R STARS Training Manual Chapter #13 Document On-Line Inquiry
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1 Table of Contents DOCUMENT INQUIRIES PROJECT TRANSACTION INQUIRY VENDOR DOCUMENT INQUIRY DOCUMENT RECORD INQUIRY GRANT TRANSACTION INQUIRY CONTRACT RECORD INQUIRY ACCOUNTING EVENT RECORD INQUIRY VENDOR TRANSACTION INQUIRY DOCUMENT TRANSACTION INQUIRY 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. Revised 03/21/2014
2 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 - 2 -
3 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
4 S056 UC: 10 STATE OF OREGON 02/03/14 02:43 PM LINK TO: PROJECT TRANSACTION INQUIRY PROD AGY: 101 PROJ NO: NEW FY FACILITY PROJECTS PROJ PH: 00 AGY CD-2: *UNKNOWN AGENCY CODE 2* EFF DATE RANGE: TO 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 GEORGE BAILEY VP AGY10A 00 BT DEPARTMENT OF VETERAN'S A AGY10A 00 ZE10106R 001 1OR STEVE MARTIN VP AGY10A 00 ZE10106R 001 1OR STEVE MARTIN VP AGY10A 00 ZE10106R 001 1OR STEVE MARTIN VP 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
5 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: DOC TYPE: EE FY: 14 VENDOR NAME: STREET & CORNER ARCHITECTS LL S DOC NO / SFX CREATE DATE DOC DATE DOC BALANCE EE , EE , EE EE , EE , EE , EE , 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 preencumbrance, 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 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 - 5 -
6 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: EEY CREATE DATE: CLOSE DATE: INQ TYPE: MC (MA, YA, MY, YY, MC, YC) INQ YEAR: 14 INQ MONTH: 08 DOC BALANCE: 5, BT TITLE AMOUNT BT TITLE AMOUNT 01 ORIG AMOUNT 9, LIQUIDATIONS 3, PYMT/COLLECTIONS 3, 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 - 6 -
7 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 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 CR ENERGY TRUST OF OREGON 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
8 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: NAME: OREGON STATE UNIVERSITY INQ TYPE: MC (MA, YA, MY, YY, MC, YC) INQ YEAR: 14 INQ MONTH: 08 BUDGET:.00 BALANCE: 27, BT TITLE AMOUNT BT TITLE AMOUNT 02 TOTAL EXPENDITURE 27, 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 - 8 -
9 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 TYPE 4 NO 176 SEQ NO REC TYPE: A STATUS: A GL: DR CR DR2 CR2 DR3 CR3 DR4 CR4 DOC AGY: 291 DOC DATE: EFF DATE: DUE DATE: SERV DATE: CUR DOC/SFX/CLASS: VI MOD: REF DOC/SFX/CLASS: AGENCY: 291 TRANS CODE: 222 INDEX: PCA: AY: 15 COMP/AGY OBJ: 4200 AMOUNT: RVS: DISCOUNT:.00 FO: PDT: MA CI: PROP #: 1099: INV-NO: DT: VEND/MC: DESC: SRCIWHS /15-31 NAME: OFFICEMAX INCORPORATED CONT NO: CITY: CHICAGO ST: IL ZIP: RTI: PMT-NO: DT: AP NO: FUND: 1428 AGY GL: GRANT NO/PH: SUB GRANTEE: PROJ NO/PH: MPCD: AGY CD-1: 2: 3: CASH FUND: G38-TRANSFER: PMT TYPE: INT TM: BANK: DISC-DT: TM: PEN-DT: TM: PEN AMT:.00 LAST PROC - DT: TIME: 2023 ORIG SEQ NO: APPROVAL DT: 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
10 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: AGY: 140 DOC TYPE: VP INV#: VEND NAME: FOX BLUEPRINTING COMPANY INC REC TYPE: A APPR FUND: FUND: EFF DATE RANGE: TO 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 VP S MA VP S MA 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
11 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: EE REC TYPE: A EFF DATE RANGE: TO 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 /06/ EE EE /06/ EE EE /06/ EE EE 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 column and pressing F2 -DETAIL. The system will go to the 84 screen
12 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: CR FY: 14 STATUS: Y TAPE NO: DOC AMT: 0.00 ARCHIVE REF NO: BATCH - AGY: 600 DATE: TYPE: 2 NO: 102 RQ ACT: COMPUTED COUNT: 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: AAABB00 07/01/11 15:16: AAABB00 07/01/11 15:17: AAABB00 07/01/11 15:17: AAABB00 07/01/11 15:17: AAABB00 07/01/11 15:33: 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 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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