16.71, FRS Document Types & Reference Formats

16.71 FRS Document Types & Reference Formats

last updated: 07/08/2004

The following chart identifies the formats established for the documents used as references in FRS. The Open Commitments Status section of the FBM090, Account Statement, lists a reference for each encumbrance posted to an account. The FBM091, Report of Transactions, may list one or two references for each transaction posted to an account. These references may also appear on the following screens; 020, Lists 10 Digit SL; 021, List OC File; 023, Transaction Inquiry; and 042, OC Record Snapshot. References may be up to seven characters in length.

Reference Document Comments

0000001 Personal services encumbrances. The second reference will be 8xx0011 or 8xx0021, xx represents the pay period.

0000002 Scholarship (Stipend) feeds from Student Information System (SIS). The second reference will be blank.

0000953 Indirect Cost activity generated with program ID FBM953. The system will assign a 7 digit number to the second reference.

8xx0011
8xx0021 xx represents the pay period. Displays in the second reference field when personal services encumbrances are posted.

ASC plus 4-digit number Administrative Service Charge The second reference will be blank.

B plus 6-digit RBC number Request for Budget Change (RBC) The second reference will be blank.

C plus 6-digit PPO number Prepaid Purchase Order (PPO) issued by Purchasing.
If the tran code is 050, the second reference will be the dPR that initiated the purchase.
If the tran code is 048, the second reference will be the check number.

D plus 6-digit PPO number. Prepaid Purchase Order issued by AHSC (Medical) Purchasing - Not issued after 11/2003.

E plus 6-digit DDF number. Gift Receipts The second reference will be RECEIPT.

F plus 6-digit DDF number Distribution of Deposit Form (DDF) The second reference will be RECEIPT.

G plus purchasing document number Purchase Order (PO) issued by an Accounts Payable Interface (API) unit The API unit may assign a second reference.

GR plus 5-digit Gift/Report DDF number Online Gift Report/DDF The second reference will be RECEIPT.

I plus the 6-digit IBF number. Interdepartmental Billing Form that initiated the transaction. The IDB unit may assign a second reference.

IDB unit 3-letter batch reference source code (see 16.70) plus 4-digit number assigned by the unit. IDB Unit Encumbrance or Liquidation The IDB unit may assign a second reference.

J plus 6-digit number Journal entry number assigned by Financial Services Office or Sponsored Projects Services Displays in the second reference field when an RFAA is processed.

K plus 6-digit CR number Check Request (CR)
If the tran code is 068, the second reference will be a voucher number assigned by Accounts Payable.
If the tran code is 048, the second reference will be a 7 digit check number.

L plus 6-digit dPR number Long-Term Bid/Proposal over one year, issued by Purchasing. Displays in the second reference field. The first reference will be the PO that resulted from the bid.

M plus 5-digit PO PO for AHSC (Medical Purchasing) Not issued after 11/2003.

MP plus 5 digits Preprinted Request for Motor Pool Vehicle form number. The second reference is RENTAGR.

O plus 6-digit PO Purchasing Card (Used by Buyers in Procurement)

P plus 6-digit PO number Purchase Orders (PO) issued by Purchasing
If the tran code is 05x, the second reference will either be the dPR that initiated the purchase or the bid assigned by Purchasing.
If the tran code is 068, the second reference will be the voucher number assigned by Accounts Payable.

PM plus 5-digit number Journal entry initiated by FSO-Property Management. FSO-Property Management may initiate journal entries to move incorrectly posted expenses from operations to capital object codes and vice versus.

Q plus 6-digit PO number Corrected Purchase Orders (PO) issued by Purchasing.
If the tran code is 05x, the second reference will either be the dPR that initiated the purchase or the bid assigned by Purchasing.
If the tran code is 068, the second reference will be the voucher number assigned by Accounts Payable.

R plus 6-digit number assigned by FRS when creating PRs on line (dPRs) dPR's that will be processed by Purchasing.
Displays in the first reference when the dPR is encumbered or changed. The second reference will be blank.
Displays in the second reference when the PO/PPO is encumbered.

S plus 6-digit preprinted Merchandise Order Form Number. Merchandise Order Form
If the Vendor name displays in the Description field, the purchase was from a Stores Approved Vendor.
If "ISSUE ORDER" displays in the Description field, the purchase was made directly from Stores.
A 7 digit number assigned by Stores will appear in the second reference field.

S plus 6-digit system assigned suspense number. Suspended transaction. Displays in the second reference field. The reference number of the suspended transaction displays in the first reference field.

T plus 6-digit Travel Authorization number. Travel Authorization. The second reference is blank.

T plus the 6-digit preprinted originating Travel Authorization number. Travel Expense Report The second reference will be the 7 digit voucher number assigned by the Travel Office.

U plus 6-digit dPR number Corrected Long-Term bids issued by either Main Campus or AHSC Purchasing. Displays in the second reference field. The first reference will be the PO that resulted from the bid.

X plus 6-digit reprinted RFAA number Request for Accounting Assistance (RFAA) A journal entry number assigned by Sponsored Projects may appear in the second reference field.

