DAS LogoR⋆STARS Training Manual

Chapter #6

Entering Transactions – Advanced Topics

Table of COntents

Balanced Transactions or Transfers

STATE USES OF BALANCED TRANSACTIONS (TRANSFERS)

BALANCED T-CODES

ENTERING A BALANCED TRANSACTION

Recurring Transactions

550 RECURRING TRANSACTION PROFILE

ON-LINE RETRIEVAL

TRANSACTION SPLIT

ENTERING TRANSACTION SPLITS

GENERATED RECURRING TRANSACTIONS

Reverse Transactions

ENTERING A REVERSED TRANSACTION

In the last chapter, we covered the basics of entering transactions in R⋆STARS.  Of course, the more complex the system is the more complex and challenging the operations.  R⋆STARS has additional features that allow more flexibility in entering transactions and meeting state government’s needs.  These features include:

◾ Balanced Transactions (Transfers)

◾ Recurring Transactions

◾ Reverse Transactions

 

Balanced Transactions or Transfers

To this point, we have discussed qualities that all batches have in common.  R⋆STARS has some batches that have some unique qualities.  One of these is Balanced or Companion Transactions , Transfers or Reclassifications.   In this section, we will cover some of the aspects that make these batches unique – and more difficult to enter.

Balanced Transaction batches have several qualities in common:

◾ They are used for various kinds of transfers or reclassifications

◾ There must be a pair of Balanced Transaction Codes (T-Codes)

◾ They have at least two transactions in a document

◾ Both sides of a transaction are processed together

◾ All the transactions (ins and outs) per Document Number must net zero

◾ They may be in Batch Types 2, 4 or G

◾ They may use a BT, JV, PI, PT, or LT Document Type

 

State Uses of Balanced Transactions (Transfers)

Within R⋆STARS there are several different types of transfers:

◾ Intra-Agency Transfers (including Operating Transfers, Reclassifications or Reimbursements) are used to record financial activity within agencies between funds.

◽ T-Codes used in the 400 series

◽ Document Type is BT (Balanced Transfers)

◾ Inter-agency (also Quasi-External) Transfers are used to record transactions between agencies and/or fund, as though the other party had been an external entity.

◽ T-Codes from 700 to 743 for non-payroll transactions

◽ T-Codes from 855 to 858 for payroll transactions

◽ Document Types include:  BT (Balanced Transfers), PI (Balanced Payroll Transfer), PT (Balanced Payroll Mass Transit Transfer)

◽ Considered cash activity, do not back date

◾ SFMA to LGIP - transfers to the Local Government Invest Pool (LGIP) - companion transactions allow SFMA agencies to process either expenditure or revenue transfers to the LGIP.

◽ The Oregon State Treasurer's (agency 170) LGIP suspense account 17099 is designated by D23 Fund as 0043.

◽ T-Codes 291 through 294 and 296 through 299

◽ Document types include LI (LGIP Transfers [Interface]) and LT (LGIP Transfers)

◽ Generally, the 001 Mail Code on the 51 Vendor Mail Code Profile stores the LGIP number in the LICENSE: field

◽ Once a transaction has posted to a LGIP account, it may not be reversed or deleted without the written permission of the owner

 

Balanced T-Codes

We use specially paired T-Codes for these types of transactions.  With these paired T-Codes, the 28A Transaction Code Decision Profile has another T-Code in the BAL TC: field.  This is the T-Code to use for the other side of the transaction.

 S28A   UC: 19                   STATE OF OREGON              01/06/16 09:45 AM

 LINK TO:               TRANSACTION CODE DECISION PROFILE                  PROD

 

 TRAN CODE: 788 TITLE: EXPEND TRANSF IN (BTWN AGYS) ‑G38

 GENERAL LEDGER   DR-1: 0070 CR-1: 3150 DR-2:      CR-2:

        POSTING   DR-3:      CR-3:      DR-4:      CR-4:

 TRANS     DOCD   DUDT   SVDT   CDOC I RDOC    MOD N AGCY R  IDX    PCA   COBJ R

  EDIT     AOBJ   RVRS    PDT N   CI I 1099 I WARR N INVC   VNUM I VNAM R VADD R

  INDS:   DMETH N APN# R FUND R  GLA N  AGL N GRNT   SUBG   PROJ   MULT   G38# R

 POST SEQ: 2 REG NO: 5 WW IND: 0 D/I: D WAR CANCL TC:     PYTC:     FUTMY: N

 GEN- TC:      DT:    ACCR TC:     TR TC:    INTERFACE IND: 1 T

 PAY LIQ TC:     PAY RED TC:     CUM POST IND: Y BAL TC: 787   A/S DOC AMT: +

            A/S  BT  MATCH GLA DOC     A/S  BT  MATCH GLA DOC

         DF:

 FILE    AP: +   20

 POSTING AB: +   20

 INDS:   CC: +   20

         GP: +   20

         PJ: +   20

     AGY GL:                                             STATUS CODE: A

  EFF START DATE: 03312009   EFF END DATE:            LAST PROC DATE: 07282011

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP F3-DEL F5-NEXT F6-28B F9-INT F10-SAVE F11-SAVE/CLEAR ENT-INQ CLEAR-EXIT

The 28B Transaction Code Description Profile provides useful guidance in the use of these T-Codes.

 S28B   UC: 19                   STATE OF OREGON              01/06/16 09:55 AM

 LINK TO:                TRANS CODE DESCRIPTION PROFILE                    PROD

 

  TRANS CODE: 788   (MUST BE IN 28A TRANSACTION CODE DECISION PROFILE)

 DESCRIPTION: TO TRANSFER CASH OUT WITH AN EXPENDITURE OBJ

              (SPECIAL PYMT) INTO ANOTHER AGENCY AS A BUDGETED

              OPERATING TRANSFER IN. MUST BE PROCESSED WITH

              TC 787 AS A BALANCED ENTRY. GASB38.

              0070-CASH ON DEP W/TREAS;3150-OPERATE TSFR-IN CTL

 I/E (I=INCLUDE, E=EXCLUDE) ENTER GL ACCOUNT CODES SEPARATED WITH "-" OR ",".

 

 

 I/E (I=INCLUDE, E=EXCLUDE) ENTER COMPTROLLER OBJECTS SEPARATED WITH "-" OR ",".

