FAS - Print Screens of Master Files and Processes

FAS - Print Screens of Master Files and Processes

Page #

Year Master/Accounting Periods 1

Chart of Accounts2

Dimension Master3

Location Master5

Vendor Master6

On Line Inquiry9

Change Default Year11

Month End Close11

Purchase Orders & Approval Chains11

Payments11

Void Processing11

Journal Entries12

Recurring Journal Entries12

Receipts12

Check Reconciliation12

FAS Reports12

Budget Entry13

Reset Batch14

Backouts14

Build Next Year Accounts14

FAS – FAS Master File Maintenance – Year Master/Accounting Periods

Period 00Beginning Balances

Period 13Audit Entries and Close Fiscal Year

Budget adopted check box.—after budgets are approved. If checked then the changes to budget will be reported as increases and decreases (adjustments to original budget. If box is not checked then the changes will be directly to the original and no increases/decreases will be noted. Transfers between accounts go to adjustments.

FAS – FAS Master File Maintenance – Account Maintenance – Chart of Accounts

To set up new account enter:

Account NoYear

DescriptionType (Expenditure=91 and Revenue = 81)

Check appropriate boxes: Inactive/Next Year/Project Account

(usually will only check Next Year box)

Add an account number: Enter the dashes when building an account number. Indicator on the account number is: Balance sheet = 0, Revenue = 1 (type 81), Expenditure = 2 (type 91)

Basically if the type is not 81 for revenue or 91 for expenditure it is a control account. Balance sheet accounts have different account types, depending on the account

Check boxes:Inactive – Can’t do transactions against account but willprint on reports.

Next Year – will roll over to next year.

Project Account – rolls over project as same year instead of using the next

year’s account.

When creating a Nick Account don’t use the year as part of the account. These accounts roll over to the next year. In user ID 0000 means it is a global Nick Account, otherwise put in the user role of the person you want to have access to the Nick Account. The 2 Nick Accounts on screen shot are created by system after you click save.

Note: When loading account numbers (creating a new fund) do control accounts first (which are type 11,21,38,39,41,42,51,52,61,62) then expenses & revenues. (call for assistance)

When setting up an account with a new dimension value go to Dimension Master and enter the value and description.

FAS – FAS Master File Maintenance – Account Maintenance – Dimension Table Maintenance – Dimension Master

Dimension descriptions are use on reports. If you have a value without a description this is where you would enter the description.

To add a new dimension description

-Click on Dim Desc for the Dimension that you wish to add a new dimension value/description to

-Click on Find and all values will be displayed

-Click on Add (+)

-Enter Year, Dimension Name, Dim Value, Description, check all three boxes and enter the Alternate Dim Value (usually the same as the Dim Value)

-Add another, or Save (will sort on Dim Value after you save)

In the Dimension Description Table the Alt Dim value is used so the alt account will be rolled, ie the account isn’t in WUFAR so the WUFAR is in the alt code and the value will be rolled into that one. Alt Dim value has to match WUFAR.

Below are several different examples.

Notice how Object1 is the first value only, Object2 is the first and second value, and Object is all 3 values.

FAS – FAS Master File Maintenance – Location Master

If setting up new Location Master and you are doing PO Approval based on Location you must enter the Approval Chain info. Choose AUTO for automatic approval, or select appropriate approval chain.

Required fields: Location #, Name, Mailing Name, Address, Address Type

Alt location is for DPI report (1202 report).

FAS – FAS Master File Maintenance – Vendor Maintenance – Vendor Master

To find a vendor put cursor in the name field, press F9, start entering vendor name. Do not move cursor, just start typing. As you type the program narrows the selection until you find the desired vendor if starting position was chosen. When your selection is highlighted either hit enter or click OK with mouse.

Add a vendor: Click on the Vendor No button (system will assign the vendor number).

Enter the name (last name comma first name). This allows a look up by the last name.

Fill out the other fields as need in the top half. In the address block put in the mailing name (or tab through field and will enter information from Vendor Name field, enter address information.

1099 Note: 3rd line of address does not show on 1099

Vendor Name – sort checks on vendor name (Mary Kouba, would print in the M’s).

Suggestion: Do not delete an address when it changes. Inactivate the old address and type in a new one. This will keep a history of the address.

Only 1 primary address. Option: create address type for “Other Primary” or “Alt Address” (check primary box), this will eliminate duplicate entries if using query on PR (primary) address. When setting up Address Type only check one box, otherwise if more than 1 box is checked will give a pick list when entering an order, payment, etc.When the scroll bar on the right of the address is highlighted it means there is more than one address.

