2007 VF134924710003 200202213 AA 33 REGULAR FEES R1113190001 111AAA 852020100018510000000 00020000 002000 1672.84 OBJECT TOTAL 852020100018510000000 00020000 1672.84 ACCOUNT TOTAL 852010000018520000000 04000000 279000 71100 355.00 C904 08/30/2007 VF530205707004 200400000 00 30 852010000018520000000 04000000 279000 71100 48.00 C907 08/30/2007 200202000 00 30 852010000018520000000 04000000 279000 403.00 OBJECT TOTAL 852010000018520000000 04000000 403.00 ACCOUNT TOTAL 2075.84 TOTAL

RECAP OF DIRECT DEPOSIT RECEIPTS REPORT DDDR02-04 85200000000 09/02/07 DEPARTMENT OF THE TREASURY PAGE 2 SITE 01 TREASURY RECEIPTS Z0000000128 RECAP OF DIRECT DEPOSIT RECEIPTS ACCOUNT CODE CF AMOUNT 85202010001 8510000000 00020000 1672.84 85201000001 8520000000 04000000 403.00 2075.84 TOTAL



CHAPTER 21 VOUCHER PROCESSING (VP) The Voucher Print Mini Menu (VP) is used to print Voucher Summary Reports and Voucher Schedules. The Voucher Summary Report allows users to review vouchers prior to printing them; thereby allowing the agencies to correct errors on the voucher schedules before printing them and before the agency’s Detail and Master Files are updated incorrectly. This report may be printed on the agency’s local printer as often during the day as necessary, and must be printed from the agency’s computer terminal that is designated for immediate reporting. Agencies may now assign some or all of their voucher numbers, or have the system assign some or all of their voucher numbers. Voucher schedules may be printed by the agencies on their local printers the morning after update. In addition to printing Voucher Summary Reports and Voucher Schedules, Voucher Processing allows for Voucher Schedule reprints. An agency’s voucher may be reprinted for a period of five (5) days after the original print date. After five days these vouchers are purged from the Voucher Print File and are no longer available for reprinting. If vouchers have never been printed, they are accessible for printing a period of ten (10) days before unprinted vouchers are purged from an agency’s print file. The Voucher Print Mini Menu (VP) may be used to search for voucher numbers. The SEARCH FOR VOUCHER NUMBERS selection is used to inquire as to the range of voucher numbers processed by an agency on a given date. Voucher numbers may be inquired upon via this selection for a period of five days after the original print date if the voucher has been printed and ten days if the voucher has never been printed.

Assigning Voucher and Voucher Line Numbers Agencies have the option of assigning their voucher numbers as well as voucher line numbers, or of having the system generate voucher numbers during voucher processing at night. On all disbursement screens, the VOUCHER-NO and LINE fields will be displayed. The VOUCH-NO field is an optional 7-character alphanumeric field having the protected first character ‘V’. The LINE field is a 4-character numeric field that is optional if VOUCH-NO is entered and invalid if VOUCH-NO is not entered. If the system is to assign the voucher number for a disbursement entry, the operator must leave the VOUCH-NO and LINE fields blank. The system then sorts the disbursement transactions and assigns a voucher number at night during Voucher Processing. The system-assigned voucher number always has a numeric second character, e.g. ‘V123456’. The numbers are assigned at the agency’s Operating Level beginning with number ‘V000001’ each July 1. The system then sequentially adds one (1) to the last voucher number assigned until all vouchers are processed. The transactions print on the voucher in Vendor, Sub-Vendor, Object Code order. There can be no more than fifty (50) lines per voucher. For those agencies choosing to have the system assign the voucher number, the operator may

FLAIR Procedures Manual Florida Department of Financial Services


also input a Grouping Character. This allows the user to have some control over how transactions are grouped together or not grouped together. If the agency elects to assign the voucher number for a disbursement entry, the operator must enter the VOUCH-NO and the entered number must have an alphabetic second character, e.g. ‘VA12345.’ VOUCH-NO is also required input. If ‘BI = X’ is used, then VOUCH-NO and VOUCHER LINE are required. If an agency assigns voucher numbers, the transactions will be sorted by Operating Organization, Site, then by Voucher Number. This means that two separate operators with different Site fields associated with their passwords can assign the same number and get separate vouchers printed (a voucher for each site). Although FLAIR allows duplicate voucher numbers for different sites, Voucher Audit will reject these vouchers if there is already a voucher with the same Account Code and Voucher Number on the Voucher Audit Files. When assigning voucher numbers, the agencies should limit each voucher to fifty (50) transactions, or the vouchers may be rejected by Voucher Audit. If the agency wants the transactions on the voucher to be in a specified order, the operator should enter the appropriate line number in the LINE field. A line number cannot be entered if the VOUCH-NO field is blank. If a line number is not entered with the VOUCH-NO, the transactions are printed on the voucher in Vendor, Sub-Vendor, Object Code, Vendor Invoice order.

Voucher Processing Voucher Processing is the first step in the nightly update process. All disbursement transactions not having a ‘BI = X’ go through Voucher Processing. This includes transactions entered through the following Transaction Types:

TR51 - Unencumbered Disbursements TR52 - Revolving Fund Unencumbered Disbursements TR53 - Payable Disbursements TR54 - Revolving Fund Payable Disbursements TR57 - Refund of Overpayment of Taxes TR70 - Encumbered Disbursements TR71 - Revolving Fund Encumbered Disbursements TR94 – Revenue to Revenue Transfer

There are three types of vouchers printed by the system: Regular Disbursement Vouchers, Journal Transfer Vouchers, and Non-Chief Financial Officer Vouchers. Regular



Disbursement Vouchers include all disbursement transactions where a warrant is produced. Journal Transfer Vouchers include disbursement and revenue transactions where monies transfer from one state account to another. A JT-1 involves transfers from one operating account to another; and a JT-2 involves transfers between an operating account and a revenue account. Non-Chief Financial Officer Vouchers are produced when a Local Fund is making the disbursement (i.e., no warrant is produced), or ‘BI = N’, which causes the entry to bypass the Voucher Audit Process. Non-Chief Financial Officer Vouchers are informational in nature and are not sent to the Chief Financial Officer for processing but remain in the agency’s records. Salary Vouchers (object codes 11****, 12****, 13****, 15****, or 16****) produce voucher schedules and are included in the Voucher Audit Process unless the operator enters ‘BI = N’ or ‘BI = X’. An “N” in the BI field causes the entry to bypass the Voucher Audit Process but will print a Non-Chief Financial Officer Voucher. An “X” in the BI field causes the entry to bypass Voucher Audit and Voucher Printing. For each disbursement transaction that is entered, the system assigns a 2-character Voucher Type Code. These Voucher Type Codes are given below. Sample vouchers begin on page 8. Regular Disbursement Vouchers

