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Prepared by Auditor-Controller Nov 2005 FAMIS TRAINING 1 BASIC TRAINING AND ORGANIZATION INQUIRIES.

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Presentation on theme: "Prepared by Auditor-Controller Nov 2005 FAMIS TRAINING 1 BASIC TRAINING AND ORGANIZATION INQUIRIES."— Presentation transcript:

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2 Prepared by Auditor-Controller Nov 2005 FAMIS TRAINING 1 BASIC TRAINING AND ORGANIZATION INQUIRIES

3 A LOOK AT FAMIS 4.2 AND ORGANIZATION INQUIRIES How to log on to FAMIS How to view organization or department structure How to view character information How to see line items by subobject How to view transaction detail How to view specific documents How to log out of FAMIS

4 This is the first screen you see after double-clicking on the County Mainframe icon. At the login screen, type tubes and press enter. MSG10 VM/ESA SA(04) SANTA CRUZ COUNTY NETWORK PRODUCTION CPU ENTER THE APPLICATION ID THAT YOU WISH TO USE FROM THE FOLLOWING LIST: TUBES SESSION MANAGER tubes

5 Type your 6 digit user ID then tab and enter your 4 digit password (press enter) 11:19:46 Term R62G3171 SNADYNAM TUBES SSSSSSSSSSSSSSSSS SSSSSSSSSSSSSSSSSSS SSSSSSSSSSSSSSSSSSSSS SSSSSSSS SSSSSSSS SSSSSSSS SSSSSSSS SSSSSSSS TUBES 3.500C SSSSSSSS SSSSSSSS -------------------- SSSSSSSS SSSSSSSS ¦ ¦ SSSSSSSS ¦ Signon ¦ SSSSSSSS ¦ ¦ SSSSSSSSSSSSSSSSSSSSS ¦ Screen ¦ SSSSSSSSSSSSSSSSSSS ¦ ¦ SSSSSSSSSSSSSSSSS -------------------- Santa Cruz County Computer Network User Id: aud033 Password: xxxx Options:

6 11:46:14 Term R62G3171 SNADYNAM TUBES Userid AUD033 11/21/05 USER AUD033 signed on at LU R62G3171 Santa Cruz County Computer Network -- TUBES Session Table -- Call Key Status Application Description PF1 Avail Information Center PF2 Avail 9 FAMIS/Payroll-Pers/Purch PF3 Avail 9 FAMIS/Payroll-Pers/Purch PF4 Avail 2 Tax Roll Processing PF5 Avail 2 Planning Main Menu PF6 Avail Test CICS 3 PF7 Avail 7 EZ/IQ & pcMainframe PF8 Avail TestJ Tiburon CICS PF9 Avail 2 Land Use PF10 Avail 9 FAMIS/Payroll-Pers/Purch PF11 Unavail TestJ Y2K CICS--Year 2000 Pass character: \ Scroll up: PF19 Menu/suspend: \PF11 Scroll dn: PF20 Session jump: \PF12 Print Key: PA1 TUBES command: Printer: P26 At this screen, locate a line that says FAMIS. PF2, PF3, and PF10 are FAMIS sessions. Any of these 3 Function keys will get you into FAMIS.

7 At the blank screen, type menu and press enter. Congratulations! You are at the Main System Menu. Press F1 to continue. FAMLMAIN V4.2 M A I N S Y S T E M M E N U P R O D U C T I O N COPYRIGHT 1998 KPMG PEAT MARWICK USE THE FUNCTION KEYS TO SELECT AN OPTION: (1) - FAMIS PRODUCTION (5) - BPREP PRODUCTION.... *NO ACCESS (7) - SYSTEMWIDE PRODUCTION (9) - FAACS PRODUCTION (CL) - EXIT

