FRS Financial Accounting Screens

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FRS - FinancialAccounting Screens

• Tutorial of FRS Screens and Data

2
Agenda

• Obtaining FRS Access
• Purpose of Tutorial
• Overview of Tutorial
• FRS Screens
• General Definitions
• Common Fields

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Access to FRS

• Access

• To receive access to FRS, complete a Request for
  FRS Access form.
• By submitting this request, you must sign the
  Computer Usage and Password Statement on the form
  indicating that you agree to abide by and
  understand the requirements.
• By submitting this request, you are also
  responsible for understanding the University of
  Arizonas Policy for Acceptable Use of Computers
  and Networks.
• For information about general FRS login
  procedures and how to navigate the system, please
  refer to the Introduction to FRS Tutorial
  http//www.fso.arizona.edu/fso/training/tutorials/
  frs/.

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Purpose

• Access
• Purpose

• This tutorial provides information for FRS online
  financial accounting screens. These screens
  display information on the financial status of
  FRS accounts, for example, transactions posted
  this month and budget balance available.

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Overview

• Access
• Purpose
• Overview

• Policy Owner Financial Management
• Training Covers the information found on the
  commonly used FA screens.

To Access Information Log into FRS. Enter the
screen you want to go to in the SCR field, TAB
to the ACCOUNT field, enter a six or ten digit
FRS account number and press ENTER. Any
exceptions will be noted. For additional
display options and definitions of fields found
on most screens, refer to "Common Fields."
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FRS Screens

• Access
• Purpose
• Overview
• Screens

• The following screens are a short description of
  the information you might find on each screen.
  For more detailed information about a specific
  screen, click on "Detailed Screen Description."

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Screen 09 Series

• Access
• Purpose
• Overview
• Screens
• 09 Series

• 09R - SL Acct Report Displays revised budget,
  current month, year to date revenues and
  expenses, encumbrances and budget balance
  available by object code rounded to the nearest
  whole dollar.
• Detailed Screen Description Related
  Report-FBM090
• 09S - SL Acct Summary Displays account
  information summarized by budget category.
• Detailed Screen Description Related
  Report-FBM090
• 09W - GL Acct Inquiry Displays non-dollar data
  for a GL account, such as, fund accountant,
  responsible person and authorized signers.
• Detailed Screen Description
• 09X - SL Acct Inquiry Displays non-dollar data
  (attributes) for an SL account, such as, fund
  accountant, responsible person and authorized
  signers.
• Detailed Screen Description

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List Screens

• Access
• Purpose
• Overview
• Screens
• 09 Series
• Lists

• 018 - List 6 Digit GL Displays beginning fiscal
  year balance, current month change and current
  balance by account control. NOTE These columns
  do not add accross.
• Detailed Screen Description Related
  Report-FBM091
• 019 - List Six Digit SL Displays revised budget,
  year to date revenues and expenses, encumbrances
  and budget balance available by object code.
• Detailed Screen Description Related
  Report-FBM090
• 020 - List 10 Digit SL-OC Displays current
  encumbrances for a ten digit Subsidiary Ledger
  account.
• Detailed Screen Description Related
  Report-FBM090
• 021 - List OC File Displays all encumbrances for
  a six digit account.
• Detailed Screen Description Related
  Report-FBM090
• 022 - List SL Budget Data Displays original
  budget and revised budget for current and last
  year.
• Detailed Screen Description Related
  Report-FBM090

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Transactions

• Access
• Purpose
• Overview
• Screens
• 09 Series
• Lists
• Transactions

• 023 - Transaction Inquiry Displays all
  transactions that have posted to an account this
  month.
• Transactions can be displayed three different
  ways
• by account number - Enter the six digit FRS
  account number in the ACCOUNT field. Press ENTER.
  All transactions posted to the account that month
  display.
• by object code/account control - Enter the ten
  digit FRS account number in the ACCOUNT field.
  Press ENTER. All transactions posted to that
  account and object code/account control that
  month display.
• by transaction code - Enter the desired TC
  (Transaction Code) in the TC field. Available
  choices are listed in 16.72, Transaction Codes.
  Press ENTER. All transactions matching the
  specified tran code display. NOTE You can either
  enter the first two numbers of a TC or all three.
  For example, 02 would return all budget entries
  (loads, transfers and revisions). 022 would only
  return budget transfers.
• FYI The I column indicates how encumbrances were
  affected by the transaction.
• N - No encumbrance activity.
• D - Debit, the encumbrance increased.
• C - Credit, the encumbrance decreased.
• P - The encumbrance was partially liquidated.
• F - The encumbrance was fully liquidated.
• Detailed Screen Description Related
  Report-FBM091