 I 1201 - 1300 , 1305 - 1400 ,

 

 ENTER UP TO 10 VALID DOC TYPES FOR THE TRANS CODE.  ("%" IN #1 = ALL VALID)

  1: BT   2: BI   3:      4:      5:      6:      7:     8:       9:     10:

 ENTER UP TO 10 VALID BATCH TYPES FOR THE TRANS CODE.  ("%" IN #1 = ALL VALID)

  1: G    2: 2    3: 4    4:      5:      6:     7 :     8:      9 :     10:

   TREAS CAT:                                            STATUS CODE: A

  EFF START DATE: 03312009   EFF END DATE:            LAST PROC DATE: 07282011

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP F3-DEL F5-NEXT F6-28A F9-INT F10-SAVE F11-SAVE/CLEAR ENT-INQ CLEAR-EXIT

In entering the transaction, only one set of T-Codes may be used with a Document Number.

 

Entering a Balanced Transaction

Perhaps the best way to illustrate this concept is to walk through an example transaction.

 

Intra-agency Transactions

In this example, the Copy Center printed copies of training materials for Human Resources Training.  They are now paying $500.00 for the copies through a transfer.

Step 01: We will create a batch header on the 500 Batch Header Entry screen.

We have the option of using Batch Type 2, 4 or G, depending upon the kind and complexity of the transaction.  We will keep the transaction simple and visual by entering a G batch.

For the balanced transaction, the BATCH COUNT is 2 – the expenditure transaction and the revenue transaction.  The BATCH AMOUNT is 1000.00 – the cost X 2.

 S500   UC: 19                   STATE OF OREGON              01/06/16 10:06 AM

 LINK TO:                      BATCH HEADER ENTRY                          PROD

 

           BATCH AGENCY: 101              (SIGN ON AGENCY)

             BATCH DATE: 010616           (MMDDYY, DEFAULTS TO TODAYS DATE)

             BATCH TYPE: G

           BATCH NUMBER: 005

 

            BATCH COUNT: 2                BATCH AMOUNT: 1000.00

 

        BATCH EDIT MODE: 2                (0=NO EDIT/POST, 1=EDIT, 2=EDIT/POST)

      PAYMENT DIST TYPE:                  (MUST BE IN D50 PDT PROFILE)

          DISB METH IND:                  (H, M, R, E OR SPACE)

         EFFECTIVE DATE: 010616           (MMDDYY, DEFAULTS TO TODAYS DATE)

             FAST ENTRY:                  (M/S/I/P/ )

                USER ID: AGYUSER          DOE, JOHN H.

             USER CLASS: 19

     ACTION CODE AGENCY:

            ACTION CODE:

 

 

 

 

  F1-HELP    F9-INTERRUPT    F10/F11-SAVE    CLEAR-EXIT

Step 02: When we save the batch header, the system displays the 509 Companion Transactions Entry screen.  This is because we selected a G batch type.  This screen displays both sides of the transaction on the same screen.

Note: Color variations added for emphasis – not indicative of a true screen.

 S509   UC: 19                   STATE OF OREGON              01/06/16 09:53 AM

 LINK TO:                  COMPANION TRANSACTION ENTRY           NOTE: N   PROD

 

 BATCH: AGENCY 101 DATE 010616 TYPE G NO 005 SEQ NO 00001 MODE EDIT AND POST

  --DOCUMENT INFORMATION: DOC DATE: 010616 EFF DATE:

             TRANS AMOUNT: 500.

    DOC AGY: 101  CUR DOC: BT        DOC AMT:                DOC COUNT: 00002

       DESC: TRAINING MANUAL PRINTING

  --TRANSACTION INFORMATION: #1

  SFX: 001 SER DATE:        REF DOC/SFX:              MOD:   AGY: 101  TC: 400

  INDEX:       PCA: 64610 AY: 17 COBJ/AOBJ:      4404 APPN NO:       FUND:

     VEND/MC:                 CONT NO:              GL AC/AGY:

    GRANT/PH:              SUBGRANTEE:                PROJ/PH:           FO:

        MPCD:            AGY CD-1:      2:      3:        G38:           RVS:

  --TRANSACTION INFORMATION: #2

  SFX: 002 SER DATE:        REF DOC/SFX:              MOD:   AGY: 101  TC: 401

  INDEX:       PCA: 87210 AY: 17 COBJ/AOBJ:      1058 APPN NO:       FUND:

     VEND/MC:                 CONT NO:              GL AC/AGY:

    GRANT/PH:              SUBGRANTEE:                PROJ/PH:           FO:

        MPCD:            AGY CD-1:      2:      3:        G38:           RVS:

 

 TRANSACTION SUCCESSFULLY WRITTEN

 F1-HELP F4-EDIT F6-BALANCING F9-INTERRUPT F10-SAVE F11-SAVE/CLEAR  CLEAR-EXIT

 

Step 03: Enter the following document information:

◾ Document Date (if used by agency)

◾ Transaction Amount (the amount of the payment)

◾ Current Document Number (if auto-sequencing is used  – Doc Type)

◾ Document Amount of zero (can allow to default)

Notice that these fields are at the top of the screen and will be the same for both transactions.

Notice that each transaction has a SFX field.  The system will assign the suffix number for the Current Document Number when the transaction is saved.

Step 04: Enter the coding block for the first transaction, including one of the paired T-Codes.

Step 05: Enter the coding block for the second transaction, including the second T-Code in the balanced pair.

Step 06: Press  F10 -SAVE or  F11 -SAVE/CLEAR to save the transaction.

Step 07: When all transactions have been entered, press   F6  -BALANCING to balance the batch.

Step 08: If the batch balances and if the user has the authority, release the batch by pressing   F6  -RELEASE on the 502 Batch Balancing screen.

These are the basic steps for entering the batch, regardless of the batch type.  In this example, we used the companion transaction to pay for a service provided by another division in the same agency.

