DAS LogoR⋆STARS Training Manual

Chapter #13

Document On‑Line Inquiry

Table of Contents

Document Inquiries

56 PROJECT TRANSACTION INQUIRY

59 Vendor Document Inquiry

64 Document Record Inquiry

67 Grant Transaction Inquiry

68 Contract Record Inquiry

84 Accounting Event Record Inquiry

85 Vendor Transaction Inquiry

86 Document Transaction Inquiry

37 Document Tracking Inquiry

 

Document Inquiries

In general terms, 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 inquiries by accessing the Reporting/Inquiry Menu (RFM) through the Main Menu (MAIN)

From the Reporting/Inquiry Menu, choose the Document Inquiry Menu (DIM).

We will now look at these Document Inquiries in more detail.

 S000   UC: 10                   STATE OF OREGON              02/03/14 02:59 PM

 LINK TO:      MAIN                MAIN MENU                               PROD

 

 

 

          (2)      CAM     COST ACCOUNTING MENU

          (3)      DT      DOCUMENT TRACKING MENU

          (4)      FIN     FINANCIAL DATA ENTRY MENU

          (5)      PR      PROFILE MAINTENANCE MENU

          (6)      PAY     PAYMENT PROCESSING MENU

          (7)      RFM     REPORTING/INQUIRY MENU

          (8)      SYS     SYSTEM CONTROL MENU

 

 

 

 

 

 

 

 

 

 

 

 F1-HELP  F9-INTERRUPT  CLEAR-EXIT

 S000   UC: 10                   STATE OF OREGON              02/03/14 02:59 PM

 LINK TO:      RFM           REPORTING/INQUIRY MENU                        PROD

 

 

 

          (2)      DIM     DOCUMENT INQUIRY MENU

          (3)      FI      FINANCIAL INQUIRY MENU

          (4)      HELP    HELP FACILITIES MENU

          (5)      RPTM    REPORTING MENU

          (6)      TRMT    TRANSMITTAL PROCESSING MENU

 

 

          (10)     105     PROJECT INQUIRY BY PROJECT/PH

          (11)     106     PROJECT INQUIRY BY AOBJ/GLA

          (12)     14      LINKED CASH INQUIRY

 

 

 

 

 

 

 

 

 F1-HELP  F9-INTERRUPT  CLEAR-EXIT

 S000   UC: 10                   STATE OF OREGON              02/03/14 03:04 PM

 LINK TO:      DIM           DOCUMENT INQUIRY MENU                         PROD

 

 

 

          (2)      68      CONTRACT RECORD

          (3)      56      PROJECT TRANSACTIONS

          (4)      59      VENDOR DOCUMENT

          (5)      64      DOCUMENT RECORD

          (6)      67      GRANT TRANSACTIONS

          (7)      84      ACCOUNTING EVENT

          (8)      85      VENDOR TRANSACTIONS

          (10)     86      DOCUMENT TRANSACTIONS

 

 

 

 

 

 

 

 

 

 

 F1-HELP  F9-INTERRUPT  CLEAR-EXIT

 

56 PROJECT TRANSACTION INQUIRY

The 56 screen reads the Accounting Event (AE) Table and displays supporting detail financial information.  The AE Table contains the full accounting classification for every financial transaction that posts to any other financial table.

 S056   UC: 10                   STATE OF OREGON              02/03/14 02:43 PM

 LINK TO:                  PROJECT TRANSACTION INQUIRY                     PROD

 

     AGY: 101    PROJ NO: 912310  NEW FY FACILITY PROJECTS

 PROJ PH: 00                            AGY CD-2:       *UNKNOWN AGENCY CODE 2*

 EFF DATE RANGE:        TO 20313               BALANCE TYPE: 15   REC TYPE: A

           FUND:                                COMP/AGY OBJ:

 

 CUR DOC/SFX/CLASS  VEND NO/MC     VENDOR NAME             TC  TRANS AMT      R

               REF DOC/SFX/CLASS  INDEX PCA AY FUND COBJ AOBJ GRANT/PH  AGY CD-1

 ZE10281R 001     1931293254 000 GEORGE BAILEY             380        9080.85

               VP093093 002           99533 15 4374 4500 5001 AGY10A 00

 BT081289 022     1931116396 060 DEPARTMENT OF VETERAN'S A 409        2975.00

                                      99533 15 4374 4701 5200 AGY10A 00

 ZE10106R 001     1OR0158338 000 STEVE MARTIN              380         149.00

               VP013015 001           99533 15 4374 4103 4103 AGY10A 00

 ZE10106R 001     1OR0158338 000 STEVE MARTIN              380          18.00

               VP013015 002           99533 15 4374 4104 4104 AGY10A 00

 ZE10106R 001     1OR0158338 000 STEVE MARTIN              380          47.66

               VP013015 003           99533 11 4374 4108 4108 AGY10A 00

 