8 Press Enter to Continue. ************ ************ ** ** ************ ************ ************ ************ *** *** ************ ************ *** *** *** **** **** *** *** *** *** *** *** *** **** *** *** ************ ************ *** ** *** *** ************ *** *** *** *** *** *** *** *** *** *** *** *** ************ ************ ** *** *** *** *** ************ ************ ***** ***** ******* ********* *** *** **** **** *** *** **** ************** **** *************** **** *** **** ***...... **** ***...... ************** PLEASE PRESS E N T E R TO CONTINUE

9 This is the Main Menu. Your menu may look different depending on your security and access levels. You can use your function keys to select an option, or link directly to a screen by using the Link to: feature. FAML0000 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION LINK TO : MAIN MENU NEW COPYRIGHT 1994 - 1999 KPMG LLP USE THE FUNCTION KEYS TO SELECT AN OPTION: (2) - TABLE MAINTENANCE (3) - FINANCIAL PROCESSING (4) - SYSTEM MANAGEMENT (5) - FINANCIAL INQUIRY (8) - DOCUMENT AUTHORIZATION MENU (9) - LINK/HELP (CL) - EXIT

10 At the bottom of your screen you should see these buttons. Clicking on the ATTN button takes you back to the FAMIS MAIN MENU screen. Clicking on the CLEAR button takes you back to the previous screen. You can also press yourPause/Break key on your keyboard to go back to the previous screen. If you dont see these buttons, press the Esc key on your keyboard. AttnClearE EOFPF13E inputPF14PF15PF16PF17 PF18PF19PF20PF21PF22PF23PF24ResetSysRq

11 The F9 function key is used in several ways. If you know the screen number of the particular screen you want, enter the number after the LINK TO: and press F9. You can also press F9 at any time to reach a listing of screens and programs shown below. Select a screen title and then press F2. FAML3050 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/23/2005 DIRECT ACCESS PROGRAM SELECTION 2:52 PM ACTIVE TABLES VENDOR DETAIL INVOICE HISTORY SYS MISC TABLES FUND TYPES VENDOR ALPHA SUBSIDIARY INQ SYSTEM MESSAGES FUNDS TRANS CODES TRANS DETAIL NEXT DOC NUMBER SUBFUNDS RECURRING TRANS VENDOR ALPHA HELP FUNCTIONS MISC. TABLES VENDOR SUMMARY DOCUMENT TYPES PROGRAMS INTEREST DIST DOC SUMMARY PROGRAM ID ORGANIZATION INQUIRIES FUND SUMM INQUI USER SECURITY PROJECTS ACCT SUMMARY BANK ACT/CONTRL PGM SECURITY GRANTS ALLOT CNTL INQ OUT CHKS/VENDOR DOC SECURITY USER CODES APPROP INQUIRY DOC SUMM BY VEN DOC GAP INQUIRY INDEX CODE CASH CNTL INQ TRIAL BAL INQ TRAN BLOCK MENU G/L ACCOUNTS PROJ CNTL INQ DOC SUMM BY SUB SUBSIDIARY ACCT GRANT CNTL INQ FIN PROCESSING TREASURER ACCTS ORG SUMMARY SYSTEM MGT CHARACTER GRANT SUMMARY SYSTEM PARAM OBJECT PROJECT SUMMARY NOMENCLATURE SUBOBJECT USER CODE SUMMA BALANCE TYPES VENDOR HEADER ACCT DETAIL CONTROL TYPES F2-SELECT

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13 At the Link To: line, type 6810 and press F9. HINT: To start typing in the correct position, click your cursor next to the colon after LINK TO and hit the tab key, or press your home key. Then type 6810 and press F9. COUNTY OF SANTA CRUZ - PRODUCTION MAIN MENU NEW COPYRIGHT 1994 - 1999 KPMG LLP USE THE FUNCTION KEYS TO SELECT AN OPTION: (2) - TABLE MAINTENANCE (3) - FINANCIAL PROCESSING (4) - SYSTEM MANAGEMENT (5) - FINANCIAL INQUIRY (8) - DOCUMENT AUTHORIZATION MENU (9) - LINK/HELP (CL) - EXIT FAML0000 V4.2 LINK TO : 6810