In deciding which batch type to use, consider the following guidelines:

◾ A one-to-one transaction may be easiest to enter with a G Batch Type

◾ A many-to-one transaction may be easier to enter with a 2 or 4 Batch Type

If we had used one of the other possible batch types, we would have entered the two transactions on two separate screens:

 

Transaction #1 – Expenditure:

 S505   UC: 17                   STATE OF OREGON              01/06/16 09:57 AM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 010616 TYPE G NO 002 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 010616  DUE DATE:         SERV DATE:

  CUR DOC/SFX: BT       001  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 400

        INDEX:

          PCA: 64601                                               AY: 17

 COMP/AGY OBJ: 4252 4404

       AMOUNT: 00000000500.00 RVS:    DISC:                1099:   FO:   PDT:

 DOC COUNT: 00002 DOC AMT:  0000000000.00 DOC AGY: 101 CI:    PROP #:

 INV #:                DT:        DESC: TRAINING MANUAL PRINTING

 VEND/MC:                 NM:

 CONT NO:             ADDR 1:

 WARR NO:             ADDR 2:

 APPN NO: 31501       ADDR 3:

    FUND: 4260        ADDR 4:

 GL AC/AGY:               CITY:                      ST:     ZIP:

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

 MPCD:               AGY CD-1:      2:      3: 15000  G38:           RTI:

 

 

 F1-HELP  F3-RTI F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

 

Transaction #2 – Revenue:

 S505   UC: 17                   STATE OF OREGON              01/06/16 09:57 AM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 010616 TYPE G NO 002 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 010616  DUE DATE:         SERV DATE:

  CUR DOC/SFX: BT       002  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 401

        INDEX:

          PCA: 87210                                               AY: 17

 COMP/AGY OBJ: 0407 1058

       AMOUNT: 00000000500.00 RVS:    DISC:                1099:   FO:   PDT:

 DOC COUNT: 00003 DOC AMT:  0000000000.00 DOC AGY: 101 CI:    PROP #:

 INV #: 001-dex-4589   DT:        DESC: TRAINING MANUAL PRINTING

 VEND/MC:                 NM:

 CONT NO:             ADDR 1:

 WARR NO:             ADDR 2:

 APPN NO: 31501       ADDR 3:

    FUND: 4520        ADDR 4:

 GL AC/AGY:               CITY:                      ST:     ZIP:

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

 MPCD:               AGY CD-1:      2:      3: 15000  G38:           RTI:

 

 

 F1-HELP  F3-RTI F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

 

Interagency Transfers

For interagency transfers (T-Code 700 – 743), we would change the AGY number on the second transaction to reflect the financial agency for the transaction.

In the example below, DAS Motor Pool Fuel Depot has billed Department of Forestry for monthly fuel costs.  An accounts receivable billing was encumbered by DAS previously and was used as the reference document in this transaction.

 

Transaction #1 – Expenditure:

 S504   UC: 48                   STATE OF OREGON              01/06/16 04:15 PM

 LINK TO:               REVENUE/RECEIPTS TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 010616 TYPE 2 NO 005 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 010616  DUE DATE:         SERV DATE:

  CUR DOC/SFX: BT000000 001  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 730       QUASI-EXTERNAL EXPEND (A/R)

        INDEX:

          PCA: 80901     SSD- STATE FLEET ADMINISTRATION           AY: 17

 COMP/AGY OBJ: 4976 5880 FLEET FUEL MISC

 AMOUNT: 00000000650.00  RVS:     DESC: NOV FUEL BILL

  DOC COUNT: 00002  DOC AMT:  0000000000.00 DOC AGY: 101  FUND OVRD:

 VEND/MC: 1936002375 014  NM: DEPT OF FORESTRY

 PMT TYPE:   INT:       ADD1: UNIT 15

    BANK:               ADD2: PO BOX 4395

 DISC DT:        TM:    ADD3:

  PEN DT:        TM:    CITY: PORTLAND               ST: OR  ZIP: 97208 4395

 PEN AMT:                CHECK #:                 DEPOSIT #:

 G38:                APPN NO: 31501    FUND: 4440    GL ACCT/AGY:

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

  MPCD:               AGY CD-1:      2:      3: 15000        RTI:

 

 

 F1-HELP  F3-RTI  F4-EDIT  F6-BALANCING  F7-DETAILS  F9-INTERRUPT  F10-SAVE

 F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

When creating a balanced transaction using a reference document, type the T-Code, Agency, document type and the amount.  Press   F4  -EDIT.  The transaction information will automatically fill in the other accounting elements attached to the reference document.

 

Transaction #2 – Revenue:

 S504   UC: 48                   STATE OF OREGON              01/06/16 04:17 PM

 LINK TO:               REVENUE/RECEIPTS TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 010616 TYPE 2 NO 005 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 010616  DUE DATE:         SERV DATE:

  CUR DOC/SFX: BT000000 002  REF DOC/SFX: AR000000 009  MOD:    AGENCY: 629

   TRANS CODE: 731       QUASI-EXTERNAL REVENUE (A/R)

        INDEX:

          PCA: 21931     MOTOR POOL BULK FIRE FUEL                 AY: 17

 COMP/AGY OBJ: 0708 8550 FLEET FUEL MISC

 AMOUNT: 00000000650.00  RVS:     DESC: NOV FUEL BILL

  DOC COUNT: 00002  DOC AMT:  0000000000.00 DOC AGY: 101  FUND OVRD:

 VEND/MC: 062900     000  NM: DEPT OF FORESTRY

 PMT TYPE:   INT:       ADD1:

    BANK:               ADD2:

 DISC DT:        TM:    ADD3:

  PEN DT:        TM:    CITY: SALEM                  ST: OR  ZIP: 97310

 PEN AMT:                CHECK #:                 DEPOSIT #:

 G38:                APPN NO: 30202    FUND: 3101    GL ACCT/AGY:

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

  MPCD:               AGY CD-1:      2:      3: 00579        RTI:

 

 

 F1-HELP  F3-RTI  F4-EDIT  F6-BALANCING  F7-DETAILS  F9-INTERRUPT  F10-SAVE

 F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

 

Recurring Transactions

R⋆STARS includes what is called a Recurring Transaction Subsystem.  The subsystem provides a mechanism for reducing data entry for transactions that occur frequently over a period of time.  Two examples are rent payments and utility bills.  These payments have several aspects in common:

◾ They occur on a routine basis, such as monthly, quarterly, or annually

◾ They may be split among several programs

◾ They may or may not vary in the amount

For a larger agency, this could involve quite a bit of data entry and time if the user needed to enter all the PCA’s, indexes, grant and project numbers each time.  The Recurring Transaction subsystem provides a way to store the coding once and re-use it each time.  This reduces the manual effort necessary for repetitive posting of like transactions and reduces the possibility of error.