Z plus 6-digit PO number Corrected Long-Term PO issued by Purchasing
If the tran code is 05x, the second reference will either be the dPR that initiated the purchase or the bid assigned by Purchasing.
If the tran code is 068, the second reference will be the voucher number assigned by Accounts Payable.

FRS Departmental Manual ·FSO Homepage ·UAInfo ·16 Reports & Reconciliation

maintained by: Johanna Valdez
last reviewed: 6/30/04

Reference	Document	Comments
0000001	Personal services encumbrances.	The second reference will be 8xx0011 or 8xx0021, xx represents the pay period.
0000002	Scholarship (Stipend) feeds from Student Information System (SIS).	The second reference will be blank.
0000953	Indirect Cost activity generated with program ID FBM953.	The system will assign a 7 digit number to the second reference.
8xx0011 8xx0021	xx represents the pay period.	Displays in the second reference field when personal services encumbrances are posted.
ASC plus 4-digit number	Administrative Service Charge	The second reference will be blank.
B plus 6-digit RBC number	Request for Budget Change (RBC)	The second reference will be blank.
C plus 6-digit PPO number	Prepaid Purchase Order (PPO) issued by Purchasing.	If the tran code is 050, the second reference will be the dPR that initiated the purchase. If the tran code is 048, the second reference will be the check number.
D plus 6-digit PPO number.	Prepaid Purchase Order issued by AHSC (Medical) Purchasing - Not issued after 11/2003.
E plus 6-digit DDF number.	Gift Receipts	The second reference will be RECEIPT.
F plus 6-digit DDF number	Distribution of Deposit Form (DDF)	The second reference will be RECEIPT.
G plus purchasing document number	Purchase Order (PO) issued by an Accounts Payable Interface (API) unit	The API unit may assign a second reference.
GR plus 5-digit Gift/Report DDF number	Online Gift Report/DDF	The second reference will be RECEIPT.
I plus the 6-digit IBF number.	Interdepartmental Billing Form that initiated the transaction.	The IDB unit may assign a second reference.
IDB unit 3-letter batch reference source code (see 16.70) plus 4-digit number assigned by the unit.	IDB Unit Encumbrance or Liquidation	The IDB unit may assign a second reference.
J plus 6-digit number	Journal entry number assigned by Financial Services Office or Sponsored Projects Services	Displays in the second reference field when an RFAA is processed.
K plus 6-digit CR number	Check Request (CR)	If the tran code is 068, the second reference will be a voucher number assigned by Accounts Payable. If the tran code is 048, the second reference will be a 7 digit check number.
L plus 6-digit dPR number	Long-Term Bid/Proposal over one year, issued by Purchasing.	Displays in the second reference field. The first reference will be the PO that resulted from the bid.
M plus 5-digit PO	PO for AHSC (Medical Purchasing) Not issued after 11/2003.
MP plus 5 digits	Preprinted Request for Motor Pool Vehicle form number.	The second reference is RENTAGR.
O plus 6-digit PO	Purchasing Card (Used by Buyers in Procurement)
P plus 6-digit PO number	Purchase Orders (PO) issued by Purchasing	If the tran code is 05x, the second reference will either be the dPR that initiated the purchase or the bid assigned by Purchasing. If the tran code is 068, the second reference will be the voucher number assigned by Accounts Payable.
PM plus 5-digit number	Journal entry initiated by FSO-Property Management.	FSO-Property Management may initiate journal entries to move incorrectly posted expenses from operations to capital object codes and vice versus.
Q plus 6-digit PO number	Corrected Purchase Orders (PO) issued by Purchasing.	If the tran code is 05x, the second reference will either be the dPR that initiated the purchase or the bid assigned by Purchasing. If the tran code is 068, the second reference will be the voucher number assigned by Accounts Payable.
R plus 6-digit number assigned by FRS when creating PRs on line (dPRs)	dPR's that will be processed by Purchasing.	Displays in the first reference when the dPR is encumbered or changed. The second reference will be blank. Displays in the second reference when the PO/PPO is encumbered.
S plus 6-digit preprinted Merchandise Order Form Number.	Merchandise Order Form	If the Vendor name displays in the Description field, the purchase was from a Stores Approved Vendor. If "ISSUE ORDER" displays in the Description field, the purchase was made directly from Stores. A 7 digit number assigned by Stores will appear in the second reference field.
S plus 6-digit system assigned suspense number.	Suspended transaction.	Displays in the second reference field. The reference number of the suspended transaction displays in the first reference field.
T plus 6-digit Travel Authorization number.	Travel Authorization.	The second reference is blank.
T plus the 6-digit preprinted originating Travel Authorization number.	Travel Expense Report	The second reference will be the 7 digit voucher number assigned by the Travel Office.
U plus 6-digit dPR number	Corrected Long-Term bids issued by either Main Campus or AHSC Purchasing.	Displays in the second reference field. The first reference will be the PO that resulted from the bid.
X plus 6-digit reprinted RFAA number	Request for Accounting Assistance (RFAA)	A journal entry number assigned by Sponsored Projects may appear in the second reference field.
Z plus 6-digit PO number	Corrected Long-Term PO issued by Purchasing	If the tran code is 05x, the second reference will either be the dPR that initiated the purchase or the bid assigned by Purchasing. If the tran code is 068, the second reference will be the voucher number assigned by Accounts Payable.