14 Screen 6810 is the Organization Selection screen. You can view information about your organization (department) starting at this screen. Tab over to Organization and type 06 and Enter. FAML6810 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SELECTION 2:23 PM ACTIVE ORGANIZATION : FDTP / FUND / SUBFND : PROJ : PJDTL : GRANT : GR DTL : USERCD : FUNC : PGM : SUBOBJ : APPN CTL TYPE: ALLT CTL TYPE: CASH CTL TYPE: ------------------------------------------------------------------------------- S INDEX --------------DESCRIPTION--------------- F1-HELP F2-SELECT F3-ORG SUMM F4-ACCT SUMM F5-ALLOT CTL F6-APPR CTL F7-PRIOR PG F8-NEXT PG F9-LINK F11-INDEX TBL OR01 - ORGANIZATION OR FUND MUST BE ENTERED

15 Here is the organization structure for the Agricultural Extension Services. It has only one index code. Place your cursor on the Index Code 106000 and press F3 for the organization summary. FAML6810 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SELECTION 2:35 PM ACTIVE ORGANIZATION : 06 AGRICULTURAL EXTENSION SERVICES FDTP / FUND / SUBFND : PROJ : PJDTL : GRANT : GR DTL : USERCD : FUNC : PGM : SUBOBJ : APPN CTL TYPE: ALLT CTL TYPE: CASH CTL TYPE: ------------------------------------------------------------------------------- S INDEX --------------DESCRIPTION--------------- 106000 AG EXTENSION SERVICES F1-HELP F2-SELECT F3-ORG SUMM F4-ACCT SUMM F5-ALLOT CTL F6-APPR CTL F7-PRIOR PG F8-NEXT PG F9-LINK F11-INDEX TBL

16 Screen 6450 is the Organization Summary Inquiry screen. It provides details on an organizations revenue and expenditures by character as well as Budgets and Actuals. Character is a grouping of revenue or expenditure accounts. As an example, Taxes is Character 01 under Revenues. FAML6450 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SUMMARY INQUIRY 2:59 PM ACTIVE BALANCE (Y,M,Q,A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 05 2006 NOV 2005 INDEX : 106000 AG EXTENSION SERVICES ORGANIZATION : CHAR / OBJECT : X FDTP FUND SFND : PROJECT PROJ DTL : GRANT GRANT DTL : USER CODE : ------------------------------------------------------------------------------- S CHAR DESCRIPTION BUDGET ACTUAL ENCUMBERED BALANCE 30 SALARIES AND EMPLO 135,210 46,505 88,705 40 SERVICES AND SUPPL 32,921 9,698 1,501 21,722 EXPENDITURE TOTAL 168,131 56,204 1,501 110,427 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

17 If you delete the X beside Char/Object, line item detail by subobject is shown. To see the next page, press F8. Use the F7 key to see the previous page. FAML6450 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SUMMARY INQUIRY 3:11 PM ACTIVE BALANCE (Y,M,Q,A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 05 2006 NOV 2005 INDEX : 106000 AG EXTENSION SERVICES ORGANIZATION : CHAR / OBJECT : Delete the X FDTP FUND SFND : PROJECT PROJ DTL : GRANT GRANT DTL : USER CODE : ------------------------------------------------------------------------------- S SUBOBJ DESCRIPTION BUDGET ACTUAL ENCUMBERED BALANCE 3100 REGULAR PAY-PERMAN 91,259 30,398 60,861 3150 OASDI-SOCIAL SECUR 6,982 2,204 4,778 3155 PERS 13,467 4,536 8,931 3160 EMPLOYEE INSURANCE 21,941 7,806 14,135 3170 WORKERS COMPENSATI 1,561 1,561 3240 TELECOM SERVICES 7,097 1,937 5,160 3355 MAINT-OFFICE EQUIP 950 286 514 150 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

