11.50 Processing Interdepartmental Transactions On-Line in FRS

Purpose:	To provide instructions for processing Interdepartmental transactions on line in FRS. NOTE: These instructions do not apply if your IDB Unit has a subsystem that feeds transactions into FRS via batch.
Owner:	Financial Management

Section Contents

• IDB Screen Descriptions
• Step 1 - Organize Source Documents
• Step 2 - Record Session Information on a Data Control Form
• Step 3 - Record the session on the Batch Log On-line Sessions
• Step 4 - Open a Session
• Step 5 - Post Transactions
• Step 6 - Review and Reconcile Session
• Step 7 - Correct Errors
• Step 8 - Complete the Data Control Form
• Step 9 - Close the Session
• Step 10 - Complete the Batch Log
• Step 11 - Review FBD013, Daily On-Line Transcript
• Step 12 - File Source Documents
• Special Processing for Month-End

IDB Screen Descriptions

Step 1 - Organize Source Documents

1. Organize the source documents into batches (sessions) for processing. Process charges, credits and encumbrances in separate sessions. A maximum of 30 transactions is recommended per session; each line to be posted represents a separate transaction. Run an adding machine totaling the dollar amounts from each line in the source documents to be posted, noting the number of transactions to be entered (set the adding machine to count). Subtract each source document from the total.  The final total should be zero.  This is a check to ensure that the batch (session) total is correct.

   Step 2 - Record Session Information on a Data Control Form

2. The data control form provides a record of each on-line session in the FRS system and assists the operator in data entry and reconciliation of the sessions.  Prepare an FA Interface - On-Line Data Control Form and attach to the source documents.

    

   SESSION REFERENCE: 6-digits: 3 alpha, 3 numeric	AAATNN: AAA = Batch Reference Source Code T = 5 (encumbrances) or 6 (everything else) NN = two digit number assigned internally that represents the batch.
   SESSION DATE:	Today's Date or the last day of the month.
   SESSION DESCRIPTION:	Operator's name or other appropriate description.
   ORIGINATOR, APPROVED BY, ENTERED BY:	Complete as appropriate.
   SUBMITTED:	Record the number of transactions and the absolute dollar amount to be processed in this session, as calculated on your adding machine tape.

   Step 3 - Record the session on the Batch Log On-line Sessions

3. Record the Session Reference, Session Date, Originator and Document number range (if one is assigned) on the Batch Log On-line Sessions.  A log is used to keep track of batch numbers, so there is no duplication of batch number/batch date combinations.

   Step 4 - Open a Session

4. Before transactions can be processed, open a session with screen 09B. Complete screen 09B using the information from the FA Interface - On-line data control form. TAB to access each field.
    

5. After you have completed screen 09B, press ENTER. The cursor is positioned in the screen field. Enter the screen that you will be using to post transactions. Press ENTER to advance to the selected screen.

   NOTE: If you are unable to access 09E, Interdepartmental Encumbrances, verify that your batch number starts with a 5.

   Step 5 - Post Transactions

   Interdepartmental Billing Screens - 09C, 09D, 09E, 09F (TAB to access each field)

   Field	Screens	Instructions
   DATE	All	If applicable, type the month end date, otherwise press TAB to default to today's date.
   DEFAULTS	All	Optional. Use the default fields if all or the majority of the transactions will have the same information. If you use defaults you do not need to complete these fields for each transaction. To override a default, type the new data for that field. EXAMPLE:  All transactions will use object code 4840, except for one transaction, which will use 4990. So you would type 4840 in the default OBJ CODE field and TAB past this field as you enter each transaction. When you are ready to enter the transaction with object code 4990, type 4990 in the OBJ CODE field.
   DB ACCT, CR ACCT, or ACCT	All	Enter the customer's six-digit FRS subsidiary ledger account number to which an amount will be charged, credited, encumbered or liquidated.
   DB OBJ CODE, CR OBJ CODE, or OBJ CODE	All	Enter the four-digit object code that best describes the product or service that will be provided.
   REF #1	All	I plus the six digit preprinted IBF or other internal invoice or billing document. NOTE: When using screen 09F, REF #1 must be the reference number used when the encumbrance was established.
   DB AMOUNT, CR AMOUNT, or AMOUNT	All	Enter the amount to be charged, credited, encumbered or liquidated.
   D/C	09E	D increases or establishes encumbrances C decreases or liquidates encumbrances.
   P/F	09F	P partially liquidates the encumbrance (reduces the encumbrance by the amount of the expense). F fully liquidates the encumbrance.
   DESCRIPTION	All	Enter an appropriate description of the service or product being provided (maximum 20 characters). If you did not reference the IBF in Reference 1, please reference it here.
   TOTAL AMOUNT	09E	Enter the offsetting dollar amount as calculated on your source documents. The total of all entries in the AMOUNT field should equal this amount.
   CR ACCT DB ACCT	09C, or 09F 09D	Enter your six-digit subsidiary ledger revenue account.
   CR OBJ CODE DB OBJ CODE	09C, or 09F 09D	Enter the four-digit revenue object code.
   CR AMOUNT DB AMOUNT	09C, or 09F 09D	Enter the offsetting dollar amount to be credited or debited to your account as calculated on your source documents. The total of all entries in the DB AMOUNT or CR AMOUNT field should equal this amount.
   TRANSACTIONS PROCESSED and AMOUNT PROCESSED	All	You can enter up to ten transactions per screen. When you have completed the screen, press ENTER. The system posts the transactions and the TRANSACTIONS PROCESSED and AMOUNT PROCESSED fields increase by the number and absolute dollar amount of transactions entered during this session.