Agencies may use the Recurring Transaction subsystem in two different ways:

◾ To define transactions that the system generates on a pre-defined schedule

◾ To define coding blocks for the system to retrieve on-line from a Transaction Entry screen

The On-line Retrieval function may be used in two ways:

◾ To retrieve a frequently used coding block into a Transaction Entry screen

◾ To direct the system to do a transaction split using several related Recurring Transactions

We will look at each of these options in more detail.

 

550 Recurring Transaction Profile

First, to set-up a Recurring Transaction, regardless of the type, the agency sets up the coding information on the 550 profile.   For instructions on how to create a Recurring Transaction, See the Data Entry Guide, Chapter #6.

The 550 profile defines the coding elements for a Recurring Transaction.  It also determines whether the system will generate a transaction on a pre-defined schedule or the user will enter the Recurring Transaction Index (RTI) to retrieve coding while creating a batch.

The Control Key is the AGENCY and TRANS NO.

When using the on-line retrieval or the transaction split, the agency can recall the RTI in the transaction by entering:

◾ RTI

◾ PCA that looks up the RTI

◾ Grant Number that looks up the RTI, or

◾ PCA that looks up the Grant that looks up the RTI

If the RTI is looked up by a PCA or Grant, the RTI is entered on the 26 Program Cost Account Profile or the 29 Grant Control Profile.

There may be several related Recurring Transactions.  For example, a monthly rent payment may be split among several coding structures.

◾ Each transaction has a separate TRANS NO.

◾ They are linked with the same RTI.

 

On-line Retrieval

The On-line Retrieval capabilities in the Recurring Transaction Subsystem allow a user to store frequently used coding once and then recall it when entering a transaction that uses that coding.  This provides another mechanism for saving keystrokes and ensuring accuracy.

First, let’s look at the way coding is set-up on the 550 profile when it will be used for on-line retrieval.

With an On-line Recurring Transaction:

◾ The RTI TYPE is R

◾ The GENERATE SCHEDULE, BATCH TYPE and CURRENT DOC/SFX will be blank.

◾ The agency may enter a set amount, a percentage, or leave the amount blank.  If the amount is blank, the user must enter an AMOUNT on the Transaction Entry screen.

◾ The agency can decide what other elements to enter.

 

Retrieving an RTI On-line

For this particular example, DAS Internal Support has set up an RTI to pay the State Controller Division’s telephone bill.  There are five transactions on the 550 profile with the same RTI.  Let’s just look at two of these profiles:

 

Recurring Transaction Profile for On-Line Retrieval (Type R)

Transaction 000001 for RTI USW.

 S550   UC: 17                   STATE OF OREGON              01/06/16 03:15 PM

 LINK TO:                 RECURRING TRANSACTION PROFILE                    PROD

 

 AGENCY: 101   TRANS NO: 000001                      RTI: USW     RTI TYPE: R

 USER ID: AGYUSER       DESCRIPTION: 503‑373‑0000

 GENERATE SCHEDULE (MMDD) - 1:            2:       3:       4:

  BATCH - AGY: 101        TYPE: 4    DOC DATE:            SERV DATE:

  CUR DOC/SFX:                REF DOC/SFX: LANMAINT 000   FINANCIAL AGY: 101

   TRANS CODE: 222

        INDEX:

          PCA: 31000

 COMP/AGY OBJ:      4501

       AMOUNT:                RVS:   DISCOUNT:                   FUND OVRD:

      DOC AMT:                DOC AGY: 101

  % ALLOCATED: 0.00000        PDT: RE   MOD:     APPN YEAR:      APPN NO:

         FUND:            GL ACCT/AGY:                  G38:

  GRANT NO/PH:            SUBGRANTEE:                   PROJ NO/PH:

         MPCD:            AGY CD - 1:            2:           3:

      VEND/MC: 0000000000 000                            STATUS CODE: A

  EFF START DATE: 12181996   EFF END DATE:            LAST PROC DATE: 09242009

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP   F3-DELETE   F4-EDIT  F5-NEXT TRANS NO  F8-NEXT FOR RTI  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR       F12-RTI COMPLETE  ENTER-INQUIRE    CLEAR-EXIT

◾ The PCA is for the State-wide Accounting and Reporting Section.

◾ Because the amount of the bill will vary from month to month, the AMOUNT is blank.

◾ The Profile uses T-Code 222, Voucher Payable - Not Encumbered.

◾ Because the vendor will always be the same, Internal Support included the Vendor Number and Mail Code.

Transaction 000002 for RTI USW.

 S550   UC: 17                   STATE OF OREGON              01/06/16 03:15 PM

 LINK TO:                 RECURRING TRANSACTION PROFILE                    PROD

 

 AGENCY: 101   TRANS NO: 000002                      RTI: USW      RTI TYPE: R

 USER ID: AGYUSER       DESCRIPTION: 503-373-0000

 GENERATE SCHEDULE (MMDD) - 1:            2:       3:       4:

  BATCH - AGY: 101        TYPE: 4    DOC DATE:            SERV DATE:

  CUR DOC/SFX:                REF DOC/SFX: LANMAINT 000   FINANCIAL AGY: 101

   TRANS CODE: 222

        INDEX:

          PCA: 32000

 COMP/AGY OBJ:      4501

       AMOUNT:                RVS:   DISCOUNT:                   FUND OVRD:

      DOC AMT:                DOC AGY: 101

  % ALLOCATED: 0.00000        PDT: RE   MOD:     APPN YEAR:      APPN NO:

         FUND:            GL ACCT/AGY:                  G38:

  GRANT NO/PH:            SUBGRANTEE:                   PROJ NO/PH:

         MPCD:            AGY CD - 1:            2:           3:

      VEND/MC: 0000000000 000                            STATUS CODE: A

  EFF START DATE: 12181996   EFF END DATE:            LAST PROC DATE: 09242009

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP   F3-DELETE   F4-EDIT  F5-NEXT TRANS NO  F8-NEXT FOR RTI  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR       F12-RTI COMPLETE  ENTER-INQUIRE    CLEAR-EXIT

The PCA is for OSPS (State Payroll) which is part of the Controller’s Division.  There are three additional transactions on the 550 profile for SFMS Implementation, SFMS Operations, and SFMS Training.

