Financial Accounting System

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Financial Accounting System

• Administrative Training
• January 2003

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Financial Accounting System
Approve / Disapprove Order Requisitions
Section I
Reporting
Section II

• On Line Inquiry

Section III
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Logging On
Double-click it
Locate the FAS icon on the desktop.
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The log on screen is displayed. You will be
prompted to type in your User ID number and
Password.
NOTE When typing the password it must be
entered using all CAPS (characters are not
viewable).
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SECTION I Approving/Disapproving Order
Requisitions
The FAS Main Menu is displayed. At the colon
prompt type ORDERS and press return.
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There are 3 ways to select a menu item

• Press the corresponding Function Key on your
  keyboard
• Click on the corresponding button at bottom of
  screen
• Type in selection at the colon prompt
• (Select OR3 - Order Approval)

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The first order needing your approval is
displayed. The account balance is displayed.
Click the corresponding Function Key to either
Approve or Disapprove the order.
In this example we will press Approve Order (F1).
The system automatically displays the next order
for your approval.
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When you Disapprove an order, an additional
screen is displayed. Enter the reason why order
was disapproved and press the outside ltentergt.
Once denied, the order is sent back to the input
level and will not appear in the approval chain
until a change to the order has been made.
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When you have finished reviewing the remaining
orders the system will prompt that there are no
more requisitions to be approved. Press EXIT
(F8) to exit to the Purchasing Menu.
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To print a list of outstanding orders for your
location, press OR5 Print Order Edit List. (This
report lists all outstanding order requisitions
and gives you the opportunity to examine their
status.)
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While in the report mode you will need to use the
inside ltentergt. Enter 2 (Select Specific
Locations) Enter (Your Location Number) press
enter twice Enter Beginning Date (MM/DD/YYYY)
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Enter Ending Date (MM/DD/YYYY) Enter Sort
Option ( 3 - Vendor) Enter (YYes or NNo to
print Incomplete Orders) Enter xxx (Your
Printer Number will be the default) Enter
(press enter) default number of copies 1
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Review the print options and enter Y (yes), N
(no) or E (end/exit)
Included on the report will be the order number,
vender name and number, item number/description,
quantity, UOM, extended price, freight cost,
account number (if assigned) and the approver.
If changes need to be made, please notify person
responsible for entering the order and have them
make corrections.
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SECTION II Reports
At the Main Menu select A04 - Reports (F4). The
Reports menu is displayed. Select Expenditure
Reports (G05).
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The Expenditure Reports menu displays the
different type of Expenditure reports available
for print. (For our example we Selected L01 -
Expenditure Summary (1 Line ).)
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The L01 Report Screen is displayed. Enter your
building/dept. name (first 6 characters) in the
Report No. field. (If a report spec has not been
created for your department please contact the
Budget Accounting office.) Press outside
ltentergt.
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Enter the date, Period/YTD, Beginning Ending
Period and dates. Press outside ltentergt.
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The sort and selection criteria have been preset.
Simply press the outside ltentergt to receive a
summary of expenditures for your location.
Your report will print to the printer designated
in the header section.
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In the next example we have selected L03 -
Expenditure Detail (Current or YTD).
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The report specification screen is displayed.
Enter the Report Number. Press outside ltentergt.
The title should be changed to reflect Detail
report rather than Summary. Enter the date,
Period/YTD, Beginning Ending Period and dates.
Press outside ltentergt.
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The sort and selection criteria have been preset.
Simply press the outside ltentergt to receive a
detail report of expenditures for your location.
Your report will print to the printer designated
in the header section.
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SECTION III On-Line Inquiry
At the Main Menu select A03 - On Line Inquiry
(F3).
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The Account Inquiry menu screen is displayed.
Make your selection by clicking on the
corresponding button at the bottom of the screen.
Select Account Inquiry (F1).
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Enter the account number in question along with
an accounting period and press the outside
ltentergt. The system displays the original and
adjusted budget, encumbrances, actual balance and
the available/receivable account balance.
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In the far left column please note the line
heading PRE. This stands for Pre-encumbrance,
which is any electronically entered purchase
requisition that has not been printed as a
Purchase Order. The system electronically
reserves the funds and lists them in the
Encumbrance column on this screen. When a P.O.
is printed the funds are included under the
Press Exit (F8) to return to the Account Inquiry
Menu.
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At the Account Inquiry menu screen select Detail
Account Inquiry (F2). (Again, make your
selection by clicking on the corresponding button
at the bottom of the screen or by pressing F2.)
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Enter the account number, accounting period
Period/YTD and press outside ltentergt. The Detail
Account Inquiry screen is displayed, which gives
you several additional screens available for your
review.
Access Journal Entries and Requisition
information via Next Keys (F7).
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Click the Claims/Payments button (F5) to view the
claims and payments associated with this
particular account. You may view any of the
detail screens by pressing the corresponding
button along the bottom of the screen.
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Press Budgets (F3), to display Budget
information. Included here are budget transfers
and the proposed budget amount.
To view the Encumbrances press F4.
To view Receipts press F6.
After reviewing any or all of the attached
screens press the F8 key twice to return to the
Account Inquiry screen.
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At the Account Inquiry menu screen select Vendor
Inquiry (F3). (Again, make your selection by
clicking on the corresponding button at the
bottom of the screen or by pressing F3.)
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Tab to the Name field and enter part of the
Vendors name. Press outside ltentergt. The first
match is displayed. If this is not the correct
vendor press Next Name (F6) until correct vendor
is found. (Function Keys can be used at any time.)
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Select Payment Info (F3), and when prompted,
press outside ltentergt to display detail. The
system displays payments made to selected vendor
beginning with the most recent payment. Press
Next Page to view additional payments. Press
Exit (F8) twice to return to the Account Inquiry
menu screen.
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At the Account Inquiry menu screen select P. O.
Inquiry (F5) . (Again, make your selection by
clicking on the corresponding button at the
bottom of the screen or by pressing F5.)
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Enter I in the action field and the Purchase
Order number in question. Press the outside
ltentergt.
The description, account number, extended price,
paid and liquidated amounts are displayed.
Additional items can be viewed by using Next Item
Previous Item (F3 F4).
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In the Description field the system displays a
Requisition Number. In order for you to review
what items were ordered on this Purchase Order
you will need to jot down the Req. number and
press Exit (F8) twice to get to a colon prompt.
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At the colon prompt type ORDERS (press inside
ltentergt) When the Purchasing Menu is displayed,
press OR2 (F2). Enter the Requisition (Order)
number and press the outside ltentergt Review items
on the P.O. using the Function keys. Press Exit
(F8) twice to return to the Main Menu.
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To log off of the FAS System, at the colon prompt
type BYE or press Exit (F8).
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This concludes the FAS Administrative Training.
If you have any questions or need assistance
please feel free to call Jan Johnson
(361-4115) Budgetary Questions/Concerns Pam
Losey (361-4152) FAS Training Issues