A1 - Regular Disbursement Voucher A2 - Regular Disbursement Contractual Services Voucher G1 - Revolving Fund Reimbursement G2 - Revolving Fund Reimbursement Contractual Services L1 - Regular Voucher < $10,000, not audited L3 - Revolving Fund Reimbursement < $10,000, not audited R1 - Overpayment of Taxes R2 - Overpayment of Taxes, Contractual Services S1 - Regular Voucher < $1,000, statistically sampled to be audited S3 - Revolving Fund Reimbursement < $10,000, statistically sampled to be audited K1 - Purchasing Card Reimbursement M1 - Recurring Payment Voucher, not audited M2 – Recurring Payment Contractual Services Voucher, not audited N1 - Recurring Payment Voucher, flagged for pre-auditing N2 – Recurring Payment Contractual Services Voucher, flagged for pre-auditing V1 - Invoice Tracking (EDI) Regular Disbursement Voucher V2 - Invoice Tracking (EDI) Contractual Services Voucher

Note: < means less than or equal to Journal Transfer Vouchers

B1 - JT-1 - Journal Redistribution B4 - JT-1 - Journal Redistribution (AJT system) C1 - JT-2 - Non-operating Transfer



C2 - JT-2 - Journal Advice C4 - JT-2 - Expenditure Refund Journal Advice Q2 - JT-2 - Overpayment of Taxes

Non-Chief Financial Officer Vouchers

D1 – Regular Disbursement Voucher E1 – JT-1 Journal Redistribution F1 – JT-2 Non-operating Transfer F2 – JT-2 Journal Advice H1 - Revolving Fund Reimbursement (Revolving Fund)

The system assigns these Voucher Types on-line, determined by Transaction Type, State Fund Type, Vendor Type, and Object Code. During Voucher Processing, the transactions are assigned to vouchers and the AMOUNT field is edited for zero (0) amounts, credit amounts, and amounts equal to or greater than ten (10) million dollars. Also as a part of Voucher Processing, a unique Statewide Document number is system assigned to each voucher within an Operating Level Organization and SITE. The Statewide Document number assignment applies to disbursements with ‘SF ≠ 8’ and ‘BI ≠ X’. The criteria for determining which transactions will be printed on a voucher are as follows: Regular Vouchers (Types A, D, K, L, M, N, R, S1, & V)

Operating Level Organization Site Voucher Number (if agency-assigned) Voucher Type Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR) Certified Forward Indicator Grouping Character Line Number (if given) Vendor Identification Number Contract Number Sub-Vendor Identification Number Object (first 4 digits) Vendor Invoice Number Transaction Date State Program Number (first 10 digits)

Revolving Fund Reimbursement Vouchers (Types G, H, L3, & S3)

Operating Level Organization Site Voucher Number (if given)



Voucher Type Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR) Certified Forward Indicator Revolving Fund Identifier Grouping Character Line Number (if given) Vendor Identification Number Contract Sub-Vendor Identification Number Object (first 4 digits) Vendor Invoice Transaction Date State Program Number (first 10 digits)

Journal Transfer Vouchers (JT’s) (Types B, C, E, F,& Q)

Operating Level Organization Site Voucher Number Voucher Type 1st and 2nd digits of Vendor ID Grouping Character Line Number Vendor Identification Number Benefiting Appropriation Category Benefiting Appropriation Year Benefiting Certified Forward Indicator Benefiting Object Code Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR) Certified Forward Indicator Object Code (first 4 digits) Sub-Vendor Identification Number Vendor Invoice Number Transaction Date State Program Number (first 10 digits)

Therefore, if an agency assigns a voucher number and line number, the entries on that voucher will be in line number order. If the agency assigns the voucher number only, the entries on the voucher will be sorted based on voucher type in the manner prescribed above to determine voucher line placement. After each transaction has been assigned to a voucher and a voucher number system generated (if the agency did not assign a number), agency vouchers are then routed to a print file for voucher printing. A Voucher Schedule may be reprinted within five (5) days after the original date of voucher printing, after which the voucher is purged from the Voucher Print File.



Unprinted voucher schedules remain on the voucher print file for ten (10) days before the voucher purges. After voucher schedules are routed to the Voucher Print File, all vouchers, except Non-Chief Financial Officer Vouchers, are then sent on-line to the Chief Financial Officer’s On-line Voucher Audit System. An agency may follow the processing of Regular Vouchers, from the beginning of voucher audit through the creation of warrants. See chapter 33 for further information on the Voucher Audit Function. Transaction 94 (Revenue to Revenue) Journal Transfer Vouchers have their own unique nightly voucher processing.

Treasury Receipts

T1 – Revenue to Revenue Transfer, Intradepartmental U1 – Revenue to Revenue Transfer, Interdepartmental W1 – Revenue to Revenue Transfer, flagged, Intradepartmental X1 – Revenue to Revenue transfer, flagged, Interdepartmental

Transfer Receipts

T2 – Revenue to Revenue Transfer, Intradepartmental U2 – Revenue to Revenue Transfer, Interdepartmental W2 – Revenue to Revenue Transfer, flagged, Interdepartmental X2 – Revenue to Revenue Transfer, flagged, Intradepartmental

Journal Receipts

T3 – Revenue to Revenue Transfer, Intradepartmental U3 – Revenue to Revenue Transfer, Interdepartmental W3 – Revenue to Revenue Transfer, flagged, Intradepartmental X3 – Revenue to Revenue Transfer, flagged, Interdepartmental

Statistical Sampling Statistical sampling is an automated process that takes place during nightly processing. Vouchers go through a process that monitors the total amount of each voucher. Within this process, there are certain amount limitation guidelines that are evaluated. If the total of a voucher is < $10,000, the voucher is sent to a statistical sampling file. Within this file, the voucher can be chosen randomly for auditing. If it is not selected for auditing, it automatically posts during nightly processing.