Address Types: PROne and only one Primary Address

POPurchase Order Address

PYPayment Address

IAInactive (change address to IA, rather than deleting an address)

W2W2 Address (prints on W2, if no W2 address, prints PR address)

Can create other Address Type codes

Vendor category type: Use to generate reports by type. Use to track W9s sent and/or received. (to create Vendor Category: FAS – FAS Master File Maintenance – Vendor Maintenance – Vendor Types)

Sort Code: Use to group checks together in a printing order. (6 alphanumeric characters)

Email Address: Type the e-mail address for the vendor. You can enter a maximum of 60 alphanumeric characters. This field is required if your organization uses program FOPRT05E – Sending Purchase Orders to Vendors via E-mail to electronically send purchase orders to vendors. You must also select the E-mail Flag check box.

Mailing Name: Tip: Leave this field blank and press TAB to automatically populate this field with the name indicated in the Name field. The mailing name does not have to be the same name as the vendor master name specified in the Name field. But, when you print accounts payable checks, they are sorted using the vendor master name, not the mailing name.

Terms:

-Price Adjustment Percent: leave blank, not currently used

-Freight Percent: Enter the percentage of your order amount that the vendor charges for freight. For example, a vendor may charge you 5 percent of your order amount for freight. If you order $200 of merchandise, your freight charge is $10.00. You can enter a maximum of 7 numeric digits with four decimal places (999.9999).

-Freight Minimum: Enter the minimum freight cost that the vendor charges for shipping. For example, you may normally pay a 5 percent freight charge but a vendor specifies a minimum freight amount of $10. If you only purchase $100 of merchandise, you pay $10 freight because 5 percent is lower than the minimum freight charge.

-Discount Amount: Type the discount amount that the vendor gives you for being their customer. For example, you may receive a $20 discount on all purchases.

-Discount Percent: Type the discount percentage that the vendor gives you for being their customer. For example, you may receive a 10 percent discount as a frequent buyer.

Federal Info Tab:contains 1099 information. The EIN or SSN must be entered for anyone that will need a 1099. Put the dashes in the numbers, the format is not automatically filled in. Select if the number is an EIN or SSN in the next field. The Federal Name will print on a 1099.

Standard Items Tab: Use to identify the standard items usually ordered from this vendor. You can select these standard items when creating a requisition or purchase order for this vendor. If your organization uses the alio Advanced Purchasing System, which is an add-on module, you can also use the vendor’s standard item catalog when creating a request-to-buy (RTB) order.

Commodities Tab: possible use would be to set up a commodity code of “Software” and then enter on appropriate vendor master record, will then be able to print labels based on the Commodity code.

Documents Tab: attached file needs to be saved on shared drive, future transition to save within database. To open the document, click open. The path must be set up in the system prior to using.

ACH Tab: Use to identify the automatic clearing house data used to send payments directly to the vendor’s bank account. After this data is established, you can use the ACH option on the payment forms to create direct deposits for payments to the vendor. Bank No: bank routing #; Individual No: vendor #, etc, Discretionary Data: usually left blank, Account No: bank account #, Individual Name: School Dist Name; Addenda Record Indictor: 0 (zero); Account Type: savings or checking (Set up Bank Master—no need to set up new bank master for ACH can be the same as a/p.) To process: print ACH notification, print Advice of Deposit, run ACH file.

Link the address of an employee to a vendor address. Note: If the employee isn’t in the employee master yet that has to be done first. Click the Link to Employee Address this calls up the Employee Address screen from the employee master files. Use the clipboard to find the vendor name and number. Hit link Using Employee Address. Addresses are now linked so when the employee master file address is changed it changes the Vendor file.

FAS – OnLine Inquiry - Account Inquiry by Account Mask

Check Account Type box(es) for accounts you want to show

Fill in Account Number(s) in mask field

i.e.: show all fund 10, with Object starting with a “41” and Function starting with “110”

Click: Show accounts

Double click on an account number to show detail information

Click on tab to show detail information

Double click on various info (i.e. Reference #, PO #, Check #, Requisition #) to display next level of detail information

FAS – On Line Inquiry - Account Inquiry (Drill Down)

Find a specific account number (enter Account # or use drop down list to find)

FAS – On Line Inquiry - Vendor Inquiry

Find a vendor based on vendor # or name, show detail, double click to see more info

FAS – On Line Inquiry - Requisition Inquiry

Find a requisition based on requisition #

FAS – On Line Inquiry - Purchase Order Inquiry

Find a purchase order based on PO #, show detail, double click to see more info

FAS – On Line Inquiry - Check Inquiry

Find an a/pcheck based on check #, show detail, double click to see more info

Change Default Year (FAS) This changes the default year for “you” only. (The user ID being used)

Month End Close (optional) FAS – Period End Processing – Month End Close

Use when done with a month. This can be reopened if there are some items that need to go to a prior period.

