Advantage Character Based Basics. Revised June 17, 2014
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1 Advantage Character Based Basics Revised June 17, 2014
2 Contents Table Function Codes... 3 Document Processing Function Codes... 3 Accessing and Viewing Table Information... 3 Accessing the Suspense File... 4 Retrieving a Document from Suspense... 4 Freeing a Document in Use on Suspense... 4 Creating a Document... 4 Editing a Document... 5 Approving a Document... 5 Removing an Approval... 5 Run Processing a Document... 5 Exiting a Document... 5 Deleting a Document... 5 Undeleting a Document... 6 Document Transaction Codes... 6 Character Based Field Codes... 7 Account Type Transaction Codes... 8 Account Code Information Tables... 8 Budget Status Information Tables... 8 Online Ledgers... 9 History and Other Tables... 9 Vendor Commodity Tables... 9 Open Order Document Tables... 9 Modification Tables for PC Documents... 9 Open PO Tables Open PC/PD/SCS Tables (by Document ID) Open PC/PD/SCS Tables (by Vendor ID) Open Requisition (RX) Tables Open Receiver (RC) Tables Open Stock Requisition (SR) Tables Document Transaction Codes Open Check (AD/MW) Tables Open Vendor Invoice (VI) Tables Open Payment Voucher (PV/PVQ) Tables
3 Table Function Codes Enter Key L N R S B Browse more data Leaf (to a particular table or screen) New (clears screen) Refill (with next available data) Search (for a particular entry) Back Document Processing Function Codes Command Function Code Shortcut Key Edit Document ED F7 Approve Document A+ F12 Run Document R F8 Exit Document E F3 Unapprove Document A- None Delete Document D F9 Undelete Document UD None Insert Line I None Delete Line DL None Zoom Z None Previous Page < None Accessing and Viewing Table Information To access a table: Type L in ACTION Type Table ID (i.e. SUSF) in SCREEN To search for a particular entry on the table: Type S in ACTION Enter the required information To go to the beginning of the table: Type N in ACTION 3
4 Accessing the Suspense File Type L in ACTION Type SUSF in SCREEN Retrieving a Document from Suspense Type S in ACTION Tab to BATCH TYPE Type the Document Transaction Code Tab to AGCY Type the document s AGENCY CODE To open the document: Type S in ACTION Place the cursor on the document line Freeing a Document in Use on Suspense Type S in ACTION Tab to FUNCTION Type FREE in FUNCTION Type X in the SEL field on the document line The message Document Freed appears at the bottom of the screen Creating a Document Type L in ACTION Tab to FUNCTION Type the document type (i.e. PO, RX, PV) A new document will appear. Tab to the first field after document type Type the Agency Code (i.e. AC1) The cursor will move to the next field automatically Type your Agency Code again with the # sign (i.e. AC1#) 4
5 Editing a Document Type ED in FUNCTION --or-- Press F7 The message Ready for Approval 1 appears at the bottom of the screen when the document is free of errors Approving a Document Type A+ in FUNCTION --or-- Press F12 The message Approval 1 Applied appears at the bottom of the screen Removing an Approval Type A- in FUNCTION The message Approval 1 Removed appears at the bottom of the screen Run Processing a Document Type R in FUNCTION --or-- Press F8 The message Document Accepted appears at the bottom of the screen Exiting a Document Type E in FUNCTION --or-- Press F3 Deleting a Document Type D in FUNCTION --or-- Press F9 The message Document Deleted appears at the bottom of the screen 5
6 Undeleting a Document Type UD in FUNCTION The message Document Held appears at the bottom of the screen Document Transaction Codes A1 AD C1 CI CX EB II IX J1 MW OC PC PD PO PV PVQ RB RC RX SC- SR TV VE VI Appropriation Transfer Automated Disbursement (Check) Cash Receipt Document Stock Issue Confirmation (Stores Inventory) Check Cancellation Expense Budget Transaction Intra-Institution Vouchers (On-Campus Billing) Expense Transfer Journal Voucher Manual Warrant (Check) Over the Counter Requisition (Stores Inventory) Off-Campus Purchase Order (Centralized) Off-Campus Purchase Order (Decentralized)/ Limited Value PO (LVPO) On-Campus Servicing Department Purchase Order Payment Voucher Payment for Interviewee Expenses and Refunds Revenue Budget Transaction Receiver Document Off-Campus Requisition Service Contract Stock Requisition (Stores Inventory) Transfer Voucher Vendor Entry Vendor Invoice 6