Voucher Type = A1 Regular Disbursement Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS

S-W/Agency Voucher No.

W30-0000-2538 001085

TRANS CODE

TRANS CODE

VENDOR ID NUMBER OR SSN NUMBER

PAYEE

OBJECT CODE

--INVOICE(S) OBJECT AMOUNT

WARRANT AMOUNT

VF111998661003 AVIS RENT-A-CAR SYSTEMS, INC 270-88-9442 BYRD EARL E 299-44-7993 KLEIN IDA

2610 2610

63.50 21.20

84.70

ACCOUNT NAME: DIV. OF ADM. T/F - EXPENSES FLAIR CLASS ONLY ACCOUNT CODE: 85101015010-8510000000-04000000

TOTAL 84.70

I hereby certify that the above transactions are in accordance with the

Florida Statutes and all applicable laws and rules of the State of Florida.

For State Comptroller’s Use Only

APPROVED: TITLE

Time In

Audited By



Voucher Type = A1 Certified Forward Disbursement Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 CERTIFIED FORWARD DISBURSEMENTS OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2539 001086

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

VF111998661003 AVIS RENT-A-CAR SYSTEMS, INC 260-71-1380 MELLOW MARCIA 236-52-0402 RECONWITH AMANDA VF592334945001 AVIS OFFICE SUPPLY CO.

2610 2610 3800

47.50 42.25 30.00

89.75 30.00

ACCOUNT NAME: DIV. OF ADM. T/F - EXPENSES FLAIR CLASS ONLY ACCOUNT CODE: 85202010001-8500000000-04000000

TOTAL 119.75




APPROVED: TITLE

Time In

Audited By



Voucher Type = A2 Regular Disbursement Contractual Services Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 CONTRACTUAL SERVICES VOUCHER OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2540 001087

TRANS CODE

TRANS CODE


PAYEE CONTRACT NO. CONTRACT AMOUNT

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

VF340054940001 AM INTERNATIONAL NON-EMPLOYEE CLIENT VENDOR C333333333 CONTRACTS R US CNTRT: CNTR2 10.00 CNTRT: CNTR3 20.00 CNTRT: CNTR4 30.00 CNTRT: CNTR1 30.00 CNTRT: CNTR2 50.00 CNTRT: CNTR3 60.00 CNTRT: CNTR5 70.00 CNTRT: CNTR7 80.00

1315 1315 1315 1315 1315 1315 1315 1315

10.00 20.00 30.00 30.00 50.00 60.00 70.00 80.00

350.00

ACCOUNT NAME: OTHER PERSONNEL SERVICES DEPARTMENT OF THE TREASURY FLAIR CLASS ONLY ACCOUNT CODE: 85202000222-8590080010-03000000

TOTAL 350.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = G1 Revolving Fund Reimbursement Voucher PAGE NO. 1



W30-0000-2541 001088

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

857480100010000000000 REVOLVING FUND FOR TRAVEL FLAIR CLASS ONLY VF111998661003 AVIS RENT-A-CAR SYSTEMS, INC 043-97-8166 YOUZERS BILL D VF456456456001 US AIRLINES 043-97-8166 YOUZERS BILL D 270-88-9442 BYRD EARL E VF789789789001 SHERATON HOTEL 043-97-8166 YOUZERS BILL D 270-88-9442 BYRD EARL E

2610 2610 2610 2610 2610

34.50 135.00 135.00 145.00 145.00

34.50 270.00 290.00

ACCOUNT NAME: DIV. OF C & C - G/R - EXPENSES FLAIR CLASS ONLY ACCOUNT CODE: 85101000001-8520000000-04000000

TOTAL 594.50




APPROVED: TITLE

Time In

Audited By



Voucher Type = G2 Revolving Fund Reimbursement Contractual Services Voucher PAGE NO. 1



W30-0000-2542 001089

TRANS CODE

TRANS CODE


PAYEE CONTRACT NO. CONTRACT AMOUNT

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

85748010001-8520000000-04000000 REVOLVING FUND FLAIR CLASS VF000000001001 TILLY FOANMAN NON-EMPLOYEE CLIENT VENDOR C333333333 CONTRACTS R US CNTRT: CNTR6 10.00 C499185732 KLEIN, IDA NON-EMPLOYEE TILLY FOANMAN CNTRT: C0001 20.00 VF000000001001 TILLY FOANMAN CNTRT: C0002 10.00

2610 2610 2610

10.00 20.00 10.00

40.00

ACCOUNT NAME: OTHER PERSONNEL SERVICES DEPARTMENT OF THE TREASURY FLAIR CLASS ONLY ACCOUNT CODE: 85101000001-85990000000-04000000

TOTAL 40.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = L1 Non Audited Disbursement Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2002 NON AUDITED DISBURSEMENTS - RETAIN ALL DOCUMENTS OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2543 001090

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

VF111998661003 AVIS RENT-A-CAR SYSTEMS, INC 236-52-0402 RECONWITH AMANDA

2610

100.00

100.00

ACCOUNT NAME: DIV. OF ADM. G/R EXPENSES FLAIR CLASS ONLY ACCOUNT CODE: 85101015010-8510000000-04000000

TOTAL 100.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = L3 Non Audited Revolving Fund Disbursement Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 NON AUDITED DISBURSEMENTS - RETAIN ALL DOCUMENTS OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2544 001091

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

85748010001-0000000000-00000000 REVOLVING FUND FOR TRAVEL FLAIR CLASS ONLY VF111998661003 AVIS RENT-A-CAR SYSTEMS, INC 299-44-7993 KLEIN IDA VF45645646001 US AIRLINES 229-44-7993 KLEIN IDA 261-07-1138 MELLOW MARCIA VF789789789001 SHERATON HOTEL 229-44-7993 KLEIN IDA 261-07-1138 MELLOW MARCIA

2610 2610 2610 2610 2610

50.00 175.00 175.00 125.00 125.00

50.00 350.00 250.00

ACCOUNT NAME: DIV. OF C & C G/R EXPENSES FLAIR CLASS ONLY ACCOUNT CODE: 85101000001-8520000000-04000000

TOTAL 650.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = R1 Refund of Overpayment of Taxes Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 REFUND OF OVERPAYMENT OF TAXES OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2545 001092

