R⋆STARS Training ManualR⋆STARS Training Manual
Chapter #14
Financial On‑Line Inquiry
57 Cash Control Summary Inquiry
61 Agency Budget Financial Inquiry
Worksheet for the 61 Agency Budget Financial Inquiry
62 Appropriation Financial Inquiry
Worksheet for the 62 Appropriation Financial Inquiry
63 Cash Control Record Inquiry
65 General Ledger Record Inquiry
89 Summary General Ledger Account Inquiry
Financial Inquiries:
◾ Focus on Appropriation, Budget, and General Ledger
◾ Often have a drill down function that allows users to view transaction details for amount summaries.
◾ Can be understood by non-accountant personnel.
You can find these inquiries on the Reporting/Inquiry Menu (RFM) from the Main Menu (MAIN).
On the Reporting/Inquiry Menu, choose the Financial Inquiry Menu (FI).
S000 UC: 10 STATE OF OREGON 10/17/11 04:39 PM |
LINK TO: FI FINANCIAL INQUIRY MENU PROD |
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(2) 57 CASH CONTROL SUMMARY |
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(4) 61 AGENCY BUDGET RECORD |
(5) 62 APPROPRIATION RECORD |
(6) 63 CASH CONTROL RECORD |
(7) 65 GENERAL LEDGER RECORD |
(8) 66 GRANT RECORD |
(10) 69 AGENCY/FUND RECORD |
(11) 80 PROJECT RECORD |
(12) 89 SUMMARY GL ACCOUNT INQUIRY |
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F1-HELP F9-INTERRUPT CLEAR-EXIT |
Inquiry screens that have the drill down function will show a list of amounts by balance type. For a review of the drill down process, go to Chapter #12 of this manual.
To drill down on a screen, place the cursor in the Balance Type (BT) column and press F2 -DOC INQ.
This function drills down to:
➩ The 11 Document Summary Inquiry – this screen shows documents by transaction date.
Find the document and press F2 -TRANS
This function drills down to:
➩ The 60 Transaction Summary Inquiry – this screen shows individual transactions by suffix.
Find the specific transaction and press F2 - AE DETAIL
This function drills down to:
➩ The 84 Accounting Event Record Inquiry – shows all details of a transaction in the Accounting Event (AE) Table.
We will now look at the Financial Inquiries in more detail.
S057 UC: 10 STATE OF OREGON 10/17/11 04:55 PM |
LINK TO: CASH CONTROL SUMMARY INQUIRY PROD |
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AGENCY: 101 APPR FUND: CASH FUND: 16360 FUND: |
INQ TYPE: MC (MA, YA, MY, YY, MC, YC) |
INQ YEAR: 14 INQ MONTH: 07 CASH BALANCE: 5,136.67 |
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BT TITLE AMOUNT BT TITLE AMOUNT |
12 CASH REVENUES 13,302,729.41 |
13 PYMTS OUTSTANDING .00 |
15 CASH EXPENDITURES 13,302,592.74 |
22 OTHER INCREASE 5,000.00 |
34 UNREC DEPOSIT .00 |
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F1-HELP F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT |
The 57 screen provides summary information for the Cash Control (CC) Table. The CC Table contains the balance of available cash by fund.
The following indicators control the posting to the Cash Control Table:
◾ The FUND LEVELS. . . – CASH CONTROL indicator on the D23 Fund Profile
◾ The CC ORG LEVEL IND on the D22 Appropriated Fund Profile
◾ The CC ORG LEVEL IND on the D23 profile
The control key elements are allowed to view summary data in the following combinations with the indicated conditions:
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The following control keys are used: |
If the following indicator: |
Is equal to: | ||
AGENCY |
D23 CC ORG LEVEL IND |
1 | ||
AGENCY and FUND |
D23 FUND LEVELS. . . |
– |
CASH CONTROL |
2 |
AGENCY and CASH FUND |
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3 | |
APPR FUND |
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1* | |
*General Fund Only
The BTs are defined on the D05 Balance Type Profile.
This screen does not have the drill down function.