7 Character Based Field Codes For Use on All Documents Action E Original Entry M Modification X Cancellation On II Documents Type 2 Involves different funds 3 Involves same funds On PD Documents FOB D If no freight/shipping charges S With freight/shipping charges Freight Ind S With freight/shipping charges Blank If no freight/shipping charges Receipt Ind Y If goods have already been received Blank If goods have not been received On PO Documents Int Ind (Internal Indicator) Y To indicate an internal order On RC Documents Clear All Y For full receipt of goods Blank For partial receipt of goods On RX Documents Freight Ind D Charges to be applied by line Text Y If adding additional description 7
8 Account Type Transaction Codes For use on Budget Tables, Ledgers, and Transfer Documents 20 Pre-Encumbrance 21 Encumbrance 22 Expenditure 31 Revenue 42 Appropriation Account Code Information Tables AGC2 FUND OBJT ORG2 FUNC RSRC SOBJ SORG SREV Agency Code Table Fund Code Table Object Code Table Organization Table Function Code Table Revenue Source Code Table Subobject Table Suborganization Table Sub-Revenue Source Code Table Budget Status Information Tables APP2 Appropriation Inquiry (by appropriation unit) APPR Appropriation Index BACC Balance Sheet Account Index* BBAL Balance Sheet Account Balance Table* ESUM Expense Budget Summary Inquiry EXPD Expense Budget Detail Inquiry EXP2 Expense Budget Inquiry EXPB Expense Budget Index GSUM Grant Summary Inquiry RSUM Revenue Budget Summary Inquiry REV2 Revenue Budget Inquiry REVB Revenue Budget Index * Not all users will have access to these tables 8
9 Online Ledgers OLGL Online General Ledger Inquiry (1 of 2) OLG2 General Ledger Description Inquiry (2 of 2) LDGR Real Time General Ledger Inquiry (1 of 2) LDG2 Real Time General Ledger Inquiry (2 of 2) History and Other Tables DHIS DXRF GDES GTOR ORG1 SUSF USR1 VXRF Document History Table Document Cross Reference Table Grant Description Table Grantor Code Table Authorized Signers by Agency/Org Suspense File Signature Authority by User ID Vendor Document Cross Reference Table Vendor Commodity Tables BUYT Buyer Table CODX Commodity by Alphabetic Listing Table COMT Commodity Table INVI End User Inventory Lookup Table UNIT Unit of Measure Table VEN2 Vendor Lookup in Numeric Order (1 of 2) VEN3 Vendor Lookup in Numeric Order (2 of 2) VEND Vendor Table (with suffixes) VNA2 Vendor by Code (shows Do Not Use) VNAS Vendor Lookup by Sort Name Open Order Document Tables Modification Tables for PC Documents MPPH MPPL MPPC Modification Table Modification Accounting Line Modification Commodity Line 9
10 Open PO Tables OPOD OPOH OPOL Open PO by Document Inquiry Open PO Header Table Open PO Line Table Open PC/PD/SCS Tables (by Document ID) OPHD OPLD OPCD OPPD Open PC Header by Document Inquiry Open PC Account Line by Document Inquiry Open PC Commodity Line by Document Inquiry Open PC by Document Number Open PC/PD/SCS Tables (by Vendor ID) OPPH OPPL OPPC OPIV Open PC Header by Vendor Open PC Line Table Open PC Commodity Table Open PC by Agency/Org and Vendor Inquiry Open Requisition (RX) Tables ORQH ORQL ORQC RQST RSTA RXTX Open RX Header Table Open RX Line Table Open RX Commodity Table Requisition Status Table Requisition Codes used on RQST Requisition Additional Text Table Open Receiver (RC) Tables ORCH ORCL Open Receiver Header Table Open Receiver Line Table Open Stock Requisition (SR) Tables OSRH OSRL OSRC OSRI Open Stock Requisition Header Inquiry Open Stock Requisition Account Line Inquiry Open Stock Requisition Line Inquiry Open Stock Requisition Items Issue Inquiry 10
11 Document Transaction Codes Open Check (AD/MW) Tables OPCH OPCL WREC Open Check Header Open Check Line Warrant Reconciliation Open Vendor Invoice (VI) Tables OVIH OVIL Open Vendor Invoice Header Open Vendor Invoice Line Open Payment Voucher (PV/PVQ) Tables OPVD Open Payment Voucher by Document Inquiry OPVH Open Payment Voucher Header OPVL Open Payment Voucher Line (1 of 2) OPV2 Open Payment Voucher Line (2 of 2) 11
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