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

ORIGINAL DEPOSIT ACCOUNT CODE: 85-10-1-000001-85100000-00-040000-00 VF592049532001 AAA FLEET SERVICE

8600

400.00

400.00

ACCOUNT NAME: REFUND OF NON-STATE REVENUES FLAIR CLASS ONLY ACCOUNT CODE: 44101000902-4410000000-22003000

TOTAL 400.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = R2 Contractual Services Refund of Overpayment of Taxes Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2002 REFUND OF OVERPAYMENT OF TAXES - CONTRACTUAL SERVICES OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2546 001093

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

ORIGINAL DEPOSIT ACCOUNT CODE: 85-10-1-000001-85100000-00-040000-00 VF591741108001 ARGO AND COMPANY

8600

400.00

400.00

ACCOUNT NAME: REFUND OF NON-STATE REVENUES FLAIR CLASS ONLY ACCOUNT CODE: 44101000902-4410000000-22003000

TOTAL 400.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = S1 Audited Disbursement Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2002 SEND DOCUMENTATION FOR PRINTED INVOICE NUMBERS OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2547 001094

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

VF014522365001 COMPUTERLAND INV: A091099 800.00

3930

800.00

800.00

ACCOUNT NAME: DIV. OF ADM. - T/F - EXPENSES FLAIR CLASS ONLY ACCOUNT CODE: 85101015010-8510000000-04000000

TOTAL 800.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = S3 Audited Revolving Fund Disbursement Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 SEND DOCUMENTATION FOR PRINTED INVOICE NUMBERS OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2548 001095

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

85748010001-0000000000-00000000 MUSEUM TRAVEL RVL FUND FLAIR CLASS ONLY VF111998661003 AVIS RENT-A-CAR SYSTEMS, INC INV: A0910991234 226.00 VF321321321001 DELTA AIRLINES INV: DL083101-02 125.00 VF887992331001 HAMPTON INN INV: HI19001332 355.00

2610 2610 2610

226.00 125.00 355.00

706.00


TOTAL 706.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = B1 (JT-1) Journal Redistribution Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 JT-1 OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2549 001096

TRANS CODE 20

TRANS CODE 21


PAYEE

OBJECT CODE

INCREASE AMOUNT

DECREASE AMOUNT

85202010001-8510000000-04000000 DIV. OF ADM. T/F - EXPENSES INV: E0930 710.00 85202010001-8510000000-06000000 DIV. OF ADM. T/F - OCO FLAIR CLASS

2210 2210

710.00

710.00

TOTAL TRANSACTION TYPE: JOURNAL REDISTRIBUTION 710.00

TOTAL 710.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = B4 (JT-1) Journal Redistribution Voucher PAGE NO. 1



W30-0000-2550 001097

TRANS CODE 20

TRANS CODE 21

COMPTROLLER ACCOUNT NUMBER CF COMPTROLLER ACCOUNT NAME PP COMPT VO INVOICE INVOICE AMOUNT

OBJECT CODE

INCREASE AMOUNT

DECREASE AMOUNT

85202010001-8510000000-04000000 DIV. OF ADM. – T/F EXPENSES FLAIR CLASS INV: 051388 10.00 85502050001-8520000000-04000000 BUR. OF C.C. – T/F EXPENSES FLAIR CLASS INV: 051388 10.00 85502050001-8520000000-06000000 BUR. OF C.C. – T/F OCO FLAIR CLASS INV. 051388 20.00 85101000001-8510000000-04000000 DIV. OF ADM. – G/R EXPENSES FLAIR CLASS

8989 8989 8989 8989

10.00 10.00 10.00

40.00

TRANSACTION TYPE: JOURNAL REDISTRIBUTION 40.00

TOTAL 40.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = C1 (JT-2) Non-Operating Transfer Voucher PAGE NO. 1



W30-0000-2551 001098

TRANS CODE 29

TRANS CODE 49

COMPTROLLER ACCOUNT NUMBER CF COMPTROLLER ACCOUNT NAME INVOICE INVOICE AMOUNT

OBJECT CODE

INCREASE AMOUNT

INCREASE AMOUNT

85202000002-8590000000-09000000 LUMP SUM - STATE FUND 2 FLAIR CLASS NON-EMPLOYEE T FOANMAN INV: 100CALL 30.00 85202000002-8590000000-09000000 LUMP SUM - STATE FUND 2 FLAIR CLASS 111-11-1111 ABEL RINGER INV: 200CALL 20.00 85202000002-8590000000-09000000 LUMP SUM - STATE FUND 2 FLAIR CLASS NON-EMPLOYEE R U THERE INV: 300CALL 10.00 85101000001-8561000000-18000000 TRANSFER TO TRUST FUNDS

8100 8100 8100

30.00 20.00 10.00

60.00

TRANSACTION TYPE: NON-OPERATING TRANSFER 60.00

TOTAL 60.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = C2 (JT-2) Journal Advice Voucher PAGE NO. 1



W30-0000-2552 001099

TRANS CODE 25

TRANS CODE 45


OBJECT CODE

INCREASE AMOUNT

INCREASE AMOUNT

85202000002-8590000000-04000000 EXPENSE - STATE FUND 2 FLAIR CLASS NON-EMPLOYEE US AIRWAYS INV: US117900 10.00 85202000002-8590000000-04000000 EXPENSE - STATE FUND 2 FLAIR CLASS NON-EMPLOYEE I M AKOLLAR INV: AK1999 20.00 85101000001-8510000000-00180000 DIV. OF ADM. - G/R -REFUNDS

2610 2620

10.00 20.00

30.00

TRANSACTION TYPE: JOURNAL ADVICE 30.00

TOTAL 30.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = C4 JT-2 Expenditures Refund Journal Advice Voucher PAGE NO. 1