18 On the next page, the subobject list continues. We can see the budgeted amounts, actual amounts expended, amounts encumbered and the balance on a Year-to Date basis. To see expenditures for one month, change the Balance Y to M (for month), and press enter. FAML6450 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SUMMARY INQUIRY 3:37 PM ACTIVE BALANCE (Y,M,Q,A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 05 2006 NOV 2005 INDEX : 106000 AG EXTENSION SERVICES ORGANIZATION : CHAR / OBJECT : FDTP FUND SFND : PROJECT PROJ DTL : GRANT GRANT DTL : USER CODE : ------------------------------------------------------------------------------- S SUBOBJ DESCRIPTION BUDGET ACTUAL ENCUMBERED BALANCE 3493 SUPPLIES 1,200 157 843 200 3545 CONSULT/MGT/PC SER 444 111 333 3575 DATA PROCESSING SE 5,376 7 5,369 3800 EQUIPMENT LEASE & 600 120 480 3975 SPECIAL MISC EXPEN 500 246 144 110 4166 MILEAGE 500 285 215 4175 SERVICE CENTER CHA 10,758 1,054 9,704 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G012 - NEXT PAGE DISPLAYED

19 You can drill down to more detailed information by placing the cursor on an amount in the actual column and pressing F2. FAML6450 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SUMMARY INQUIRY 4:09 PM BALANCE (Y,M,Q,A) : M FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 03 2006 SEPT 2005 Changed month to 03-3 rd month of Fiscal Year INDEX : 106000 AG EXTENSION SERVICES ORGANIZATION : CHAR / OBJECT : FDTP FUND SFND : PROJECT PROJ DTL : GRANT GRANT DTL : USER CODE : ------------------------------------------------------------------------------- S SUBOBJ DESCRIPTION BUDGET ACTUAL ENCUMBERED BALANCE 3100 REGULAR PAY-PERMAN 10,328 -10,328 3150 OASDI-SOCIAL SECUR 760 -760 3155 PERS 1,540 -1,540 3160 EMPLOYEE INSURANCE 1,441 -1,441 3170 WORKERS COMPENSATI 175 175 3240 TELECOM SERVICES 1,305 -1,305 3355 MAINT-OFFICE EQUIP 143 -143 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

20 Telecom Services total of $1,305 from the previous screen is made up of the first two items. The other two items are budget journal entries. Put your cursor on the Document number and press F2 for journal entry detail. FAML6500 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ACCOUNT DETAIL INQUIRY 4:14 PM ACTIVE FISCAL MO/YR : 03 2006 SEPT 2005 FUND PER. : CURRENCY CODE : INDEX : 106000 AG EXTENSION SERVICES SUBOBJ : 3240 TELECOM SERVICES USERCD : PROJ : PJDTL : GRANT : GR DTL : G/L : - T/C : CLASS : FT/F/SF: ------------------------------------------------------------------------------- S POST DATE T/C DOCUMENT DOCUMENT REF CHECK NO AMOUNT ------------ D E S C R I P T I O N ----------- VENDOR 09/19/2005 400 JL50804 02 627.42 JUL-05 TELEPHONE CHARGES 09/27/2005 400 JL50978 02 677.57 total= $1,305 AUG-05 TELEPHONE CHARGES 09/29/2005 030 BF03812 25 7,097.00 2005-2006 COUNTY ISF BGSD FINAL BUDGET 09/29/2005 016 BR03358 10 -7,097.00 REV 2005-06 CNTY ISF BGSD PROP BUD F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