S061 UC: 10 STATE OF OREGON 10/18/11 09:11 AM |
LINK TO: AGENCY BUDGET FINANCIAL INQUIRY PROD |
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AGENCY: 101 AY: 15 ORG CDE: PGM CDE: 6290 FUNC CDE: PCA: 62913 |
AP FUND: FUND: 6090 GRANT/PH: 609003 PROJECT/PH: |
COMP SRC/GRP: OBJ/COBJ/AGY OBJ: 4701 AGY OBJ GROUP: |
ORG LEVEL: |
PGM LEVEL: 05 EXPENSES |
FUNC LEVEL: |
INQ TYPE: MC (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: D |
INQ YEAR: 14 INQ MONTH: 07 ADJ BUD: .00 |
AGENCY BUD AVAILABLE: 95,566.00 AGENCY BUD % AVAIL: .00 |
EXPENDITURES TO BUD %: 0.00 ALLOT TO BUD % : 0.00 |
BT TITLE AMOUNT BT TITLE AMOUNT |
15 CASH EXPEND 207,016.00- |
17 ACCRD EXPEN .00 |
18 ENCUM OUTST 111,450.00 |
35 RED OF EXPE 165,029.00 |
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F1-HELP F2-DOC INQ F5-NEXT F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT |
The 61 screen reads the Agency Budget Table (AB). The AB Table contains the agency budget, revenue, expenditure, and encumbrance balances.
AGENCY is the only required field. The additional fields to enter will depend upon your agency’s classification structure. (See the attached worksheet.)
This inquiry has the DETAIL/SUMMARY option and the drill down function.
With the DETAIL/SUMMARY = D, you may drill down on the D05 BTs to the transactions making up a summary amount.
BTs included on this screen are:
09 |
– |
Agency Original Budget 1 |
07 |
– |
Accrued Expenditures |
10 |
– |
Agency Budget Revisions |
18 |
– |
Encumbrance Outstanding |
12 |
– |
Cash Revenue |
20 |
– |
Cash Transfers In |
14 |
– |
Accrued Revenues |
21 |
– |
Cash Transfers Out |
15 |
– |
Cash Expenditures |
24 |
– |
Agency Budget Allotment |
The indicators on the profiles listed below determine the control key elements needed to retrieve information on the 61 Screen. To use this worksheet, retrieve each profile, look at the fields listed and complete the information on the sheet.
S062 UC: 10 STATE OF OREGON 02/04/14 10:17 AM |
LINK TO: APPROPRIATION FINANCIAL INQUIRY PROD |
AGY: 101 APPN YEAR: 13 APPN #: 34270 OF LIMITATION |
APPR FUND: 3400 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: 2,363,989.59 ADJ BUD: 2,946,859.00 |
ACCR BASIS BUD: 2,363,525.54 REM APPN ALLOT: 216,724.64 |
ENC BASIS BUD: 2,363,039.64 ALLOT TO BUD % : 27.10 |
EXP TO BUD % : 19.70 UNSCHED TO BUD % : 0.00 |
BT TITLE AMOUNT BT TITLE AMOUNT |
01 ORIG BUDGT 2,952,157.00 30 UNITS ACCUM 1,040.12 |
02 REVISIONS- 5,298.00- |
12 CASH REVEN 283,037.83 |
14 ACCRD REVE 15,376.09 |
15 CASH EXPEN 582,869.41 |
17 ACCRD EXPE 464.05 |
18 ENCUM OUTS 485.90 |
20 TRAN IN-CA 215,103.39 |
21 TRAN OUT-C 8,295.00 |
23 ALLOTMENT- 800,544.00 |
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F1-HELP F2-DOC INQ F5-NEXT F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT |
The 62 screen reads the Appropriation (AP) Table. The AP Table contains appropriation, revenue, expenditure, and encumbrance balances.
The minimum required key element is the Agency. See the attached worksheet to determine the appropriate elements for your agency.
If the Appropriation Year is not entered, the system will default to the current effective AY.
This inquiry has the DETAIL/SUMMARY option and the drill down function.