W30-0000-2553 001100

TRANS CODE 39

TRANS CODE 38

CONPTROLLER ACCOUNT NUMBER CF COMPTROLLER ACCOUNT NAME INVOICE INVOICE AMOUNT

OBJECT CODE

DECREASE AMOUNT

DECREASE AMOUNT

85101000001-8510000000-04000000 C DIV. OF ADM. - G/R - EXPENSES FLAIR CLASS ONLY 111-11-1111 V. PAYROLL INV: SUM123 100.00 85101000001-8510000000-04000000 C DIV. OF ADM. - G/R - EXPENSES FLAIR CLASS ONLY NON-EMPLOYEE SOUNDPOWER INV: 590000 100.00 85101000001-8510000000-00180000 DIV. OF ADM. - G/R - REFUNDS FLAIR CLASS ONLY

2610 2610

100.00 100.00

200.00

JT-2 TRANSACTION TYPE: EXPENDITURE REFUND JOURNAL ADVICE 200.00

TOTAL 200.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = Q2 Refund of Overpayment of Taxes Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 JT-2 REFUND OF OVERPAYMENT OF TAXES OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2554 001101

TRANS CODE 25

TRANS CODE 45

COMPTROLLER ACCOUNT NUMBER

PAYEE

OBJECT CODE

INCREASE AMOUNT

INCREASE AMOUNT

ORIGINAL DEPOSIT ACCOUNT CODE: 85-10-1-000001-85100000-00-040000-00 44101000902-4410000000-22002000 REFUND OF STATE REVENUES 85202010001-8510000000-00010000 DIV. OF ADM. - T/F - FEES FLAIR CLASS ONLY

8600

100.00

100.00


TOTAL 100.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = D1 Disbursement Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2002 THIS IS NOT A CHIEF FINANCIAL OFFICER VOUCHER OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


001102

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

VF590000021001 AVIS OFFICE SUPPLY COMPANY

3800

300.00

300.00


TOTAL 300.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = E1 Journal Redistribution PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 THIS IS NOT A CHIEF FINACIAL OFFICER VOUCHER OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


001103

TRANS CODE

TRANS CODE

COMPTROLLER ACCOUNT NUMBER CF COMPTROLLER’S ACCOUNT NAME PR COMPT VO INVOICE INVOICE AMOUNT

OBJECT CODE

INCREASE AMOUNT

DECREASE AMOUNT

85101000001-8520000000-04000000 DIV. OF C & C - G/R - EXPENSES FLAIR CLASS ONLY 111-11-1111 V PAYROLL INV: ISEXPO 300.00 95202000001-9501000000-04000000 DIV. OF ADM. - G/R - EXPENSES FLAIR CLASS ONLY

1100 1100

300.00

300.00

TRANSACTION TYPE: JOURNAL REDISTRIBUTION 300.00

TOTAL 300.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = F1 Non-Operating Transfer PAGE NO. 1



001104

TRANS CODE

TRANS CODE

COMPTROLLER ACCOUNT NUMBER CF COMPTROLLER ACCOUNT NAME PR COMPT VO INVOICE INVOICE AMOUNT

OBJECT CODE

INCREASE AMOUNT

INCREASE AMOUNT

85101000001-8520000000-04000000 DIV. OF C & C - G/R - EXPENSES FLAIR CLASS ONLY 111-11-1111 V PAYROLL INV: NOT007 100.00 898202000001-8901000000-00230000 DIV. OF ADM. - LOAN REPAYMENT

8100

100.00

100.00

TRANSACTION TYPE: NON-OPERATING TRANSFER 100.00

TOTAL 100.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = F2 Journal Advice PAGE NO. 1



001105

TRANS CODE

TRANS CODE


OBJECT CODE

INCREASE AMOUNT

INCREASE AMOUNT

85101000001-8520000000-04000000 DIV. OF C & C - G/R - EXPENSES FLAIR CLASS ONLY 111-11-1111 V PAYROLL INV: 091399 200.00 89202000001-8901000000-00240000 DIV. OF ADM. - UNEMPLY COMP

1100

200.00

200.00


TOTAL 200.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = H1 Revolving Fund Reimbursement PAGE NO. 1



001106

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

857480100010000000000 REVOLVING FUND FOR SUPPLIES FLAIR CLASS ONLY VF590000021001 AVIS OFFICE SUPPLY COMPANY

3800

600.00

600.00


TOTAL 600.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = K1 Regular Disbursement Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 PURCHASING CARD VOUCHER OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2555 001107

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

VF510313900-002 PURCHASING CARD - NATIONSBANK NON-EMPLOYEE DATA CONTROL SUPPLIES, INC.

3930

100.00

100.00


TOTAL 100.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = M1 Regular Disbursement Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 RECURRING PAYMENT VOUCHER OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2556 001108

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

VF590247775549 FLORIDA POWER & LIGHT

2710

2100.00

2100.00


TOTAL 2100.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = V1 Regular Disbursement Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 INVOICE TRACKING VOUCHER OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2557 001109

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

VF555555555001 SOUNDPOWER

2710

2635.02

2635.02


TOTAL 2635.02




APPROVED: TITLE

Time In

Audited By



Voucher Type = V2 Invoice Tracking, Contractual Services Voucher PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 INVOICE TRACKING CONTRACTUAL SERVICES VOUCHER OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


W30-0000-2558 001110

TRANS CODE

TRANS CODE


PAYEE

OBJECT CODE

OBJECT AMOUNT

WARRANT AMOUNT

VF593420031001 USA TELEPHONE AND TELEGRAPH CO CNTRT: C0872 1500.00

2211

1500.00

1500.00

ACCOUNT NAME: DIV. OF C & C - G/R - EXPENSES DEPARTMENT OF THE TREASURY FLAIR CLASS ONLY ACCOUNT CODE: 85101000001-8590000000-04000000

TOTAL 1500.00




APPROVED: TITLE

Time In

Audited By



Voucher Type = T1 Revenue to Revenue Transfer, Interdepartmental Voucher PAGE NO. 1 STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 REVENUE TRANSFER – RETAIN ALL DOCUMENTATION OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


R30-0000-0061 006040

TRANS CODE 20

TRANS CODE 20


OBJECT CODE

INCREASE AMOUNT

DECREASE AMOUNT

85101000001-8520000000-000400000 DIV OF C & C – G/R BROKERAGE FEES 87202010001-8710000000-00020000 DIV. OF ADM. - LICENSES

0020 0020

100.25

100.25

TRANSACTION TYPE: REVENUE TRANSFER 100.25

TOTAL 100.25




APPROVED: TITLE

Time In

Audited By



Voucher Type = U1 Revenue to Revenue Transfer, Intradepartmental Voucher PAGE NO. 1 STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 REVENUE TRANSFER – RETAIN ALL DOCUMENTATION OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


R30-0000-0063 006041

TRANS CODE 20

TRANS CODE 20


OBJECT CODE

INCREASE AMOUNT

DECREASE AMOUNT

85101000001-8510000000-00210000 GENERAL REVENUE – LAND SALE INV: LAND SALE G&M 85502050001-8520000000-00040000 BUR. OF C.C. – MISC. REV.