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Screen 027

• Access
• Purpose
• Overview
• Screens
• 09 Series
• Lists
• Transactions
• Screen 027

• 027 - OC By Reference No. Displays information
  for a specific encumbrance, such as account
  number and vendor. Enter the encumbrance's
  complete reference number in the REFERENCE
  NUMBER field. Press ENTER. (An account number is
  not required.)
• Detailed Screen Description

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Snapshot Screens

• Access
• Purpose
• Overview
• Screens
• 09 Series
• Lists
• Transactions
• Screen 027
• Snapshots

• 040 - 10 Digit GL Snapshot Displays dollar data
  for a ten digit General Ledger account, such as,
  beginning balance, current month change and last
  year's actual.
• Detailed Screen Description
• 041 - 10 Digit SL Snapshot Displays dollar data
  for a ten digit Subsidiary Ledger account, such
  as, revenues and expenses for the current month
  and the current month last year, quarter to date
  and project year and the last date a transaction
  posted.
• Detailed Screen Description
• 042 - OC Record Snapshot Displays information
  for an encumbrance within an account.
• Detailed Screen Description
• 045 - List Assoc. SL Accounts Lists the SLs that
  roll up to a specified GL.
• Detailed Screen Description

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Definitions

• Access
• Purpose
• Overview
• Screens
• 09 Series
• Lists
• Transactions
• Screen 027
• Snapshots
• Definitions

• 10 digit FRS Account Number A six digit FRS
  account number and either a four digit object
  code (Subsidiary Ledger, sections 4 and 5) or
  four digit account control (General Ledger,
  section 3).
• OC Open Commitment. A future planned
  expenditure, also know as encumbrance.
• HELP FRS provides help information for each
  field. To access help, use your arrow keys to
  move your cursor into the field for which you
  need an explanation. Press the HELP key (F2). To
  return to the screen, either press ENTER until
  you return to the screen or use the CLEAR ("")
  key. NOTE HELP and CLEAR keys may vary from
  application to application. Contact the CCIT Help
  Desk for help with your application (621-HELP).

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Common Fields

• Access
• Purpose
• Overview
• Screens
• 09 Series
• Lists
• Transactions
• Screen 027
• Snapshots
• Definitions
• Common Fields

• The following fields can be found on most of the
  FRS screens
• SUBTOT OPT (Subtotal Option) Identifies how the
  account will be subtotaled. This code corresponds
  to the ABR Rule. For example, if the ABR rule is
  6, the subtotal option will be A6. To change this
  option, TAB to the field, enter the desired
  option and press ENTER.
• Accessible on screens 09R, SL Acct Report, 019,
  List Six Digit SL, and 022, List
• SL Budget Data.
• PRT SUBTOT (Print Subtotal) The default is Y,
  Yes - print subtotals according to the option
  specified in SUBTOT OPT.To change this option,
  TAB to the field, enter the desired option and
  press ENTER. Other available codes are
• N - No subtotals (display will be similar to
  screen 19) and
• O - Only Subtotals (display will be similar to
  screen 09S).
• Accessible on screens 09R, SL Acct Report, 019,
  List Six Digit SL, and 022, List
• SL Budget Data.

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Common Fields

• Access
• Purpose
• Overview
• Screens
• 09 Series
• Lists
• Transactions
• Screen 027
• Snapshots
• Definitions
• Common Fields

• MAP CODE 5 digit attribute which identifies
  which General Ledger this account will update.
  Put a '0' (zero) in front of the map code and you
  have the six digit FRS General Ledger Account
  number.
• FLAGS (DFRDSR) Indicates the status of the
  account
• D - Delete (0 - Not flagged for deletion, 1 - 1st
  year flagged for deletion, 2 - 2nd year flagged
  for deletion, account will be deleted from FRS
  the next Fiscal year-end close (Drop flag will be
  set to 1).
• F - Freeze (0 - Not Frozen, 1 - Frozen)
• R - Review (0 - No review required, 1 - review
  required)
• D - Drop (O - the account will not be dropped, 1
  - Account will be dropped from FRS next Fiscal
  year-end close.
• S - Budget Suppress - (0 - The diagnostic message
  "INSUFFICIENT BBA FOR HIGHLIGHTED ACCOUNT" will
  display any time the account is over budget, 1 -
  the diagnostic message will be suppressed.
• R - ABR Rule, indicates the ABR Rule assigned to
  the account.