With the DETAIL/SUMMARY = D, you may drill down on the balance types (BTs) to the transactions making up a summary amount.
D05 BTs included on this screen:
01 |
– |
Original Appropriated Budget |
17 |
– |
Accrued Expenditures |
12 |
– |
Cash Revenue |
18 |
– |
Encumbrance Outstanding |
14 |
– |
Accrued Revenues |
20 |
– |
Cash Transfers In |
15 |
– |
Cash Expenditures |
21 |
– |
Cash Transfers Out |
The indicators on the profiles listed in the worksheet below determine the key to retrieving information on the 62 Screen. To use this worksheet, retrieve each profile, look at the fields listed and complete the information on the sheet.
S063 UC: 10 STATE OF OREGON 02/04/14 01:43 PM | |
LINK TO: CASH CONTROL FINANCIAL INQUIRY PROD | |
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AGENCY: 101 APPR FUND: CASH FUND: 51XXY FUND: GRANT NO/PH: | |
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INQ TYPE: MC (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: D | |
INQ YEAR: 14 INQ MONTH: 07 CASH BALANCE: 32,147,267.16 | |
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BT TITLE AMOUNT BT TITLE AMOUNT | |
12 CASH REVEN 2,599,557,031.79 | |
13 PYMTS OUTS 1,180,386.61 | |
15 CASH EXPEN 2,443,367,964.54 | |
20 TRAN IN-CA 969,550,976.93 | |
21 TRAN OUT-C 1,125,923,814.86 | |
22 OTHER INCR 320,044,124.47 | |
23 OTHER DECR 303,850,440.24 | |
25 BEG BALANC 21,411,090.39 | |
34 UNREC DEPO 5,273,736.78 | |
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F1-HELP F2-DOC INQ F5-NEXT F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT |
The 63 screen reads information from the Cash Control (CC) Table. The CC Table contains the balance of available cash by fund.
Indicators on the following profiles determine the control key elements for this inquiry:
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Profile |
Indicator |
Option | ||
D23 profile |
FUND LEVELS. . .- CASH CONTROL |
1 |
= |
Appropriated Fund |
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2 |
= |
Fund | ||
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3 |
= |
Cash Fund |
29 Grant Control Profile |
CASH CTL POST IND |
Y |
= |
Post Grant |
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N |
= |
Dont Post Grant |
D47 profile |
GRANT PH BUDGET LEVEL IND |
Y |
= |
Post at Phase Level |
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N |
= |
Post at Grant Level | ||
Drill down is available from this screen with DETAIL/SUMMARY set at D.
With the Detail option, you can press F5 -NEXT to scroll through the records.
S065 UC:10 STATE OF OREGON 02/04/14 02:22 PM |
LINK TO: GENERAL LEDGER RECORD INQUIRY PROD |
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AGY: 101 COMP/AGY GL: 0972 09720000 FUND: 4500 |
INDEX: 30360 PCA: 40131 COMP/AGY OBJ: ORG CODE: 0360 |
PGM CD: 4013 APPN YR: 15 APPN NO: 04555 |
GRANT/PH: SUBGRANTEE: |
PROJ/PH: 104486 00 AGY CD - 1: 2: 3: 04000 |
NACUBO - FUND: SUBFUND: FUNCTION: |
G38-TRANSFER: CONTRACT #: |
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INQ TYPE: MC (MA, YA, MY, YY, MC, YC) |
INQ YEAR: 14 INQ MONTH: 07 |
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BEGINNING BALANCE ACTIVITY ENDING BALANCE |
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DIR: .00 24,798.95 24,798.95 |
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IND: .00 .00 .00 |
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BAL: .00 24,798.95 24,798.95 |
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F1-HELP F5-NEXT F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT |
The 65 screen reads the General Ledger (GL) Table and displays information by Agency and General Ledger Account. The GL Table contains a balance by the lowest level in the classification structure.