At end of year go to FAS – FAS Master File Maintenance – Year Master/Accounting Periods screen and change the Current Accounting Period to “14” would not allow you to enter any transactions into the previous year. If you have a transaction that you need to enter after the fact, simply change the Current Accounting Period to “12” or “13”, make your entries, then change the Period back to “14” (optional)

Purchase Orders & Approval Chains documents:

Order Processing – Requisition Entry-Order Edit List.doc

Direct Purchase Order Entry – new PO—only enter and post.doc

Direct Purchase Order Entry – change or liquidate PO.doc

Copying Requisitions.doc

Buyer’s Name/Dept Prints on PO Ship to Address.doc

To Approve Requisitions in Alio.doc

Purchase Order Set Up With Approval Chains and Account Security.doc

Approval Chain Set Up and Detour by Account #.doc

Mass Load Approval Chains on Chart of Accounts.doc

To Generate PO reports: FAS – FAS Reports – Purchase Order Reports

Payment documents:

A/P Check Processing.doc

Manual check:Enter into Direct Payment, fill in check #, run edit list, then just do payment posting. No need to print checks or post a/p check print.

Vendor Liabilities Set Up and Processing.doc (HRS liabilities)

Recurring payment by Vendor.doc

Void Processing: Void Processing – FAS.doc

Void Receipts (FAS – Processing – Void Processing – Void Receipts

Journal Entriesdocuments:

Disbursement Adjustments.doc (recode accounts after a check is processed)

Import Journal Entries-fjimp01s.xls

Import Journal Entries-fjimp01a.doc

(Processing - Adjusting Journal Entry -)

Journal Entry (use when all JE lines will have the same description –OR–

Journal Entry with description (use when JE lines have different descriptions within same reference #).

Select “Use My Own Desc”, “Use Batch Desc” or “Repeat Desc” (tip: use “Repeat Desc” if Debit & Credit will have the same description, then change for next entry)

Can enter all changes then a total for cash if it is all from one fund. Each fund has to balance. Only 2 funds per reference # in Journal Entry. Verify the Debit and Credit Totals match before saving. Run Journal Entry Edit List. Check last page for any error message. Then Post.

Recurring AJE: Recurring Journal Entry.doc

Receipts (Processing - Cash Receipt Processing - Cash Receipts Entry)

The customer is who you get revenue from

A customer table can be created if they want – from master file maintenance (optional)

Print edit list. Post

Check Reconciliation document: CRS Instructions-Check Reconciliation.doc

FAS Reports documents:

(FAS, FAS Reports, Expenditure, Expend Detail (Specific Accounts) doesn’t require spec set up.

Revenue detail (Specific Accounts) doesn’t require spec set up.

If you want to build a style first do the following steps. If the general style is OK but you want to specify specific order of the general report or limit a dimension then skip to the report specs.

-Style Creation (FAS, FAS Reports, Variable Column Report, Build Style)

-Style Description – Create a name

-Pick type of data to be used (ie expenses, control accounts)

-The Report column selections are from a pick list.

-Debit/Credit button uses common sense approach to showing accounts instead of as an accountant would view them with negative values etc. Only turn it off if showing expenses and revenues in the same report. There is a separate Trial Balance report.

-Short Description comes over automatically

-Favored Heading is so you can put your own heading – be careful of dates because the style can’t be used in future years without changing the headings.

-Formula is if there is something you want to calculate using some of the headings selected. To use a formula, PCT from pick list in the first column and type the formula in the last column.

-The columns cannot be made bigger.

Change information in DEFAULT Report Spec for year and account period only

Report Specs(FAS, FAS Reports, Report Specifications)

-New

-Report No: Give a name

-Title: Give a name

-Leave dates and account periods blank

-DIM Name (YR, FUND, FUNCTION etc) Only 9 dimensions can be sorted on.

-Note: if lower level has a total make sure all levels above it have totals.

-Sequence number - how to sort

-On the right side exclude/include what you want (ie to exclude salaries your selections would be Dim=Object From=300 To=900)

-Save – Close – have to hit close tab for this one

-If doing a variable column report enter the style number after creating the report and name fields. Save.

-There is a report spec called default. This report only has the date and the pay period on it. Update this monthly to run your reports. Do not add any other information to this default report.

-If want 0 balances there is a check box.

To run the report (FAS, FAS Reports, Expenditure reports) i.e.: for expense report

-Expenditure Summary

-Report # - drop down and choose

-Hit button use this report

-Enter Selection Criteria to exclude/include accounts (optional)

-Run Report Button

To run a variable report (FAS, FAS Reports, Variable Column, Variable Column Report)

-Enter name of report – style should come up

-Run report same as above.

Budget Entrydocuments:

Budget Entry Print Screens.doc

Budget Preparation Budget Entry.doc (BPS module)

Import Budget from Excel file FBIMP01A.doc (recommend for client-server)

Import Budget from Excel file FBIMP01S.doc

In year master (FAS, Master File Maintenance, Year Master) if the adopted budget is checked then the changes to budget will be reported as increases and decreases. If it is not checked then the changes will be directly to the original and no increases/decreases will be noted. Transfers between accounts go to adjustments.

Budget entry – increasing/decreasing budget amount

Budget transfer – inter fund transfers

There are budget approval chains that can be set up like PO approval chains.

BUDGET BY DIMENSION- This is not budget prep.