 

 

 F1-HELP     F8-NEXT PAGE     F9-INTERRUPT     ENTER-INQUIRE     CLEAR-EXIT

Enter the Agency, Project and Balance Type (BT).  You can find valid BT values on the D05 Balance Type Profile.  Examples include:

12

–

Cash Revenue

14

–

Accrued Revenue

17

–

Accrued Expenditures

20

–

Transfer In, Cash

You can restrict the inquiry further by entering the Effective Date Range.

The system displays transactions in descending order by date.

You may elect to view records from the Active Accounting Event (AE) or Inactive Accounting Event (INAE) Tables by changing the value in the REC TYPE: field to either A (for active) or I (for inactive).

The   F8  -NEXT PAGE will scroll through the list of transactions.

 

59 Vendor Document Inquiry

 S059   UC: 10                   STATE OF OREGON              02/03/14 03:18 PM

 LINK TO:                    VENDOR DOCUMENT INQUIRY                       PROD

 

 AGY: 101  VENDOR NO/MC: 1039996995 000   DOC TYPE: EE  FY: 14

            VENDOR NAME: STREET & CORNER ARCHITECTS LL

          S DOC NO / SFX     CREATE DATE  DOC DATE   DOC BALANCE

            EE008035 003      12162013                       5,907.08

            EE008035 004      12162013                      30,190.50

            EE008036 001      11272013                         164.98

            EE008036 002      11272013                       1,014.01

            EE008036 003      11272013                       7,463.37

            EE008036 004      11272013                      42,276.77

            EE008036 005      11272013                      30,012.02

 

 

 

 

 

 

 

 

 NO MORE RECORD(S) FOUND

 

 F1-HELP F5-NEXT RECORD F8-NEXT PAGE F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT    

The 59 screen reads the Document Financial (DF) Table containing the balance of each outstanding pre-encumbrance, encumbrance, accounts receivable, and due to/from account. 

It includes:

◾ Vendors from the 52 Systemwide Vendor Profile and the 34 Agency Vendor Profile.

◾ Only documents that have a balance greater than zero.

The inquiry screen lists documents related to a particular vendor in chronological order, oldest first.

The Vendor Number, Vendor Mail Code, Document Type, and Fiscal Year are all required fields.

The 33 Document Control Profile defines the Document Types.  They include:

AR

–

Account Receivable

BT

–

Balanced Transfer

EE

–

Encumbrance

PO

–

Purchase Order (ADPICS)

VC

–

Voucher Payable (ADPICS)

VP

–

Voucher Payable (R⋆STARS)

While entering a financial transaction in a batch, you can LINK TO: this screen to find the appropriate reference document.  Type an s in the (S)elect column and press   F9  -INTERRUPT to return to the transaction entry screen.

NOTE: Only documents with a Document Balance not equal to zero will appear on the 59 screen

 

64 Document Record Inquiry

 S064   UC: 10                   STATE OF OREGON              02/03/14 03:22 PM

 LINK TO:                   DOCUMENT RECORD INQUIRY                        PROD

 

         AGY: 101  DOC NO/SFX/CLASS: EEY32053 003 001

 

 CREATE DATE: 121613   CLOSE DATE:

    INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)

    INQ YEAR: 14            INQ MONTH: 08      DOC BALANCE:          5,907.08

 

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 01 ORIG AMOUNT                9,000.00

 03 LIQUIDATIONS               3,092.92

 04 PYMT/COLLECTIONS           3,092.92

 

 

 

 

 

 

 

 

 

 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

Like the 59 screen, the 64 screen also pulls its data from the DF Table.

Enter the Agency code in the AGY: field and the Document Number in the first field of the DOC NO/SFX/CLASS field:  R⋆STARS will display each suffix of the document.

◾ You can narrow the search to a particular transaction by entering the suffix in the second field.