21 Here is the detail of the Journal entry. The suffix number indicates that it is line 2 of the Journal entry. By pressing F4 or F5, you can scroll through the other lines of the Journal. FAML6300 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/22/2005 LINK TO: SUFFIX TRANSACTION DETAIL INQUIRY 8:22 AM ACTIVE DOCUMENT -- POST PERIOD -- POST DATE --------- POSTED BY --------- UNIT JL50804 02 03 2006 SEPT 2005 09/19/2005 PURA ALISA (AUD031) ------------------------------------------------------------------------------- TRANS CODE : 400 DEBIT TO CURRENT YEAR EXPENDITURE JE-USE WITH 401 OR 40 DOCUMENT REF : TRANS DESC. : JUL-05 TELEPHONE CHARGES AMOUNT : 627.42 DUE DATE : SINGLE CHECK : VENDOR NUMBER : INDEX : 106000 AG EXTENSION SERVICES SUBOBJECT : 3240 TELECOM SERVICES USER CODE : GRANT / GR DTL : PROJ / PJDTL : START DATE : END DATE : G/L / SUBSID : BANK NUMBER : TREAS NUM : CURRENCY CODE : CONV DATE : FOREIGN CURR AMT : F1-HELP F4-PRIOR F5-NEXT F9-LINK

22 To return to the previous screen, press your Clear button. Link to Screen 6860-Document Selection and press F9. FAML6500 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ACCOUNT DETAIL INQUIRY 4:14 PM ACTIVE FISCAL MO/YR : 03 2006 SEPT 2005 FUND PER. : CURRENCY CODE : INDEX : 106000 AG EXTENSION SERVICES SUBOBJ : 3240 TELECOM SERVICES USERCD : PROJ : PJDTL : GRANT : GR DTL : G/L : - T/C : CLASS : FT/F/SF: ------------------------------------------------------------------------------- S POST DATE T/C DOCUMENT DOCUMENT REF CHECK NO AMOUNT ------------ D E S C R I P T I O N ----------- VENDOR 09/19/2005 400 JL50804 02 627.42 JUL-05 TELEPHONE CHARGES 09/27/2005 400 JL50978 02 677.57 AUG-05 TELEPHONE CHARGES 09/29/2005 030 BF03812 25 7,097.00 2005-2006 COUNTY ISF BGSD FINAL BUDGET 09/29/2005 016 BR03358 10 -7,097.00 REV 2005-06 CNTY ISF BGSD PROP BUD F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND 6860

23 Screen 6860-Document Selection-lists POs, Contracts, and Vendor Vouchers by Department/Organization. Type 73 in the Organization field and clear any entries in the FDTP field. Press Enter. FAML6860 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 12/05/2005 LINK TO: DOCUMENT SELECTION 10:56 AM FISCAL MO/YEAR : 05 2006 NOV 2005 DOCUMENT PREFIX: OPEN/ALL: O ORGANIZATION : 73 TREASURER-TAX COLLECTOR FDTP / FUND / SFND : VENDOR NO : PROJ / PRDT : G/L ACCT : GRNT / GRDT : DUE DATE : USERCD : ------------------------------------------------------------------------------- S DOCUMENT INDEX SUBOBJ G/L CHECK NO PAY/RCPT BALANCE DOCUMENT REF DUE/CK DATE LAST UPDATE VENDOR NAME CO53241 01 731000 3520 440.00 10200.00 CO53241 01 09/23/2005 BLOOMBERG L.P. PJ56350 01 731000 3355 440.00 216.36 10/27/2005 CALTRONICS BUSINESS SYSTEMS PJ56626 01 731000 3493 440.00 317.46 10/05/2005 CORPORATE EXPRESS PJ59713 01 731000 3451 440.00 300.00 07/01/2005 CERTIFIED DOCUMENT DESTRUCTION F1-HELP F2-SELECT F3-DOC INQ F4-DOC DTL F5-VEND SUMM F6-VEND TBL F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