Control key elements for this screen are the Agency and a D31 General Ledger Account code. Some General Ledger Accounts include:
0060 |
– |
Undistributed Cash Receipts |
0065 |
– |
Unreconciled Deposit |
0070 |
– |
Cash on Deposit with Treasury (cash available for expenditures) |
0543 |
– |
Accounts Receivable – Federal – Billed |
0585 |
– |
Due from Other Funds / Agencies |
You can limit the inquiry further by entering any of the other elements.
F5 -NEXT will go to the next record in the Table for the Agency and GL Account.
S066 UC: 10 STATE OF OREGON 02/04/14 03:32 PM |
LINK TO: GRANT FINANCIAL INQUIRY PROD |
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AGENCY: 101 GRANT NO/PH: 348000 03 AGY CD-1: |
FUND: 3126 COMP AGY/OBJ: 3005 GRANT OBJECT: |
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TITLE: IMPLEMENT EMAP IN THE JOHN DAY SUBBASIN |
GRANT CAT: 81.XXX DEPT OF ENERGY-NO CFDA |
GRANTOR ID: 930334712 |
GRANTOR NAME: BONNEVILLE POWER ADMINISTRA |
GRANT TYPE: 01 |
INQ TYPE: MC (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: D |
INQ YEAR: 14 INQ MONTH: 07 EXPEND BUDGET BALANCE: .00 |
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BT TITLE AMOUNT BT TITLE AMOUNT |
12 CASH REVEN 46,916.59 |
14 ACCRD REVE 2,351.59 |
28 AMT BILLED 49,268.18 |
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F1-HELP F2-DOC INQ F5-NEXT F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT |
The 66 screen reads the Grant (GP) Table. The GP Table contains the budget, expenditures, and revenues of a grant.
Indicators on the following profiles determine the control key elements for this inquiry:
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Profile |
Indicator |
Option |
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D47 Grant Number |
GRANT/PH BUD LVL IND |
Y |
= |
Post at Phase level |
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N |
= |
Post at Grant level |
29 Grant Control |
REV/EXP POST LVL |
0 |
= |
No Object |
1 |
= |
Comptroller Object | ||
2 |
= |
Agency Object | ||
3 |
= |
Grant Object | ||
A |
= |
Fund, no Object | ||
B |
= |
Fund & Comptroller Obj | ||
C |
= |
Fund & Agency Obj | ||
D |
= |
Fund & Grant Obj | ||
An S in the DETAIL/SUMMARY will summarize all activity for this grant. You cannot drill down or use the F5 -NEXT with the summary option.
When the DETAIL/SUMMARY is set to D for detail, R⋆STARS does the inquiry per Comptroller, Agency, or Grant object. You can scroll through the records with F5 -NEXT. You can also drill down.
S069 UC: 10 STATE OF OREGON 02/04/14 03:47 PM |
LINK TO: AGENCY/FUND RECORD INQUIRY PROD |
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AGENCY: 101 AP YEAR: 15 APPR FUND: 3400 FUND: |
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INQ TYPE: MC (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: D |
INQ YEAR: 14 INQ MONTH: 07 REM APPROP ALLOT: 151,885,814.35 |
NET CSH ACT: 14,639,446.65- |
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BT TITLE AMOUNT BT TITLE AMOUNT |
01 ORIG BUDGT 133,453,312.00 |
02 REVISIONS- 6,755.00 |
15 CASH EXPEN 14,639,446.65 |
17 ACCRD EXPE 17,559.98 |
18 ENCUM OUTS 3,847,903.67 |
23 ALLOTMENT- 33,065,194.00 |
30 UNITS ACCU 121,456.07 |
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F1-HELP F2-DOC INQ F5-NEXT F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT |
The 69 screen reads the Agency/Fund Table. The 28A Transaction Code Decision Profile File Posting Indicators for the AP Table control the posting to this table.
The program requires the Agency Number, Appropriation Year and either the Appropriated Fund or the Fund.
The appropriation – control level on the D23 profile determines the Fund type. Because the state standard is 0 for suspense accounts and 1 for all other funds, only the Appropriated Fund is used on the 69 screen.
This screen has the DETAIL/SUMMARY option and the drill down function.