With this background, let’s enter the batch to generate the warrant to pay this month’s telephone bill.

Step 01: We create a Batch Header on the 500 screen.  In this case, we will use Batch Type 4 (Expenditures/ Disbursements).

Step 02: When we save the Header, the system will take us to the Transaction Entry screen.   For this example, we will go to the 505 Pre-Enc/Enc/Expend Transaction Entry screen.

Step 03: At a minimum, fill in the following fields:

◾ CURRENT DOC (just Document Type if using document number incrementing)

◾ AMOUNT (if Percent or Amount is blank on 550)

◾ DOC AMOUNT (unless entered on 550)

◾ RTI

If a PCA or Grant Number looks up the RTI, enter these elements instead of the RTI.

Step 04: For this particular transaction, we will fill in some additional fields:

◾ DOC DATE

◾ DUE DATE (T-code 222 requires)

◾ DESC (for remit advice)

◾ INV-NO

If the 550 profile had not included a vendor number, we would fill in the vendor number and mail code.

 S505   UC: 17                   STATE OF OREGON              01/06/16 04:03 PM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE:      PROD

 BATCH: AGENCY 101 DATE 010616 TYPE 4 NO 002 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE: 010616   EFF DATE:         DUE DATE: 011116  SERV DATE:

  CUR DOC/SFX: vp            REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE:

        INDEX:

          PCA:                                                     AY: 17

 COMP/AGY OBJ:

       AMOUNT: 100.00         RVS:    DISC:                1099:   FO:   PDT:

 DOC COUNT:       DOC AMT: 500.00         DOC AGY: 101 CI:    PROP #:

 INV #: 001-dex-4589   DT:        DESC: phone bill - nov 13

 VEND/MC:                 NM:

 CONT NO:             ADDR 1:

 WARR NO:             ADDR 2:

 APPN NO:             ADDR 3:

    FUND:             ADDR 4:

 GL AC/AGY:               CITY:                      ST:     ZIP:

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

 MPCD:               AGY CD-1:      2:      3:        G38:           RTI: usw

 

 

 F1-HELP  F3-RTI  F4-EDIT  F6-BALANCING  F7-DETAILS  F9-INTERRUPT  F10-SAVE

 F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

Step 05: If a PCA or Grant Number have been used to look up the RTI, press   F4  -EDIT.

Step 06: Press   F3  -RTI.  The system will display two messages:

◾ PRESS F10 TO SAVE TRANSACTION

◾ PRESS F5   TO RETRIEVE NEXT RTI TRANSACTION

NOTE: The screen now has a new function key selection.

 S505   UC: 17                   STATE OF OREGON              01/06/16 04:03 PM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE:      PROD

 BATCH: AGENCY 101 DATE 010616 TYPE 4 NO 002 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE: 010616   EFF DATE:         DUE DATE: 011116  SERV DATE:

  CUR DOC/SFX: VP000041      REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 222

        INDEX:

          PCA: 31000                                               AY: 17

 COMP/AGY OBJ:      4501

       AMOUNT: 00000000100.00 RVS:    DISC:                1099:   FO:   PDT:

 DOC COUNT: 00001 DOC AMT: 00000000500.00 DOC AGY: 101 CI:    PROP #:

 INV #: 001-DEX-4589   DT:        DESC: PHONE BILL - NOV 13

 VEND/MC: 0000000000 000  NM:

 CONT NO:             ADDR 1:

 WARR NO:             ADDR 2:

 APPN NO:             ADDR 3:

    FUND:             ADDR 4:

 GL AC/AGY:               CITY:                      ST:     ZIP:

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

 MPCD:               AGY CD-1:      2:      3:        G38:           RTI: USW

 PRESS F10 TO SAVE TRANSACTION

 PRESS F5  TO RETRIEVE NEXT RTI TRANSACTION

 F1-HELP  F3-RTI  F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

Step 07: Follow the system’s instructions.  Press  F10 -SAVE.  The system will save the transaction and increment the CURRENT DOC suffix number.

Step 08: Press   F5  -NEXT RTI TRANS.  The system will change the coding block to retrieve the next transaction for the RTI.  For this example, it will fill in the PCA for OSPS.

Step 09: For this example, we need to fill in the AMOUNT because it is not on the 550 profile.

Step 10: Continue to press  F10 -SAVE and   F5  -NEXT RTI TRANS until all RTI transactions have been entered.

Step 11: Balance and release the batch.

 

Transaction Split

Transaction Splits are another way to use the RTI subsystem.  As with the on-line retrieval, the RTI is entered on the Transaction Entry screen.  In this case, the system calculates the splits among the different coding blocks, rather than the user entering each separate transaction.  The 550 profile is set up a bit differently.

 

Recurring Transaction Profile for a Split Transaction (Type S)

 S550   UC: 10                   STATE OF OREGON              01/06/16 04:31 PM

 LINK TO:                 RECURRING TRANSACTION PROFILE                    PROD

 

 AGENCY: 101   TRANS NO: 510001                      RTI: HRC     RTI TYPE: S

 USER ID: AGYUSER         DESCRIPTION:

 GENERATE SCHEDULE (MMDD) - 1:            2:       3:       4:

  BATCH - AGY:            TYPE:      DOC DATE:            SERV DATE:

  CUR DOC/SFX:                REF DOC/SFX:                FINANCIAL AGY: 101

   TRANS CODE:

        INDEX:

          PCA: 12100

 COMP/AGY OBJ:

       AMOUNT:                RVS:   DISCOUNT:                   FUND OVRD:

      DOC AMT:                DOC AGY:

  % ALLOCATED: 0.25000        PDT:      MOD:     APPN YEAR: 15   APPN NO:

         FUND:            GL ACCT/AGY:                  G38:

  GRANT NO/PH:            SUBGRANTEE:                   PROJ NO/PH:

         MPCD:            AGY CD - 1:            2:           3:

      VEND/MC:                                           STATUS CODE: A

  EFF START DATE: 01012013   EFF END DATE:            LAST PROC DATE: 12102013

 Z26 RECORD NOT FOUND - NEXT RECORD RECALLED

 

 F1-HELP   F3-DELETE   F4-EDIT  F5-NEXT TRANS NO  F8-NEXT FOR RTI  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR       F12-RTI COMPLETE  ENTER-INQUIRE    CLEAR-EXIT

◾ The RTI TYPE is S

◾ The AMOUNT and DOC AMOUNT on the 550 profile will be blank

◾ There will be a % ALLOCATED

◾ The system only allows agency related coding elements, such as PCA, INDEX, FUND and APPN NO

◾ As with the on-line retrieval, several transactions may be linked together by the RTI.