24 You can type PJ, CO, or VB next to Document Prefix to focus on just one type of document. Remember that Document Prefixes may change from Fiscal Year to Fiscal Year, particularly Purchase Order and Voucher prefixes. FAML6860 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 12/05/2005 LINK TO: DOCUMENT SELECTION 10:59 AM FISCAL MO/YEAR : 05 2006 NOV 2005 DOCUMENT PREFIX: CO OPEN/ALL: O ORGANIZATION : 73 TREASURER-TAX COLLECTOR FDTP / FUND / SFND : VENDOR NO : PROJ / PRDT : G/L ACCT : GRNT / GRDT : DUE DATE : USERCD : ------------------------------------------------------------------------------- S DOCUMENT INDEX SUBOBJ G/L CHECK NO PAY/RCPT BALANCE DOCUMENT REF DUE/CK DATE LAST UPDATE VENDOR NAME CO42360 01 731000 3665 440.00 1301.80 CO42360 01 07/30/2005 COMPLETE MAILING SERVICE CO52360 01 731000 3665 440.00 1524.94 CO52360 01 11/17/2005 COMPLETE MAILING SERVICE CO53241 01 731000 3520 440.00 10200.00 CO53241 01 09/23/2005 BLOOMBERG L.P. F1-HELP F2-SELECT F3-DOC INQ F4-DOC DTL F5-VEND SUMM F6-VEND TBL F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

25 From this screen, we can go to the Document Inquiry screen, Document Detail screen, Vendor Summary and Vendor Address screens by using the function keys listed at the bottom. Put your cursor on any Document number and press F3-Doc Inq. FAML6860 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 12/05/2005 LINK TO: DOCUMENT SELECTION 10:59 AM FISCAL MO/YEAR : 05 2006 NOV 2005 DOCUMENT PREFIX: CO OPEN/ALL: O ORGANIZATION : 73 TREASURER-TAX COLLECTOR FDTP / FUND / SFND : VENDOR NO : PROJ / PRDT : G/L ACCT : GRNT / GRDT : DUE DATE : USERCD : ------------------------------------------------------------------------------- S DOCUMENT INDEX SUBOBJ G/L CHECK NO PAY/RCPT BALANCE DOCUMENT REF DUE/CK DATE LAST UPDATE VENDOR NAME CO42360 01 731000 3665 440.00 1301.80 CO42360 01 07/30/2005 COMPLETE MAILING SERVICE CO52360 01 731000 3665 440.00 1524.94 CO52360 01 11/17/2005 COMPLETE MAILING SERVICE CO53241 01 731000 3520 440.00 10200.00 CO53241 01 09/23/2005 BLOOMBERG L.P. F1-HELP F2-SELECT F3-DOC INQ F4-DOC DTL F5-VEND SUMM F6-VEND TBL F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

26 This screen shows the original amount of the contract, the amount of vouchers or liquidations made against the contract, and the remaining balance for current months and prior year. Put your cursor on the Remaining Bal amount and press F2 for details. FAML6051 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 12/05/2005 LINK TO: DOCUMENT INQUIRY 11:28 AM ACTIVE FISCAL MO/YEAR : 05 2006 CREATE/UPDTE DT: 08/05/2005 09/23/2005 DOCUMENT : CO53241 01 DUE DATE : INDX 731000 TREASURER-TAX COLLECT SINGLE CHK IND : NOTEPAD IND: VEND 122310 01 BLOOMBERG L.P. TREAS NO : G/L 440 ENCUMBRANCES USCD SUBJ 3520 BANKING SERVICES SBSD PROJ GRNT PRDT GRDT ------------------------------------------------------------------------------- S NOV 2005 DEC 2005 PRIOR YEAR ORIGINAL AMOUNT 20,400.00 20,400.00.00 ADJUSTMENTS.00.00.00 LIQUIDATIONS -10,200.00 -10,200.00.00 REMAINING BAL 10,200.00 10,200.00.00 PAYMENT/RECEIPT.00.00.00 RETAINAGE.00.00.00 TITLE NOT ON FI.00.00.00 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F9-LINK G014 - RECORD FOUND

