R⋆STARS Training ManualR⋆STARS Training Manual
Chapter #12
On-Line Inquiry In R⋆STARS
Summary and Detail Selection Options
Summary of Financial Inquiries
The R⋆STARS On-line Inquiry features allow users to view information stored in the various financial tables. Most inquiries fall into two categories:
◾ Financial Inquiries
◽ Focus on Appropriation, Budget, and General Ledger
◽ Often have drill down capabilities that allow users to view transaction details for amount summaries
◽ Can be understood by Non-Accountant personnel
◾ Document Inquiries
◽ Focus on information for a specific Document
◽ Frequently do not have drill down capabilities
◽ Help Accounts Receivable and Payable personnel find current account information on-line
You can find these two kinds of inquiries through the Reporting/Inquiry Menu, which can be accessed from the Main Menu.
Financial transactions are entered into R⋆STARS through Batches and stored in Financial Tables for later retrieval for inquiry and reporting.
For each transaction, the user indicates a Transaction Code. The Transaction Code indicates the Financial Tables to which the transaction will post and the Balance Type the system will use to post to the table. The 28A Transaction Code Decision Profile defines these indicators.
S28A UC: 01 STATE OF OREGON 01/31/14 03:25 PM |
LINK TO: TRANSACTION CODE DECISION PROFILE PROD |
TRAN CODE: 225 TITLE: VOUCHER PAYABLE ‑ ENCUMBERED |
GENERAL LEDGER DR-1: 3501 CR-1: 1211 DR-2: CR-2: |
POSTING DR-3: CR-3: DR-4: 3011 CR-4: 2735 |
TRANS DOCD DUDT I SVDT CDOC I RDOC I MOD I AGCY R IDX PCA COBJ R |
EDIT AOBJ RVRS N PDT R CI N 1099 R WARR INVC VNUM R VNAM R VADD R |
INDS: DMETH R APN# R FUND R GLA N AGL N GRNT SUBG PROJ MULT G38# N |
POST SEQ: 3 REG NO: 2 WW IND: 1 D/I: D WAR CANCL TC: 385 PYTC: FUTMY: Y |
GEN- TC: DT: ACCR TC: TR TC: INTERFACE IND: |
PAY LIQ TC: 380 PAY RED TC: 390 CUM POST IND: Y BAL TC: A/S DOC AMT: + |
A/S BT MATCH GLA DOC A/S BT MATCH GLA DOC |
DF: + 03 M 8 2 + 04 M 8 2 |
FILE AP: - 18 + 17 |
POSTING AB: - 18 + 17 |
INDS: CC: |
GP: - 18 + 17 |
PJ: - 18 + 17 |
AGY GL: STATUS CODE: A |
EFF START DATE: 06011990 EFF END DATE: LAST PROC DATE: 09022003 |
Z06 RECORD SUCCESSFULLY RECALLED |
F1-HELP F3-DEL F5-NEXT F6-28B F9-INT F10-SAVE F11-SAVE/CLEAR ENT-INQ CLEAR-EXIT |
The financial tables include:
|
Accounting Event (AE) |
Contains the full accounting classification for each financial transaction that posts to all of the other financial tables. |
|
Agency Budget (AB) |
Contains agency budget balances and revenue, expenditure, and encumbrance balances on a program, organization, fund, and/or object basis. |
|
Appropriation (AP) |
Contains appropriation balances and revenue, expenditure, and encumbrance balances. |
|
Cash Control (CC) |
Contains the balance of available cash by fund and provides the ability to control and monitor cash disbursements at a defined level of detail. |
|
Document Financial Table (DF) |
Contains the balance of each outstanding pre-encumbrance, encumbrance, accounts receivable, and due to/from account. |
|
General Ledger Detail (GL) |
Contains a balance by the lowest level in the classification structure for all financial transactions that post to selected accounts, usually nominal accounts. |
|
Grant Table (GP) |
Contains the budgets, expenditures, and revenues of a grant. |
|
Summary General Ledger (GS) |
Contains summarized balances for each general ledger (asset, liability, fund balance, budgetary and nominal) account. |
|
Project Table (PJ) |
Contains the budgets, expenditures, and revenues of a project. |
Each financial table, except the Accounting Event (AE), contains several balance types. The program uses the balance types to accumulate all the financial data together, regardless of general ledger account.