◾ As with the on-line retrieval, users can recall the RTI in the transaction by entering:

◽ RTI

◽ PCA that looks up the RTI

◽ Grant Number that looks up the RTI, or

◽ PCA that looks up the Grant that looks up the RTI

 

Entering Transaction Splits

We will once again walk through an example.  This time, the Human Resources Section rents a copier.  They split the monthly cost of the copier on a percentage basis – 25% for Recruitment, 25% for Training, and 50% for Employee Services.  Because of charges for extra copies, the charges vary from month to month.

For this example, we have set up three transactions (000006, 000007, and 000008) on the 550 profile under the RTI “CRENT.”  (The screen print below displays the third transaction: 000008.)

 S550   UC: 10                   STATE OF OREGON              01/06/16 04:31 PM

 LINK TO:                 RECURRING TRANSACTION PROFILE                    PROD

 

 AGENCY: 101   TRANS NO: 000008                      RTI: CRENT   RTI TYPE: S

 USER ID: AGYUSER         DESCRIPTION:

 GENERATE SCHEDULE (MMDD) - 1:            2:       3:       4:

  BATCH - AGY:            TYPE:      DOC DATE:            SERV DATE:

  CUR DOC/SFX:                REF DOC/SFX:                FINANCIAL AGY: 101

   TRANS CODE:

        INDEX:

          PCA: 12300

 COMP/AGY OBJ:

       AMOUNT:                RVS:   DISCOUNT:                   FUND OVRD:

      DOC AMT:                DOC AGY:

  % ALLOCATED: 0.50000        PDT:      MOD:     APPN YEAR: 15   APPN NO:

         FUND:            GL ACCT/AGY:                  G38:

  GRANT NO/PH:            SUBGRANTEE:                   PROJ NO/PH:

         MPCD:            AGY CD - 1:            2:           3:

      VEND/MC:                                           STATUS CODE: A

  EFF START DATE: 01012013   EFF END DATE:            LAST PROC DATE: 12102013

 Z26 RECORD NOT FOUND - NEXT RECORD RECALLED

 

 F1-HELP   F3-DELETE   F4-EDIT  F5-NEXT TRANS NO  F8-NEXT FOR RTI  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR       F12-RTI COMPLETE  ENTER-INQUIRE    CLEAR-EXIT

The steps for entering a batch with a transaction split are different from those using an RTI for on-line retrieval.   Let’s just work through the steps with the example above.

Step 01: Create a Batch Header on the 500 screen.

◾ The BATCH COUNT will be the total number of transactions created by the RTI (the "child" transactions).

◾ The BATCH AMOUNT will be the amount of the invoice.

◾ For this example, the invoice is for $200.00 and the RTI has three transactions.  Therefore, we entered a BATCH COUNT of 3 and a BATCH AMOUNT of 200.00.

 S500   UC: 17                   STATE OF OREGON              01/06/16 11:50 AM

 LINK TO:                      BATCH HEADER ENTRY                          PROD

 

           BATCH AGENCY: 101              (SIGN ON AGENCY)

             BATCH DATE: 010616           (MMDDYY, DEFAULTS TO TODAYS DATE)

             BATCH TYPE: 4

           BATCH NUMBER: 002

 

            BATCH COUNT: 3                BATCH AMOUNT: 200.00

 

        BATCH EDIT MODE: 2                (0=NO EDIT/POST, 1=EDIT, 2=EDIT/POST)

      PAYMENT DIST TYPE:                  (MUST BE IN D50 PDT PROFILE)

          DISB METH IND:                  (H, M, R, E OR SPACE)

         EFFECTIVE DATE: 010616           (MMDDYY, DEFAULTS TO TODAYS DATE)

             FAST ENTRY:                  (M/S/I/P/ )

                USER ID: AGYUSER          DOE, JOHN H

             USER CLASS: 17

     ACTION CODE AGENCY:

            ACTION CODE:

 

 

 

 

 F1-HELP    F9-INTERRUPT    F10/F11-SAVE    CLEAR-EXIT

Step 02: When we save the Batch Header, the system will display the applicable Transaction Entry screen.  In this example, it displays the 505 screen.

 S505   UC: 17                   STATE OF OREGON              01/06/16 11:52 AM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 010616 TYPE 4 NO 002 SEQ NO 00005 MODE EDIT AND POST

 DOC DATE: 010616   EFF DATE: 010616  DUE DATE: 011116  SERV DATE:

  CUR DOC/SFX: VP000044 001  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 222       VOUCHER PAYABLE-NOT ENCUMBERED

        INDEX:

          PCA:                                                    AY: 17

 COMP/AGY OBJ:      4202

       AMOUNT: 00000000200.00 RVS:    DISC:                1099:   FO:   PDT:

 DOC COUNT: 00003 DOC AMT:  0000000200.00 DOC AGY: 101 CI:    PROP #:

 INV #: 1500CD         DT:        DESC: COPIER RENTAL - DEC. 1996

 VEND/MC: 0000000000 000  NM: SAVING SYSTEMS INC

 CONT NO:             ADDR 1: BUILDING ONE SUITE 11

 WARR NO:             ADDR 2: PO BOX 0000-25

 APPN NO:             ADDR 3:

    FUND:             ADDR 4:

 GL AC/AGY:               CITY: PORTLAND             ST: OR  ZIP: 97208

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

 MPCD:               AGY CD-1:      2:      3:        G38:           RTI: HRC

 TRANSACTION SUCCESSFULLY WRITTEN

 

 F1-HELP  F3-RTI  F4-EDIT  F6-BALANCING  F7-DETAILS  F9-INTERRUPT  F10-SAVE

 F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

Step 03: At a minimum, enter the following:

◾ CURRENT DOC/SFX

◾ TRANS CODE

◾ COMP or AGY OBJ

◾ AMOUNT

◾ DOC AMOUNT

◾ RTI

Step 04: In this example, because we are creating a voucher payable, we will also enter:

◾ DUE DATE

◾ INV-NO

◾ DESC

◾ VEND/MC

Step 05: Press  F10 -SAVE.