◾ You can scroll through the document by pressing   F5  -NEXT.

◾ If there is a date in the CLOSE DATE field, additional transactions cannot post to this document.

◾ This inquiry provides an on-line document balance.

The D05 BTs include:

01

–

Original Amount

02

–

Adjustments

03

–

Liquidations

04

–

Payments / Collections

05

–

Interest / Discount

 

67 Grant Transaction Inquiry

 S067   UC: 10                   STATE OF OREGON              02/11/14 10:11 AM

 LINK TO:                    GRANT TRANSACTION INQUIRY                     PROD

 

     AGY: 101    GRANT NO: SUSTNB  SUSTAINABILITY

GRANT PH:                               AGY CD-1:

EFF DATE RANGE:        TO 021114    BALANCE TYPE: 12            REC TYPE: A

          FUND:                     COMP/AGY OBJ:           GRANT OBJECT:

 

CUR DOC/SFX/CLASS    VEND NO/MC     VEND NAME             TC    TRANS AMT     R

    REF DOC/SFX/CLASS  INDEX  PCA  AY FUND COBJ AOBJ GOBJ   PROJ/PH   AGY CD-2

CR000754 001     1931313113 000 ENERGY TRUST OF OREGON             117402.00

                             99490 15 4950 1105 1800

 

 

 

 

 

 

 

 

 

 

 

 F1-HELP      F8-NEXT PAGE    F9-INTERRUPT     ENTER-INQUIRE    CLEAR-EXIT

The 67 screen reads the AE or INAE tables depending on the REC TYPE entered.

Enter the Agency Number, Grant Number, and Balance Type.

The D05 BTs include:

12

–

Cash Revenue

13

–

Payments Outstanding

15

–

Cash Expenditures

27

–

Advances Made

28

–

Amount Billed

You can further limit the search by entering an Effective Date Range.

The Grant Phase Budget Level Indicator on the D47 Grant Number Profile will determine if you can inquire by Grant Phase.

The system displays the transactions in descending order by date.

 

68 Contract Record Inquiry

 S068   UC: 10                   STATE OF OREGON              02/11/14 10:23 AM

 LINK TO:                   CONTRACT RECORD INQUIRY                        PROD

 

 

       AGENCY: 656      CONTRACT NO: AGRECO2

 AMENDMENT NO:            CHANGE NO:              TYPE:     COMP NO:

  DESCRIPTION: ECONOMIC IMPACT ASSESSMENT

 

 

 

 

  VENDOR NO/MC: 1481278540    000   NAME: OREGON STATE UNIVERSITY

 

 INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)

 INQ YEAR: 14     INQ MONTH: 08

 

   BUDGET:               .00            BALANCE:         27,329.18-

                                                                     

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 02 TOTAL EXPENDITURE         27,329.18

 

 

 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

The 68 screen reads the Contract Financial Table.  This Table maintains expenditure and encumbrance data.  The 30 Contract Profile maintains the budget amount for the contract.

Enter the Agency Number and Contract Number from the 30 profile.

The inquiry includes the following 30 profile BTs:

01

–

Encumbrances

02

–

Expenditures

 

84 Accounting Event Record Inquiry

 S084   UC: 10                   STATE OF OREGON              02/11/14 10:41 AM

 LINK TO:                ACCOUNTING EVENT RECORD INQUIRY                   PROD

 ACTIVE

 BATCH: AGENCY 291 DATE 020614 TYPE 4 NO 176 SEQ NO 00008 REC TYPE: A STATUS: A

  

 GL: DR1 3501 CR1 1211 DR2      CR2      DR3      CR3      DR4      CR4

 DOC AGY: 291  DOC DATE: 020614  EFF DATE: 020614  DUE DATE: 020614

  SERV DATE:        CUR DOC/SFX/CLASS: VI476335 008     MOD:

                    REF DOC/SFX/CLASS:                  AGENCY: 291

   TRANS CODE: 222 INDEX:        PCA: 42809 AY: 15     COMP/AGY OBJ: 4200

       AMOUNT:         172.53   RVS:   DISCOUNT:            .00   FO:   PDT: MA

           CI:   PROP #:            1099:     INV-NO: 187141         DT: 020114

 VEND/MC: 1820100960 000 DESC: 414751SRCIWHS291080 8/15-31

 NAME: OFFICEMAX INCORPORATED                           CONT NO:

 CITY: CHICAGO              ST: IL ZIP: 60675 2698          RTI:

 PMT-NO: 122442617 DT: 020614 AP NO: 34000 FUND: 1428    AGY GL:

  GRANT NO/PH:              SUB GRANTEE:                 PROJ NO/PH:

 MPCD: 1089828        AGY CD-1:      2:      3: 00401     CASH FUND: 03000

 G38-TRANSFER:                  PMT TYPE:   INT TM:  0.000 BANK:

 DISC-DT:        TM:    PEN-DT:        TM:    PEN AMT:            .00

 LAST PROC - DT: 02062014 TIME: 2023 ORIG SEQ NO:         APPROVAL DT: 020614

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP   F2-85   F3-PRIOR INQ   F4-PRIOR   F5-NEXT  F7-86  F9-INT ENTER-INQ

The 84 screen reads the AE or INAE tables depending on the REC TYPE entered.

This screen shows all of the accounting detail for a particular transaction, including Program Cost Account (PCA) and Index, Comptroller and Agency Object, Vendor Name and Number, Document and Reference Document

Number, Warrant Number (PMT-NO), Grant Number, and Amount.

In most cases, you will access this screen through a drill down.  You may enter some of the key elements manually to retrieve an accounting event directly on this screen.  Press   F5  -NEXT to scroll the records that the system retrieves for any given criteria. 

Each additional element added to the screen filters the available data.

Entering the:    Shows:

Batch Agency

All posted transactions for a batch agency in chronological order

  + Batch Date

All posted transactions for a specific batch agency and date in chronological order

   + Batch Type

All posted transactions that meet these criteria in chronological order

     + Batch Number

All posted transactions in that particular batch, in sequence number order

  + Batch Sequence Number

A specific transaction that meets the criteria

Pressing   F2  -85 takes you to the 85 screen.

Pressing   F7  -86 takes you to the 86 screen.

Press   F4  -PRIOR to scroll backward in the batch, displaying the prior record within the same batch number

Press   F5  -NEXT to scroll forward to the next sequential record, regardless of the batch number.

 

85 Vendor Transaction Inquiry

 S085   UC: 10                   STATE OF OREGON              02/11/14 11:50 AM

 LINK TO:                   VENDOR TRANSACTION INQUIRY                     PROD

                                                                     PAGE  0001

  VEND NO/MC: 1931174595 000  AGY: 140   DOC TYPE: VP  INV#:

  VEND NAME: FOX BLUEPRINTING COMPANY INC

 REC TYPE: A  APPR FUND:        FUND:        EFF DATE RANGE:        TO 021114

 

 DOC NO / SFX  REF DOC/SFX    INVOICE #   TC  PDT  PMT- #    DATE   APPR DT

             AP FUND  FUND  INDEX   PCA   AY  COBJ  AOBJ       TRANS AMT  R  S

 VP017838 001              S97401         222 MA  122397288 020514   021014

              3400    3010  12301  12301  15  4201  4216          455.00

 VP017663 001              S97512         222 MA  122329575 011414   012414

              3400    3011  51309  51309  15  4201  4216           58.50

 

 

 

 

 

 

 

 

 Z37 END OF LIST

 

 F1-HELP  F2-84  F7-PRIOR PG  F8-NEXT PG  F9-INTERRUPT   ENTER-INQ    CLEAR-EXIT

The 85 screen also reads the AE or INAE tables depending on the REC TYPE entered.

Minimally, the system needs the Vendor Number and Document Type to do the search.  You may further restrict the inquiry by entering the Agency Number, Vendor Mail Code, and/or Vendor Invoice Number.  You can also change the Effective Date Range.

If you do not know the Vendor Number, you have two help features available:

◾ Place your cursor in the VEND NAME field and press   F1  -HELP.  The system will go to the 3A Vendor Alpha Inquiry screen.  When you have found the vendor, press   F9  -INTERRUPT to return to the 85 screen.

◾ If you know the first few digits of the vendor number in sequence you can enter them in the VEND NO field and press   F1  -HELP.  The program interrupts to the 3N Vendor Number Inquiry screen.  Use   F8  -NEXT PAGE to scroll through the numbers until you find the appropriate vendor.  Then, select it and press   F9  -INTERRUPT to return to the 85 screen.