Balance types are defined on the D05 Balance Type Profile, subdivided by TABLE ID (for example, DF). Some Balance Types that appear on several tables include:
12 |
– |
Cash Revenue |
18 |
– |
Encumbrances Outstanding |
14 |
– |
Accrued Revenue |
20 |
– |
Transfer in - Cash |
15 |
– |
Cash Expenditures |
21 |
– |
Transfer out - Cash |
17 |
– |
Accrued Expenditures |
Accrued Revenue is revenue that has been earned but not yet received. These include:
◾ Accounts receivable due from other agencies
◽ Accounts receivable for external grant and project billings
◽ Taxes receivable
When the accrued revenue is actually received, the revenue is subtracted from Accrued Revenue and added to Cash Revenue. Not all revenue will be accrued prior to receipt.
Outstanding Encumbrances reflect the intention to purchase goods or services. These include:
◾ Purchase Orders and Requisitions posted to R⋆STARS from ADPICS
◽ Personal Services Contracts
◽ Leases and Rental Agreements
When the agency processes a vendor’s invoice and creates a Voucher Payable in either ADPICS or R⋆STARS, the system subtracts the amount from Outstanding Encumbrances and adds it to Accrued Expenditures.
When the warrant is printed, the system subtracts the amount from Accrued Expenditures and adds it to Cash Expenditures. Not all cash expenditures will have been accrued prior to payment.
On most Inquiry screens there is an Inquiry Type field. This field defines the range of activity that the system will display.
In general terms, the first character of the value defines the year and the second character defines the activity; for example,
First Character: |
Y |
– |
Prior Year |
M |
– |
Current Year | |
Second Character: |
A |
– |
Activity for a Month |
Y |
– |
Activity for a Year | |
C |
– |
Cumulative |
Specific Inquiry Types include:
MA |
– |
Monthly activity for the selected month and year |
YA |
– |
Prior Year Activity – summarizes the prior year’s activity |
MY |
– |
Month to Date – summarizes the current year up to the selected month |
YY |
– |
Prior-Prior Year – summarizes activity 2 years prior to the selected year |
MC |
– |
Month cumulative to Date – summarizes all of the years up to the current month (default) |
YC |
– |
Prior year cumulative (prior year balance) – summarizes all years up to the end of the prior year |
The Inquiry Year refers to the fiscal year. For example, July 1, 2013, to June 30, 2014 is Fiscal Year 14. The Effective Date on the transaction determines the transaction’s fiscal year.
The Inquiry Month field refers to the fiscal month, not calendar month. This means that month 03 is September, not March.
Some inquiry screens provide two selection options for viewing data – summary and detail.
The detail (D) is the default value. You may use the F5 -NEXT to scroll through the records with the detail option. For inquiries with drill down capabilities, you must select the detail option to drill down.
When the summary (S) option is selected, R⋆STARS summarizes and displays all of the records matching the entered elements. The system adds all of the records together by balance type. You may not use the F5 -NEXT or drill down with the summary option.
Let’s use the 89 Summary General Ledger Account inquiry as an example. You enter the agency, comptroller or Agency gl and state fund group, appr fund, or fund. If the detail/summary is set to S, the system will display the summary for all of the activity for these elements. If the detail/summary is set to D, the system will summarize the activity for a particular Transaction Code (displayed in the TC field). With this option, you can scroll through the other T-Codes that have been used to record activity to this agency, general ledger, and fund combination.
To conserve computer storage space and processing time, the State has begun to implement the Purge subsystem of SFMS. In the first step of this process, the system moves records from the Active to the Inactive file. The State has begun running the purge for the Accounting Event Table (see information on the Financial Tables above). It will run the Friday after the close of each Accounting Month. Currently, the transactions for the prior two closed months and the current open month will remain in the Active file and all others will be in the Inactive file.