With the Detail option, you can scroll through the records for the Agency and Appropriation Year with the F5 -NEXT.
The BTs are defined on the D05 profile.
S080 UC: 10 STATE OF OREGON 02/04/14 04:42 PM |
LINK TO: PROJECT FINANCIAL INQUIRY PROD |
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AGENCY: 101 PROJ NO/PH: EG3000 AGY CD-2: |
FUND: COMP/AGY OBJ: AGY OBJ GROUP: |
TITLE: ALL SCHOOL DISTRICTS PROJECT TYPE: E |
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PROJECT MANAGER: |
INQ TYPE: MC (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: S |
INQ YEAR: 14 INQ MONTH: 07 EXPEND BUDGET BALANCE: 127,485.11- |
NET CASH ACTIVITY: 1,949,249,834.62 |
BT TITLE AMOUNT BT TITLE AMOUNT |
12 CASH REVEN 1,949,377,319.73 |
15 CASH EXPEN 127,485.11 |
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F1-HELP F2-DOC INQ F5-NEXT F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT |
The 80 screen reads the Project (PJ) table. The PJ table contains the budget, expenditures, and revenues for a project.
Indicators on the following profiles determine the control key elements to this inquiry:
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Profile |
Indicator |
Option |
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D42 Project Number |
PROJ/PH BUD LVL IND |
Y |
= |
Post at Phase level |
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N |
= |
Post at Project level |
27 Project Control |
REV/EXP POST LVL |
0 |
= |
No Object |
1 |
= |
Comptroller Object | ||
2 |
= |
Agency Object | ||
3 |
= |
Agency Object Group | ||
A |
= |
Fund, no Object | ||
B |
= |
Fund & Comptroller Obj | ||
C |
= |
Fund & Agency Obj | ||
D |
= |
Fund & Agency Obj Grp | ||
This screen has the DETAIL/SUMMARY option and the drill down function
With the Detail option, F5 -NEXT will scroll through additional records for the Agency and Project.
The BTs are defined on the D05 profile.
S089 UC: 10 STATE OF OREGON 02/04/14 04:49 PM | |
LINK TO: SUMMARY GENERAL LEDGER ACCOUNT INQUIRY PROD | |
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AGENCY: 101 BUSINESS OREGON | |
COMPTROLLER GL: 0942 LOANS RECEIVABLE | |
AGENCY GL: | |
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STATE FUND GROUP: 9999 DEFAULT OREGON | |
APPR FUND: 3200 OTHER FUNDS NON-LIMITED | |
FUND: 3407 SAFE DRINKING WATER PROGRAM INC N/L | |
ORG: TC: 289 | |
GRANT/PH: PROJ/PH: G09001 00 | |
G38-TRANSFER: AGY CD 1: | |
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INQ TYPE: MC (MA,YA,MY,YY,MC,YC) DETAIL/SUMMARY: D | |
INQ YEAR: 14 INQ MONTH: 07 | |
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BEGINNING BALANCE DEBIT CREDIT ENDING BALANCE | |
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.00 43,724.00 .00 43,724.00 | |
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F1-HELP F5-NEXT F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT |
The 89 screen reads the Summary General Ledger (GS) Table. The GS Table contains summarized balances for each general ledger account.
You must enter at least one element for each of the following:
◾ Agency
◾ D31 Comptroller General Ledger or D32 Agency General Ledger Profile General Ledger Account
◾ D39 State Fund Group, D22 Appropriated Fund or D23 Fund
The Agency and Appropriated Fund will provide a total across the Agency for the Appropriated Fund. The Fund will provide a total for a D23 Fund.
You may further limit the search by entering an Organization Code, D47 Grant Number (with or without phase), or D42 Project Number (with or without phase).
You can change the Inquiry Type, Inquiry Year and Inquiry Month to see monthly activity.
This screen has the DETAIL/SUMMARY option. With the Detail option:
◾ F5 -NEXT will scroll through additional records.
◾ The system displays the totals by Transaction Code (see the 28A profile for definitions).