Step 06: Once the transaction is successfully saved, press   F6  -BALANCING.

Step 07: If the batch balances and if a user has the authority, press   F6  -RELEASE to release the batch.

Now, let’s look at how the system treated this transaction.  To do so, we will go to the 520 View a Batch screen.

 S520   UC: 17                   STATE OF OREGON              01/06/16 10:08 AM

 LINK TO:                         VIEW A BATCH                             PROD

 

 BATCH ID: AGENCY 101 DATE 010616 TYPE 4 NO 002 SEQUENCE 00001   ERRORS I/E:

 MODE EDIT & POST     EFF DATE 010616     STATUS P       PRINTER ID:

 

 S P  SEQ  CUR DOC/SFX  REF DOC/SFX  M AGY TC  INDEX  PCA  AY         AMOUNT R

   Y 00001 VP000044 001                101 222             17         200.00

     00002 VP000044 001                101 222       12100 17          50.00

     00003 VP000044 001                101 222       12200 17          50.00

     00004 VP000044 001                101 222       12300 17         100.00

 

 

 

 

 

 

 

    ENTERED COUNT: 00003                      ENTERED AMOUNT: 00000000200.00

   COMPUTED COUNT: 00003                     COMPUTED AMOUNT: 00000000200.00

 NO MORE DETAILS IN THIS BATCH

 

 F1-HELP  F2-SELECT  F4-PRINT F5-DOC TRACK F6-BALANCING F7-PRIOR PG F8-NEXT PG

 F9-INTERRUPT  F11-CORRECT BATCH  F12-HEADERS  ENTER-FIRST PAGE  CLEAR-EXIT

Notice some of the differences in this batch:

◾ In addition to the transaction we entered, the system generated three additional transactions  – one for each of the transactions for this RTI.

◾ The first transaction (the one we entered) has a Y in the P (parent) column.

◾ The Document Number only has one suffix.

◾ The first transaction does not have an Index or PCA.  The other transactions do.  This coding came from the 550 profile.

◾ If we needed to make changes to this batch, we would change the children rather than the parent.   There are only a limited number of fields we will be able to change.

◾ The Batch Count and Batch Amount include only the computed (child) transactions.

 

Generated Recurring Transactions

Agencies can also use the Recurring Transaction subsystem to instruct the system to automatically generate certain transactions on a pre-determined basis.  In these instances, agencies create a transaction on the 550 profile and schedule the transactions on the 93 Recurring Transaction Request Profile.

Because the system will use the Profile to create the transaction, each Transaction should contain all of the classification data that is required on 28A Profile for the specified T-Code.

The AMOUNT is required.  Users may not use the percentage or leave the amount blank.

The GENERATE SCHEDULE will work in conjunction with the 93 profile.  There are four fields with four characters each.  In each field, the first two digits indicate the month and the last two digits indicate the day of the month.  For example:

Transaction Dates

MMDD1

MMDD2

MMDD3

MMDD4

June 1, Dec. 1

0601

1201

First of each month

01

End of each quarter

0331

0630

0930

1231

Weekly

07

14

21

28

 

93 Recurring Transaction Request Profile

 S093   UC: 10                   STATE OF OREGON              01/06/16 10:24 AM

 LINK TO:                 RECURRING TRANSACTION REQUEST                    PROD

 

 

 

 AGENCY: 101

 CYCLE           FROM DATE   TO DATE    TRANS     FROM DATE   TO DATE   TRANS

 SELECTION:         MMDD       MMDD      IND         MMDD       MMDD     IND

                 1: 1211       1212               4:

                 2:                               5:

                 3:                               6:

 

 TRANSACTIONS TO EXCLUDE:

   1:            2:            3:            4:            5:

   6:            7:            8:            9:           10:

 

 TRANSACTIONS TO INCLUDE:

   1:            2:            3:            4:            5:

   6:            7:            8:            9:           10:

                                                          STATUS CODE: A

  EFF START DATE: 12201999   EFF END DATE:            LAST PROC DATE: 09282009

 Z07 NEXT RECORD SUCCESSFULLY READ

 

 F1-HELP F3-DEL F5-NEXT F9-INT F10-SAVE F11-SAVE/CLEAR ENTER-INQ CLEAR-EXIT

The 93 Profile tells the system when to generate the recurring transactions set up on the 550 profile.

◾ The CYCLE SELECTION field tells the system to find the Recurring Transactions on the 550 profile that have a GENERATE SCHEDULE within the dates defined.

◾ The TRANS IND field tells the system whether to generate (G) the transactions and post them to the financial tables or to produce a proof (P) listing.

◾ A P indicator allows users to proof the transactions before the system actually posts them to the financial tables.  Once the transactions have been proofed, the indicator will need to be changed to G for the system to generate the transactions and post them.

◾ The TRANSACTIONS TO EXCLUDE and TRANSACTIONS TO INCLUDE fields allow users to list specific transactions.  Enter the TRANS NO from the 550 profile.

◾ If the 97 System Management Profile RECURRING TRANSACTION RUN flag is Y, the system processes recurring transactions during the nightly batch cycle and generates the DAFR4200 Recurring Transactions Detail Report.

 

Reverse Transactions

There may be times when it is necessary to create a transaction for a negative amount.  For instance:

◾ To reduce the amount for a pre-encumbrance, encumbrance, or account receivable

◾ To record a reduction in appropriation or allotment

◾ To include a credit or discount from a vendor as part of a voucher payable or encumbrance

Most T-Codes allow a reversed transaction.  The 28A Profile provides this option:

 S28A   UC: 10                   STATE OF OREGON              01/06/16 10:26 AM

 LINK TO:               TRANSACTION CODE DECISION PROFILE                  PROD

 

 TRAN CODE: 222 TITLE: VOUCHER PAYABLE-NOT ENCUMBERED

 GENERAL LEDGER   DR-1: 3501 CR-1: 1211 DR-2:      CR-2:

        POSTING   DR-3:      CR-3:      DR-4:      CR-4:

 TRANS     DOCD   DUDT I SVDT   CDOC I RDOC    MOD N AGCY R  IDX    PCA   COBJ R

  EDIT     AOBJ   RVRS    PDT R   CI N 1099 R WARR   INVC   VNUM I 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:

 FILE    AP: +   17

 POSTING AB: +   17

 INDS:   CC:

         GP: +   17

         PJ: +   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 28B profile may provide additional information for reversals.