Records that meet the following criteria will remain in the Active file:
◾ Warrant writing indicator is not blank and warrant has not been written
◽ Fiscal Month is not closed
◽ Any transaction from the same batch is still on the 530 View Batch Header screen
◽ Any transaction from the same batch is still on the Posting Driver table
◽ The Current Document is still on the Document Financial Table
◽ The Reference Document is still on the Document Financial Table
Several inquiry screens have a field to indicate whether you want the inquiry to include records from the Active (A) or Inactive (I) file. At this time, only the inquiries that access the Accounting Event Table will be impacted. Those inquiries that include transactions from the Accounting Event Table Inactive files will take longer to complete.
Drill-Down Inquiry is an R⋆STARS feature that allows a user to start at a summary inquiry and drill down to the individual transaction detail level by simply pressing a few keys.
This feature is best explained with a brief demonstration.
Link to the 62 Appropriation Financial Inquiry Screen. If you were a manager and wanted to know the details that made up a specific Balance Type, you would do the following:
S062 UC: 10 STATE OF OREGON 01/31/14 03:22 PM |
LINK TO: APPROPRIATION FINANCIAL INQUIRY PROD |
AGY: 101 APPN YEAR: 15 APPN #: 84017 GF APPROPRIATION |
APPR FUND: 8000 FUND: COMP SRCE/GRP: OBJ/COMP OBJ: |
PRG CD: 0502 LVL: 02 OREGON COMMISSION ORG CD: LVL: |
INQ TYPE: MC INQ YEAR: 14 INQ MONTH: 07 DETAIL/SUMMARY: D |
CASH BASIS BUD: 246,105.63 ADJ BUD: 1,339,094.00 |
ACCR BASIS BUD: 245,919.90 REM APPN ALLOT: 112,158.48 |
ENC BASIS BUD: 238,183.48 ALLOT TO BUD % : 90.50 |
EXP TO BUD % : 81.60 UNSCHED TO BUD % : 7.60 |
BT TITLE AMOUNT BT TITLE AMOUNT |
01 ORIG BUDGT 1,513,682.00 |
02 REVISIONS- 63,729.00- |
08 UNSCHED AP 110,859.00 |
15 CASH EXPEN 1,092,988.37 |
17 ACCRD EXPE 185.73 |
18 ENCUM OUTS 7,736.42 |
23 ALLOTMENT- 1,213,069.00 |
30 UNITS ACCU 22,471.07 |
|
|
|
|
F1-HELP F2-DOC INQ F5-NEXT F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT |
Step 01: Place the cursor in Balance Type 15, Cash Expenditures, and press F2 -DOC INQ. The 11 Document Inquiry Screen will display.
The DETAIL/SUMMARY option must be set to D.
S011 UC: 10 STATE OF OREGON 01/31/14 03:23 PM |
LINK TO: ACTIVE DOCUMENT SUMMARY INQUIRY PROD |
|
AGENCY: 101 FISCAL YR: 14 MO: 07 DAY: 31 BT: 15 CASH EXPEN |
BT AMT: 1,092,988.37 |
AY AFND PGMC APPN# |
KEY: 15 8000 0502 84017 |
EFFECTIVE DATE DOC AGY DOC NUMBER REFERENCE DOC BALANCE/AMOUNT |
20130131 101 PA101011 90458.05 |
20130131 101 PM121201 170.57 |
20110128 101 BT005815 VP052390 1389.75 |
20130128 101 ZE10128R VP052971 86.26 |
20130128 101 ZE10128R VP052972 116.30 |
20130128 101 ZE10128R VP052973 711.42 |
20130128 101 ZE10128R VP052974 85.20 |
20130128 101 ZE10128R VP052975 137.38 |
20130128 101 ZE10128R VP052976 659.23 |
20130128 101 ZE10128R VP052977 253.26 |
20130128 101 ZE10128R VP052978 13.84 |
20130128 101 ZE10128R VP052979 36.64 |
|
Z06 RECORD SUCCESSFULLY RECALLED |
|
F1-HELP F2-TRANS INQ F3-PRIOR INQ F7-PRIOR F8-NEXT F9-INTERRUPT ENTER-INQUIRE |
Step 02: Place the cursor in the effective date of the third document and press F2 -TRANS INQ. The 60 Transaction Summary Inquiry will display.