0210 0210

5500.63

5500.63

TRANSACTION TYPE: REVENUE TRANSFER 5500.63

TOTAL 5500.63




APPROVED: TITLE

Time In

Audited By



The Voucher Print Mini Menu To access Voucher Processing, enter “VP” in the TYPE field at the bottom of any screen. The Voucher Print Mini Menu screen shown below displays. This screen is used to request on-site voucher printing after nightly update, to print Voucher Summary Reports, and to search for beginning and ending voucher numbers by date. To make a request, input an “X” to the left of the desired selection and depress the ENTER key.

Voucher Print Mini Menu Screen 01 02 VPMU 09/02/07 10:33:53 03 04 05 VOUCHER PRINT MINI MENU 06 07 08 VOUCHER ON-SITE PRINTING 09 10 VOUCHER SUMMARY REPORT 11 12 SEARCH FOR VOUCHER NUMBERS 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH



Voucher Printing For an agency to print its vouchers on its local printer, the procedures given below should be followed each morning. The option is also given to omit the printing of EDI and Purchasing Card Vouchers. Enter an “X” on line 8 of the Voucher Print Mini Menu screen (see previous page) and depress the ENTER key. The Voucher Print Request screen displays (see next pages). Enter an “X” on line 4 of this screen to request voucher print. The date (MMDDYYYY) may be entered on line 5, to specify the date the requested vouchers were added to the Voucher Print File. Starting and/or Ending voucher numbers for the date entered may be indicated on lines 6 and 7 respectively. The date (MMDDYYY) and request for a starting and/or ending voucher numbers are optional. If left blank, all unprinted voucher schedules are printed. Depress the ENTER key. The message “VOUCHER PRINT HAS BEEN REQUESTED” displays on the screen. Vouchers begin printing on the local printer after the voucher print program has completely executed. If FLAIR was accessed through NASSAM, the PRINTER DESTINATION field should be completed to route the voucher schedules to the desired local printer. Examples of voucher schedules are given in previous pages of this chapter.

Voucher Print Request Screen 01 02 VPPR 09/02/2007 15:40:55 03 VOUCHER PRINT REQUEST SCREEN 04 VOUCHER ON-SITE PRINT REQUEST: 05 VOUCHER ADD DATE: OMIT PURCHASING CARD VOUCHERS: 06 STARTING VOUCHER NUMBER: V OMIT EDI INVOICE VOUCHERS: 07 ENDING VOUCHER NUMBER: V PRINTER DESTINATION: 08 1. TO PRINT VOUCHERS WHICH HAVE NEVER BEEN REQUESTED, 09 ENTER AN 'X' IN THE REQUEST LINE. 10 2. TO REPRINT VOUCHERS, ENTER AN 'X' IN THE REQUEST LINE AND ONE 11 OF THE FOLLOWING: 12 A. VOUCHER ADD DATE - TO PRINT ALL VOUCHERS FOR THAT DATE. 13 B. DATE AND STARTING VOUCHER NUMBER - TO PRINT A RANGE OF 14 VOUCHERS FOR THAT DATE (STARTING NUMBER THRU THE END OF FILE). 15 C. DATE, STARTING AND ENDING VOUCHER NUMBERS - TO PRINT A 16 RANGE OF VOUCHERS FOR THAT DATE (STARTING THRU ENDING NUMBERS). 17 3. TO FIND THE FIRST AND LAST VOUCHER NUMBERS AND THE VOUCHER 18 ADD DATE FOR EACH DAY, GO TO THE 'VOUCHER PRINT MINI MENU' 19 AND REQUEST 'SEARCH FOR VOUCHER NUMBERS'. 20 4. ONLY VOUCHERS FOR YOUR SITE WILL BE PRINTED. 21 5. TO OMIT PRINTING P-CARD OR EDI VOUCHERS ENTER-X ON APPROPRIATE LINE 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



Transactions Rejected by Voucher Print Process All disbursement transactions on the Daily Input File that are not marked for deletion or do not have a Bookkeeping Indicator (BI) of “X” will be edited for errors prior to printing. Those transactions rejected by the voucher print process will be listed on a Voucher Error Report. The Voucher Error report is produced and printed along with the agency’s voucher schedules. The message “VOUCHER ERROR” shows as the voucher heading. The voucher error lines are listed as well as the appropriate error message. Voucher Error reports are printed in voucher order and by error type as described below.

1. “DUPLICATE VOUCHER NUMBER”

If an agency has assigned the same voucher number to transactions that should be on different vouchers, the print process will accept the transactions that should be grouped with the first sorted entry for the voucher and reject all others as duplicate voucher numbers. For example, if an agency assigned voucher number includes voucher types A1 and B2 and the first sorted entry was a voucher type B2, the B2 entries are on the assigned voucher and the A1 entries are rejected as duplicates.

2. “DUPLICATE LINE NUMBER” for Regular Voucher

If an agency has assigned the same voucher line number to transactions on the same voucher, the print process will accept the first sorted entry and reject all others as duplicate line numbers.

3. “DUPLICATE LINE NUMBER” for JT Voucher

The same as above (No.2) except that the system will check to see if vendor through invoice number changes.

4. “INVALID DETAIL LINE TOTAL” for Regular Voucher

If a line item (detail line) on a voucher is equal to zero, less than <$99,999,999.99>, or if the line item amount is greater than $99,999,999.99, the voucher print process will reject that line item for having an invalid line total. For example, if a debit and credit of a $100 dollars are entered with the same detail, the system will combine the two transactions on the voucher. The net line amount is zero (0) and the system rejects both line items as an invalid detail line total.