   Interdepartmental Journal Entry Screens - 09G and 09H (TAB to access each field)
    

   Field	Instructions
   DATE	If applicable, type the month end date, otherwise press TAB to default to today's date.
   DEFAULTS	Optional. Use the default fields if all or the majority of the transactions will have the same information. If you use defaults you do not need to complete these fields for each transaction. To override a default, type the new data for that field. EXAMPLE: All transactions will use object code 4840, except for one transaction, which will use 4990. So you would type 4840 in the default OBJ CODE field and TAB past this field as you enter each transaction. When you are ready to enter the transaction with object code 4990, type 4990 in the OBJ CODE field.
   DB ACCT CR ACCT	Enter the six-digit FRS subsidiary ledger account number that will be debited/credited.
   DB OBJ CODE CR OBJ CODE	Enter the four-digit object code that will be debited/credited.
   REF #1	F plus the Distribution of Deposit Form (Bursar's Office) or other internal number.
   DB AMOUNT CR AMOUNT	Enter the amount to be debited or credited.
   DESCRIPTION	Enter an appropriate description of the service or product being provided.
   TOTAL AMOUNT	Enter the offsetting dollar amount as calculated on your source documents. The total of all entries in the AMOUNT field should equal this amount.
   CR ACCT DB ACCT	Enter the offsetting six-digit account number.
   CR OBJ CODE DB OBJ CODE	Enter the offsetting object code.
   CR AMOUNT DB AMOUNT	Enter the offsetting dollar amount to be credited or debited to your account as calculated on your source documents. The total of all entries in the DB AMOUNT or CR AMOUNT field should equal this amount.
   TRANSACTIONS PROCESSED AMOUNT PROCESSED	You can enter up to ten transactions per screen. When you have completed the screen, press ENTER. The system posts the transactions and the TRANSACTIONS PROCESSED and AMOUNT PROCESSED fields increase by the number and absolute dollar amount of transactions entered during this session.

   Step 6 - Review and Reconcile Session

6. When all transactions have been entered, compare the session totals in the TRANSACTION PROCESSED and AMOUNT PROCESSED fields on the screen to the submitted transactions and amounts on the Data Control Form.

7. Access screen 26, print it, verify that the accounts, object codes, reference numbers, and amounts were entered correctly.

   Step 7 - Correct Errors

8. If errors are noted during the reconciliation, make the necessary correcting entries.
    

   Error made while using screen	Correction instruction
   09C or 09F	Go to screen 09D. Enter the transaction exactly as it was entered on screen 09C or 09F, and add RVS to the beginning of the description. Return to screen 09C or 09F, enter the transaction correctly, and add CORR to the beginning of the description. NOTE: Encumbrances are not affected when credits are processed to an account.  To adjust the encumbrance use screen 09E.
   09D	Go to screen 09C. Enter the transaction exactly as it was entered on screen 09D, and add RVS to the beginning of the description. Return to screen 09D, enter the transaction correctly, and add CORR to the beginning of the description. NOTE: Encumbrances are not affected when credits are processed to an account. To adjust the encumbrance use screen 09E.
   09E	Make adjusting entries on this screen.

9. Note any correcting transactions will be added to the TRANSACTION PROCESSED and AMOUNT PROCESSED fields. These become reconciling items on the Data Control Form.

   Step 8 - Complete the Data Control Form

   PROCESSED (SESSION TOTALS):	Record the number of transactions and amount processed. Obtain these figures from the session totals at the bottom of the update screens when the session is completed.
   DIFFERENCE:	Record the difference between submitted and processed. Explain all differences in the space provided.
   REJECTED:	Record the number of items that were rejected (that is, could not be processed). Explain all rejections in the space provided.
   EXPLANATIONS:	Describe the error that was made, including document number, line number, and dollar amounts entered and reversed.  Total dollar amount in explanation should match difference between submitted and processed.

   Step 9 - Close the Session

10. After transactions have been processed, close the session with screen 09B. TAB to SESSION STATUS. Enter C for CLOSED. Press ENTER. The Diagnostic Message "BATCH CLOSED OK" will display. You may open another session, access an inquiry screen, or sign out of the system.

    Step 10 - Complete the Batch Log

11. Record the total record count and amount processed in the batch. Obtain these figures from the "Processed (session totals)" lines on the On-Line Data Control Form.
     

Step 11 - Review FBD013, Daily On-Line Transcript

12. The FBD013 is generated for each on-line session that is processed. These reports can be accessed on the FSO Information Services Web – Electronic Reports – College Administration.  Print the report for each batch that was processed the previous day. Record the date the FBD013 was printed on the Batch Log. Compare the "Hash Totals" on the report to the Totals on the Batch Log and review the Report Received column periodically to verify that reports have been printed for each session.
     

Step 12 - File Source Documents

13. Attach the calculator tape, source documents used for this session, and the FBD013 report to the completed Data Control Form. File by date and by batch reference number within the date.

Special Processing Instructions for Month-End

14. In the on-line environment, the system posts transactions to the month that is currently open on the system, regardless of the date recorded for the session or transaction.  Months are closed on the first Friday following the end of the month, or the last day of the month, if it falls on a Friday.  The operator must be aware of the closing date to ensure that transactions are posted in the proper month.  When posting transactions after the last day of the calendar month, but before the month has been closed on the system, use the last day of the previous month for both the session date and the transaction date, instead of the current date.