Use F7 -PRIOR and F8 -NEXT will scroll back and forth through the list of transactions.
If you are looking for a transaction in a particular month or day of a month, you can enter the year, month, and day in the FISCAL YR, MO and DAY fields. Press ↵ Enter to perform the inquiry. The system will display these transactions at the beginning of the list.
S060 UC: 10 STATE OF OREGON 01/31/14 03:25 PM |
LINK TO: ACTIVE TRANSACTION SUMMARY INQUIRY PROD |
|
AGENCY: 101 FISCAL YEAR: 14 EFF DATE: 20130128 SFX: 002 |
REC TYPE: A DOC AGY: 101 DOC NO: BT005815 REF DOC: VP052390 |
|
AY AFND PGMC APPN# |
KEYS: 15 8000 0502 84017 |
SFX EFF DATE VENDOR NO/MC VENDOR NAME TC AMOUNT R |
002 20130128 1411881896 001 US BANK CORPORATE PA 415 74.55 |
003 20130128 1411881896 001 US BANK CORPORATE PA 415 14.96 |
004 20130128 1411881896 001 US BANK CORPORATE PA 415 6.17 |
005 20130128 1411881896 001 US BANK CORPORATE PA 415 4.14 |
006 20130128 1411881896 001 US BANK CORPORATE PA 415 42.51 |
007 20130128 1411881896 001 US BANK CORPORATE PA 415 11.93 |
008 20130128 1411881896 001 US BANK CORPORATE PA 415 191.69 |
016 20130128 1411881896 001 US BANK CORPORATE PA 415 0.09 |
017 20130128 1411881896 001 US BANK CORPORATE PA 415 0.08 |
018 20130128 1411881896 001 US BANK CORPORATE PA 415 0.97 |
019 20130128 1411881896 001 US BANK CORPORATE PA 415 0.54 |
025 20130128 1411881896 001 US BANK CORPORATE PA 415 9.15 |
|
F1-HELP F2-AE DETAIL F3-PRIOR INQ F7-PRIOR F8-NEXT F9-INTER ENTER-INQUIRE |
Step 03: Place the cursor in the suffix of the first transaction and press F2 -AE DETAIL. The 84 Accounting Event Record will display. This screen gives all the information entered on the original transaction.
Press F7 -PRIOR and F8 -NEXT to scroll through any additional screens.
The system displays all transactions for a document in numeric order by the suffix (SFX) number. You can enter a SFX number and press ↵Enter . The system will display that transaction first.
S084 UC: 10 STATE OF OREGON 01/31/14 03:26 PM |
LINK TO: ACCOUNTING EVENT RECORD INQUIRY PROD |
ACTIVE |
BATCH: AGENCY 101 DATE 012814 TYPE 4 NO 600 SEQ NO 00006 REC TYPE: A STATUS: |
|
GL: DR1 3500 CR1 0070 DR2 CR2 DR3 CR3 DR4 CR4 |
DOC AGY: 101 DOC DATE: EFF DATE: 012814 DUE DATE: 012814 |
SERV DATE: CUR DOC/SFX/CLASS: BT005815 002 MOD: |
REF DOC/SFX/CLASS: VP052390 001 AGENCY: 101 |
TRANS CODE: 415 INDEX: 20000 PCA: 47027 AY: 15 COMP/AGY OBJ: 4104 4104 |
AMOUNT: 74.55 RVS: DISCOUNT: .00 FO: PDT: |
CI: PROP #: 1099: INV-NO: 01/25/2014 DT: 012514 |
VEND/MC: 1411881896 001 DESC: ALLOCATE EXPENDITURES |
NAME: US BANK CORPORATE PAYMENT SYSTEMS CONT NO: |
CITY: ST LOUIS ST: MO ZIP: 63179 0428 RTI: RHBBFG |
PMT-NO: DT: AP NO: 84017 FUND: 0014 AGY GL: |
GRANT NO/PH: 412694 27 SUB GRANTEE: PROJ NO/PH: |
MPCD: AGY CD-1: 2: 3: 04000 CASH FUND: |
G38-TRANSFER: PMT TYPE: INT TM: 0.000 BANK: |
DISC-DT: TM: PEN-DT: TM: PEN AMT: .00 |
LAST PROC - DT: 01282011 TIME: 0936 ORIG SEQ NO: 00004 APPROVAL DT: 012814 |
Z06 RECORD SUCCESSFULLY RECALLED |
|
F1-HELP F2-85 F3-PRIOR INQ F4-PRIOR F5-NEXT F7-86 F9-INT ENTER-INQ |
Step 04: F3 -PRIOR INQ on each of these screens will take you back one screen. F9 -INT will take you back to the screen where you began the drill down – in this case, the 62 Appropriation Financial Inquiry.