5. “INVALID DETAIL LINE TOTAL” for JT Voucher

The same as number 4 except that the line item amount is less than <$999,999,999.99> or greater than $999,999,999.99, the print process rejects that line item.



6. “INVALID DETAIL LINE TOTAL” for Revolving Fund Reimbursement Vouchers

The same as number 4. 7. “INVALID VENDOR TOTAL” for Regular Voucher

If the total amount for a vendor is less than $0.01 or greater than $99,999,999.99, the print process rejects these transactions.

8. “INVALID VENDOR TOTAL” for JT Voucher

If the total amount for a vendor is less than <$999,999,999.99> or greater than $999,999,999.99, the print process rejects these transactions.

9. “INVALID INVOICE TOTAL” for JT Voucher

If the total invoice amount for transactions on the same voucher is equal to zero, less than <$999,999,999.99>, or greater than $999,999,999.99, the print process rejects these transactions.

10. “INVALID VOUCHER TOTAL” for Regular Voucher

If the voucher total is greater than $999,999,999.99.

11. “INVALID VOUCHER TOTAL” for JT Voucher

If the voucher total is less than <$999,999,999.99> or greater than $999,999,999.99.

12. “INVALID VOUCHER TOTAL” for Revolving Fund Reimbursement Vouchers

If the total amount for a voucher is less than $0.01 or greater than $99,999,999.99, the print process will reject these transactions.

Examples of these reports are shown on the next pages.



Regular Voucher: Voucher Error Report – Duplicate Line Number PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/02/2007 ****** VOUCHER ERROR REPORT ****** OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


001111

TRANS CODE

TRANS CODE

OLO SITE VOUCH TYPE RVL GROUP CF LINE TR L2-5 EO OBJECT ….AMOUNT…. VENDOR ID

OBJECT CODE

SUBVENDOR ID AMOUNT

AMOUNT

850000 01 A1 E DUPLICATE LINE NUMBER 0001 51 200000000 DD 810000 -100.00 VF590000021001 TOTAL -100.00

E111111111


TOTAL




APPROVED: TITLE

Time In

Audited By



Journal Transfer Voucher: Voucher Error Report – Invalid Detail Line Total PAGE NO. 1

STATE OF FLORIDA VOUCHER SCHEDULE DATE 09/09/2007 ****** VOUCHER ERROR REPORT ****** OLO 850000 DEPARTMENT DEPARTMENT OF THE TREASURY SITE FLAIR HEADQUARTERS


001112

TRANS CODE

TRANS CODE

OLO SITE VOUCHER TYPE BF-AGENCY GROUP LINE TR L2-5 EO OBJECT ACCOUNT CODE SUB-VENDOR ID BF-OB BF-ACCOUNT CODE

BF-CF CF

INVOICE AMOUNT

AMOUNT AMOUNT

850000 01 B1 E INVALID DETAIL LINE TOTAL 0001 51 200000000 DD 261000 101000001852000000004000000 E111111111 261000 202000001980100000004000000 0002 51 200000000 DD 261000 101000001852000000004000000 E111111111 261000 202000001980100000004000000 0003 51 200000000 DD 261000 101000001852000000004000000 E111111111 261000 202000001980100000004000000 0004 51 200000000 DD 261000 101000001852000000004000000 E111111111 261000 202000001980100000004000000 0005 51 200000000 DD 261000 101000001852000000004000000 E111111111 261000 202000001980100000004000000 C 0006 51 200000000 DD 261000 101000001852000000004000000 E111111111 261000 202000001980100000004000000 C

INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE TOTAL

100.00 300.00 -300.00 99999999.99 99991000.00 900.00 199991999.00

TRANSACTION TYPE: JOURNAL REDISTRIBUTION

TOTAL




APPROVED: TITLE

Time In

Audited By



Voucher Summary Report A Voucher Summary Report is available through the Voucher Processing Function. The voucher summary report prints disbursement items on the Daily Input File that generate vouchers during FLAIR Nightly Processing. This report allows users to review vouchers prior to printing them; thereby allowing agencies to correct errors on the vouchers before printing them and before the agency’s Detail and Master Files are updated incorrectly. Procedures for printing a Voucher Summary are described below: Enter an “X” on line 10 of the Voucher Print Mini Menu screen (see previous pages) and depress the ENTER key. The Voucher Summary Request screen returns (see next pages). Enter an “X” on line 5 and the beginning and ending voucher numbers to be included on the report on lines 6 and 7. If no beginning and ending voucher numbers are entered, all vouchers will be included on the report. Depress the ENTER key. The message “VOUCHER SUMMARY REPORT HAS BEEN REQUESTED” displays on the screen and the report prints on the local printer. If FLAIR was accessed via NASSAM, the PRINTER DESTINATION field should be completed to route the report to the desired local printer. The user may also enter an “X” on line 5 and input a specific Grouping Character on line 6. This prints all transactions with that specified Grouping Character. To request vouchers by FUND/ACCT CODE, enter an “X” on line 5 and on line 8, input the first 21 or 29 digits of the FLAIR Account Code. This prints all transactions with that specific FUND/ACCT CODE. The Voucher Summary will be in one of two formats reflecting either JT Vouchers or Warrant/ EFT Vouchers. Examples of the two formats are shown on the following pages. Transactions are sorted on-line in the same manner as they are sorted during nightly processing. Each voucher that does not have an agency assigned voucher number is assigned a temporary voucher number beginning with V000001 each time the report is requested.