 S28B   UC: 10                   STATE OF OREGON              01/06/16 10:27 AM

 LINK TO:                TRANS CODE DESCRIPTION PROFILE                    PROD

 

  TRANS CODE: 222   (MUST BE IN 28A TRANSACTION CODE DECISION PROFILE)

 DESCRIPTION: TO SET UP VOUCHER PAYABLE FOR AN EXPENDITURE THAT

              WAS NOT ENCUMBERED. USE TC 222R TO REDUCE PAYMENT

              TO VENDOR

              USE TC 217 FOR GASB 38

              3501-EXPEND CONTROL-ACCRUED;1211-VOUCHER PAYABLE

 I/E (I=INCLUDE, E=EXCLUDE) ENTER GL ACCOUNT CODES SEPARATED WITH "-" OR ",".

 

 

 I/E (I=INCLUDE, E=EXCLUDE) ENTER COMPTROLLER OBJECTS SEPARATED WITH "-" OR ",".

 I 3129 , 3263 , 4000 - 5999 , 6093 , 6201 - 7415 ,

 

 ENTER UP TO 10 VALID DOC TYPES FOR THE TRANS CODE.  ("%" IN #1 = ALL VALID)

  1: VP   2: VI   3: VS   4: VX   5: XC   6:      7:     8:       9:     10:

 ENTER UP TO 10 VALID BATCH TYPES FOR THE TRANS CODE.  ("%" IN #1 = ALL VALID)

  1: 4    2:      3:      4:      5:      6:     7 :     8:      9 :     10:

   TREAS CAT:                                            STATUS CODE: A

  EFF START DATE: 06011990   EFF END DATE:            LAST PROC DATE: 01082009

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP F3-DEL F5-NEXT F6-28A F9-INT F10-SAVE F11-SAVE/CLEAR ENT-INQ CLEAR-EXIT

 

Entering a Reversed Transaction

There are some differences in the way a reverse transaction is entered.  Let’s walk through a simple example.  In this case, we wish to reduce an original encumbrance.

Step 01: Enter and save the Batch Header as usual.

◾ If a previous entered transaction is being reversed (as opposed to taking a credit or discount), use the same Batch Type as the original transaction

◾ In this example, a Batch Type of 3 (Pre-encumbrance / Encumbrance) is used,.

Step 02: The system will display the applicable Transaction Entry Screen:

 S505   UC: 17                   STATE OF OREGON              01/06/16 11:52 AM

 LINK TO:             PRE45;ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 010616 TYPE 3 NO 001 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE: 010616   EFF DATE: 010616  DUE DATE:        SERV DATE:

  CUR DOC/SFX: EE000011 001  REF DOC/SFX: EE000010 001  MOD:    AGENCY: 101

   TRANS CODE: 205       ADJUST EXISTING ENCUMB-(NON-ADPICS)

        INDEX:

          PCA: 21300     FACILITIES - LANDSCAPE                    AY: 17

 COMP/AGY OBJ: 4202 4202 EQUIPMENT RENTAL

       AMOUNT: 00000000100.00 RVS: R  DISC:                1099: 1 FO:   PDT: MA

 DOC COUNT:       DOC AMT: -0000000100.00 DOC AGY: 101 CI:    PROP #:

 INV #:                DT:        DESC:

 VEND/MC: 0000000000 000  NM: SUPER RENTS

 CONT NO:             ADDR 1: 14020 SW KRYPTON AVE

 WARR NO:             ADDR 2:

 APPN NO: 31501       ADDR 3:

    FUND: 4640        ADDR 4:

 GL AC/AGY:               CITY: TIGARD               ST: OR  ZIP: 97224 8008

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

 MPCD:               AGY CD-1:      2:      3:  00652 G38:           RTI:

 

 

 F1-HELP  F3-RTI  F4-EDIT  F6-BALANCING  F7-DETAILS  F9-INTERRUPT  F10-SAVE

 F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

Step 03: Enter the transaction as follows:

◾ If a specific transaction is being reversed, enter that Document Number and suffix in the REF DOC/SFX and omit the coding blocks

◾ Enter the appropriate T-Code and the AMOUNT to be reversed

◾ R in the RVS: field

◾ Negative DOC AMOUNT (or in the case where the document has multiple transactions, the DOC AMOUNT is reduced by the amount reversed.)

Step 04: If a reference document is used, press   F4  -EDIT.  The system will retrieve the additional information from the Reference Document.  Otherwise enter the required elements for the transaction.

Step 05: Continue entering the transactions.  When finished, balance and release the batch as usual.

To view the result of the reverse transaction, drill down from the 61 Agency Budget Financial Inquiry to the 11 Document Summary Inquiry or go to the 64 Document Record Inquiry as shown below.

 S011   UC: 10                   STATE OF OREGON              01/06/16 10:34 AM

 LINK TO:      ACTIVE       DOCUMENT SUMMARY INQUIRY                       PROD

 

 AGENCY: 101   FISCAL YR: 16  MO: 07  DAY: 31  BT: 18 ENCUM OUTS

                  BT AMT:                 100.00

      AY AFND OBJ  PGMC

 KEY: 16 4530 4000 4410

 DUE/EFF DATE   DOC AGY   DOC NUMBER     REFERENCE DOC      BALANCE/AMOUNT

 20160106         101      EE000011       EE000010                 -100.00

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 F1-HELP F2-TRANS INQ F3-PRIOR INQ F8-NEXT PAGE F9-INTERRUPT ENTER-INQUIRE

 S064   UC: 10                   STATE OF OREGON              01/06/16 10:36 AM

 LINK TO:                   DOCUMENT RECORD INQUIRY                        PROD

 

         AGY: 101  DOC NO/SFX/CLASS: EE000010 001 001

 

 CREATE DATE: 010616   CLOSE DATE:

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

    INQ YEAR: 16            INQ MONTH: 07      DOC BALANCE:            100.00

 

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 01 ORIG AMOUNT                  200.00

 02 ADJUSTMENT                   100.00-

 

 

 

 

 

 

 

 

 

 

 

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

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