Following is a list of the Financial Inquiry Screens and a brief description of each screen. You can access these inquiries through the Financial Inquiry Menu.
|
Title |
Description |
|
57 Cash Control Summary |
Displays information in the Cash Control Table. Summarizes the information by Agency, or Agency and Fund, or Appropriated Fund. |
|
58 Agency/Fund Summary |
Displays information in the Agency Fund Table. The Transaction Code File Posting Indicators for the AP Table (28A Profile) control the postings to this table. |
|
61 Agency Budget Financial |
Displays information in the Agency Budget Table by Agency. |
|
62 Appropriation Financial |
Displays information in the Appropriation Table. It displays information by Agency and Appropriation. |
|
63 Cash Control |
Reads the Cash Control Table. |
|
65 General Ledger Record |
Reads the General Ledger Table and displays information by Agency and General Ledger Account. |
|
66 Grant Record |
Reads the Grant Financial Table and displays information by Agency and Grant Number. |
|
69 Agency/Fund Record |
Reads the Agency Fund Financial Table. The Transaction Code File Posting Indicators for the AP Table (28A Profile) control the postings to this table. |
|
80 Project Financial |
Reads the Project Financial Table and displays information by Agency and Project Number. |
|
89 Summary General Ledger |
Reads the Summary General Ledger Table and displays information by Agency and General ledger and either State Fund Group or Appropriated Fund. |
Following is a list of the Document Inquiry Screens. You can access these inquiries through the Document Inquiry Menu.
|
Title |
Description |
|
56 Project Transaction |
Reads the Accounting Event Table and displays supporting detail financial information for the Agency, Project, and Balance Type. |
|
59 Vendor Document |
Reads the Document Financial Table and lists all documents related to a particular vendor in chronological order (oldest first). Displays information for specific document types for a certain fiscal year that have a balance greater than zero. |
|
64 Document Record |
Reads the Document Record Table and displays information by Agency and Document Number. |
|
67 Grant Transaction |
Reads the Accounting Event Table and displays supporting detail financial information for the Agency, Grant, and Balance Type. |
|
68 Contract Record |
Reads the Contract Table and displays information by Agency and Contract number. |
|
84 Accounting Event |
Reads the Accounting Event Table and displays the detail accounting classification elements for each financial transaction. |
|
85 Vendor Transaction |
Reads the Accounting Event Table and provides information by Vendor Number and Document Type. Information may be restricted by Mail Code (MC), Agency, Invoice Number, Appropriated Fund. |
|
86 Document Transaction |
Reads the Accounting Event Table and provides information by Agency and Document Number. |
See the section on Financial Tables earlier in this chapter for information on the data stored in each table.
In the following chapters, we will look at each of the inquiries in more detail.
|
Title |
Description |
|
|
14 Linked Cash/GF Appn Financial Inquiry |
Combines the general fund appropriation balance types (left side of the screen) and the federal funds cash control balance types (right side of the screen) to determine the available linking balance (only valid for agencies using linking). | |
|
105 Transaction Detail by Project and AOBJ/AGL Inquiry |
Summarizes transactions by project phase, agency object, and agency general ledger. Displays the transactions within each category by batch date (most recent first) and current document number and suffix (alpha/numeric order). | |
|
106 Transaction Detail by AOBJ/AGL and Project Inquiry |
Summarizes transactions by agency object, agency general ledger, and project and phase. Displays the transactions within each category by PCA, T-Code, service date, batch date, and current document number and suffix. |