Voucher Summary Report Request Screen 01 02 VPSR 09/02/07 16:10:50 03 VOUCHER SUMMARY REPORT REQUEST SCREEN 04 05 VOUCHER SUMMARY REPORT REQUEST: 06 STARTING VOUCHER NUMBER: V GROUPING CHARACTER: 07 ENDING VOUCHER NUMBER: V PRINTER DESTINATION: 08 FUND/ACCT CODE: 85 09 1. TO REQUEST A SUMMARY REPORT OF TODAY'S DISBURSEMENT ENTRIES 10 GROUPED INTO TEMPORARY VOUCHERS, ENTER AN 'X' IN THE REQUEST LINE. 11 2. IF STARTING AND ENDING VOUCHER NUMBERS ARE LEFT BLANK, 12 ALL DISBURSEMENT ENTRIES WILL BE SUMMARIZED. 13 3. IF STARTING AND (OR) ENDING VOUCHER NUMBERS ARE INPUT, ONLY DISBURSEMENT 14 ENTRIES CONTAINING AGENCY ASSIGNED VOUCHER NUMBERS WILL BE SELECTED, 15 AND ONLY THOSE WITHIN THE REQUESTED RANGE WILL BE SUMMARIZED. 16 4. DISBURSEMENT ENTRIES WITH BOOKKEEPING INDICATOR EQUAL TO 17 'X' WILL NOT BE INCLUDED IN THE SUMMARY REPORT. 18 5. THE ENTRIES PRINTED ARE ONLY FOR THE SITE ASSOCIATED WITH YOUR SIGN-ON. 19 6. IF FUND/ACCT CODE IS INPUT, WILL ONLY LIST VOUCHERS FOR REQUESTED 20 FUND OR ACCOUNT CODE. 21 7. IF GROUPING CHARACTER IS INPUT, PULL DISBURSEMENT TRANSACTIONS ONLY 22 WITH REQUESTED GROUPING CHARACTER. TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN



VOUCHER SUMMARY DETAIL REPORT (Warrant/EFT Voucher) VOUCHER SUMMARY DETAIL REPORT OPERATING ORGANIZATION: 85 00 00 SITE: 01 VOUCH VT GF SF FID BE IBI CAT YR CF RVL G DATE: 09 02 07 TIME: 14:30:00 001090 L1 10 1 015010 85100000 00 040000 00 LINE TR TRDATE L1-L5 EO VR OBJECT ....AMOUNT.... CNTRT VENDOR-ID VENDOR NAME SUB-VENDOR-ID SEC-DOC BKI 51 090207 85100202213 00 02 261000 100.00 VF111998661003 AVIS RENT-A-CAR VE236520402 TOTAL VOUCH 001090 100.00 VOUCH VT GF SF FID BE IBI CAT YR CF RVL G 001102 D1 74 8 010001 85200000 00 040000 00 010001 LINE TR TRDATE L1-L5 EO VR OBJECT ....AMOUNT.... CNTRT VENDOR-ID VENDOR NAME SUB-VENDOR-ID SEC-DOC BKI 51 090207 85200400000 BB 05 380000 300.00 VF590000021001 AVIS OFFICE SUPPLY N TOTAL VOUCH 001102 300.00



VOUCHER SUMMARY DETAIL REPORT (Journal Transfer Voucher) VOUCHER SUMMARY DETAIL REPORT VOUCH VOUCHER TYPE GROUP BF AGENCY NAME 001096 B1 DIV. OF ADM. T/F - EXPENSES LINE TR TRDATE L1-L5 EO VR OBJECT .... AMOUNT.... GF SF FID BE IBI CAT YR CF SUB-VENDOR-ID INVOICE BKI VENDOR-ID BF-CAT BF-YR/CF BF-ORG BF-OPT BF-OB OTHER DOC SEC-DOC 51 090207 85200202213 BB 05 221000 710.00 20 2 010001 85100000 00 060000 00 E0930 852020100018510000000 040000 00 221000 TOTAL VOUCH 001096 710.00 VOUCH VOUCHER TYPE GROUP BF AGENCY NAME 001099 C2 EXPENSE – STATE FUND 2 LINE TR TRDATE L1-L5 EO VR OBJECT .... AMOUNT.... GF SF FID BE IBI CAT YR CF SUB-VENDOR-ID INVOICE BKI VENDOR-ID BF-CAT BF-YR/CF BF-ORG BF-OPT BF-OB OTHER DOC SEC-DOC 51 090207 85100400000 DD 01 261000 10.00 10 1 000001 85100000 00 001800 00 US AIRWAYS US117900 852020000028590000000 040000 00 850202213 00 040000 US117900 51 090207 85100400000 DD 01 262000 20.00 10 1 000001 85100000 00 001800 00 I M AKOLLAR AK1999 852020000028590000000 040000 00 850202213 00 040000 AK1999 TOTAL VOUCH 001099 30.00



Voucher Reprint The following procedures should be used to reprint voucher schedules that were previously printed. Enter an “X” on line 8 of the Voucher Print Mini Menu screen (see page earlier in this chapter). Depress the ENTER key and the Voucher Print Request screen returns (see page earlier in this chapter). Enter an “X” on line 4 of this screen. The date (MMDDYYYY) that the voucher was added to the Voucher Print File should be entered on line 5. Lines 6 and 7 must be used to enter beginning and ending voucher numbers. Depress the Enter key and the requested voucher prints on the local printer. A voucher schedule may be reprinted as many times as desired within five days after original printing. If the last (ending) voucher number is not known, ‘999999’ may be entered in the ENDING VOUCHER NUMBER field. To print only one (1) voucher, the same voucher number may be entered as the STARTING VOUCHER NUMBER and ENDING VOUCHER NUMBER.

Search for Voucher Numbers by Site The following procedures should be used to determine the starting and ending voucher numbers to be used when printing voucher schedules. Enter an “X” on line 12 of the Voucher Print Mini Menu screen (see screen earlier in this chapter) and depress the Enter key. The Inquiry Of Voucher Numbers By Date screen displays (see next pages). This screen lists the first and last voucher on the Voucher Print File by date. These are the voucher numbers that should be used when requesting voucher print. Vouchers are sorted on the Voucher Print File with alphabetical characters first then numeric characters. They are not in original input order.



Inquiry Of Voucher Numbers By Date Screen 01 02 VPIN 09/02/2007 16:34:17 03 INQUIRY OF VOUCHER NUMBERS BY DATE 04 05 VOUCHER ADD DATE FIRST VOUCHER NUMBER LAST VOUCHER NUMBER 06 ---------------- -------------------- ------------------- 07 08/23/2007 001471 001483 08 08/24/2007 001514 001523 09 08/27/2007 001552 001560 10 08/28/2007 001566 001619 11 08/29/2007 001623 001654 12 08/30/2007 001657 001694 13 14 15 16 17 18 19 20 21 22 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD

FLorida L Accounting A Information I Resource R · FLorida L Accounting A Information I Resource R...

Documents

Transcript of FLorida L Accounting A Information I Resource R · FLorida L Accounting A Information I Resource R...