You do not need to enter the document type if you know the D22 Appropriated Fund or the D23 Fund Number.

 

86 Document Transaction Inquiry

 S086   UC: 10                   STATE OF OREGON              02/11/14 12:00 PM

 LINK TO:                  DOCUMENT TRANSACTION INQUIRY                    PROD

                                                                     PAGE  0001

     AGY: 656  DOCUMENT NO/SUFFIX: EE000515     REC TYPE: A

                      EFF DATE RANGE:        TO 101111

 --------TRANS ID-------- TC  D DT  PAYMENT #  REF DOC/SFX  TRANSACTION AMOUNT R

      CUR DOC/SFX M INDEX  PCA  AY COBJ AOBJ   VENDOR NO/MC  AP FUND  FUND   S

 656 02/06/14 3 502 00001 203                 EE000414 001            61060.00

     EE000515 001   31340 69400 15 5805 5805  1911498605 000  6400    6100

 656 02/06/14 3 502 00002 203                 EE000414 002             5326.00

     EE000515 002   31340 69400 15 5805 5805  1911498605 000  6400    6100

 656 02/06/14 3 502 00003 203                 EE000414 003               50.00

     EE000515 003   31340 69400 15 5805 5805  1911498605 000  6400    6100

 

 

 

 

 

 

 

 

 INTERRUPTED FUNCTION RESTARTED

 

 F1-HELP F2-84  F7-PRIOR PG  F8-NEXT PG  F9-INTERRUPT   ENTER-INQ CLEAR-EXIT

The 86 screen also reads the AE or INAE tables depending on the REC TYPE entered.

Enter the Document Agency and Number.  You may narrow the search by entering the Document Suffix or Effective Date Range.  The system displays the transactions in descending order by date.

You can view individual transactions by entering an s in the (S)elect column and pressing   F2  -DETAIL.  The system will go to the 84 screen.

 

37 Document Tracking Inquiry

 S037   UC: 10                   STATE OF OREGON              02/11/14 01:17 PM

 LINK TO:                  DOCUMENT TRACKING INQUIRY            NOTE: N    PROD

     DOC AGY: 600          DOC NO: CR210950         FY: 14    STATUS: Y

     TAPE NO:             DOC AMT:              0.00  ARCHIVE REF NO:

 BATCH - AGY: 600            DATE: 070111         TYPE: 2         NO: 102

 RQ ACT:

 

 COMPUTED COUNT: 00004  COMPUTED AMOUNT:              0.00       CNTL AGY:

  * * * * * * * * * * * * * * *  ACTION HISTORY  * * * * * * * * * * * * * * *

     DATE     TIME   AGY CODE USER ID         DATE     TIME   AGY CODE USER ID

   07/01/11 15:11:05 000 100 AAABB00

   07/01/11 15:16:51 000 588 AAABB00

   07/01/11 15:17:06 000 588 AAABB00

   07/01/11 15:17:36 000 588 AAABB00

   07/01/11 15:17:57 000 588 AAABB00

   07/01/11 15:33:17 000 200 AAABB00

 

 

 

 

 Z06 RECORD SUCCESSFULLY RECALLED

 * NO MORE ACTIONS *

 F1-HELP   F2-DOC APPROVALS   F4-RECALL BATCH   F6-DETAILS   F8-NEXT PAGE

 F9-INTERRUPT   F12-HEADERS   ENTER-INQUIRE     CLEAR-EXIT

The 37 screen provides an on-line inquiry for tracking actions associated with a document.  You reach it through the Document Tracking Menu, rather than the Document Inquiry Menu.

Entries may include initial entry of transactions, changes, and deletions.  Enter the Document Agency and Number and the Fiscal Year.

The D44 Action Code Profile defines the Action Codes.  Use Agency 000.  Some valid Action Codes include:

002

–

Incorrect amount

004

–

Duplicate payment

100

–

System generated, add document

123

–

ADPICS voucher release

200

–

System generated, batch released

588

–

System generated, change document

599

–

System generated, partial payment

660

–

60 day delinquent notice

700

–

System generated, document has error(s)

800

–

System generated, undefined vendor

Notice the NOTE field in the upper right hand corner of the screen.  If this field has a Y, someone has attached a note to the document.  Press  Home , type note in the LINK TO: field and press   F9  -INTERRUPT.  The system will display the note.  Press   F9   to return.

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