27 Here is the original contract amount and a list of vouchers charged against it. FAML6052 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 12/05/2005 LINK TO: DOCUMENT DETAIL INQUIRY 11:30 AM PERIOD 05 2006 NOV 2005 POST DOC : CO53241 01 BAL TYPE : 90 REM BALNCE ------------------------------------------------------------------------------- S POST DATE PERIOD T/C DOCUMENT NO TREAS NO BANK NO DUE DATE ------------- D E S C R I P T I O N -------------- CURR AMOUNT 08/05/2005 02 2006 110 CO53241 01 I/FINANCIAL INFORMATION & TRADING PLATFORM-05/06 20,400.00 08/10/2005 02 2006 152 VB50460 01 08/10/2005 INV*02940775* FINANCIAL INFO SVCS/JULY-SEPT'05 -5,100.00 09/23/2005 03 2006 152 VB51344 01 09/23/2005 *03031802* QTRLY FINANCIAL INFORMATION/OCT-DEC'05 -5,100.00 F1-HELP F2-SELECT F7-PRIOR PG F8-NEXT PG F9-LINK G013 - LAST PAGE DISPLAYED Original Contract Amount

28 2005-06 DOCUMENT PREFIX LIST ACAC ENCUMBRANCE AEENCUMBRANCE ACCRUAL-YREND TC447 BDBUDGET DOC PROPOSED LOAD BFBUDGET DOCUMENT BLWARR REDEM-61802/EDIT 1530 BRPROPOSED BUDGET REVERSAL BTBT BANK TRANSFER OUT CBCABRILLO SCHOOLS ISSUE CDYR END DOCUMENT CARRYOVER CHCHANGE ORDER-PURCHASE ORDER COCONTRACT ENCUMBRANCE CPCASH PO DOC PREFIX CRVEN CKS-8/28/02 TO CWDPW CONTRACT ENC CXCASH PO – CANCELLATION DADIST ATTORNEY-BADCHECK DCDEPENDENT CARE-NEW 11-98 DPDEPOSIT PERMIT DTDEPOSIT PERMIT EJESTIMATED CHARGES ELELECTIONS FVFAMILY SUPPORT FWFAMILY SUPPORT FXAUTOMATED FIX OF ERROR FYAUTOMATED FIX-DPW HRHRA 1099 INTERFACE IDINTEREST DISTRIBUTION IHIN HOME SUPP SERV VP JLJOURNAL ENTRIES 2005-06 JPJURY PAYMENTS JVJURY MANUAL PMTS LQLIQ PRYR ENCUMB-ALLOCATION NSNSF/RETURNED CHECKS OCONLINE CHECKS OHOVERHEAD PAPAYROLL ATTACHMENTS PBPROBATION PGMEMO ENC PO OLD YEAR PIPO DOC PREFIX 04-05 YREND PJPO DOCUMENT PREFIX 2005-06 PTPAYROLL TAXES PVPAYROLL VOLUNT DEDUCTIONS PWDPW WORK ORDER ENCUMBRANCE PYPAYROLL PZPAYROLL ADJUSTMENTS SCCOE RECON & ACCTG DETAIL SDAUTOMATED STALEDATE JES SPSUPERIOR COURT WARRANTS TATAX APPORTIONMENT TFAUDITORS TAX REFUNDS TRTRUST WARRANT VOUCHER TXTAX COLLECTOR REFUNDS UWUNITED WAY-FIRST 5 VBVOUCHER PAYABLE 2005-06 VDVOUCHER CANCELLATIONS VEVOUCHER PAY 2005-06 WEWIRE ENCUMBRANCE WIWELFARE ISSUES & WJ WK WL WTWT WIRE TRANSFER OUT

29 You can print any FAMIS screen simply by pressing the Print (PRTSC) key on your keyboard. FAML6350 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION LINK TO: ACCOUNT SUMMARY INQUIRY ACTIVE FISCAL MO/YEAR : 05 2006 FUNDING PERIOD : CURREN INDEX : 181000 COUNTY ADMINISTRATIVE OFFICE SUBOBJECT : 3665 PROF & SPECIAL SERV-OTHER PROJECT : PROJECT DETAIL : GRANT : GRANT DETAIL : USER CODE : -------------------------------------------------------------- S NOV 2005 ANNUAL BALANCE ESTIMATED REVENUE.00.00 REVENUE.00.00 UNREALIZED REVENUES.00.00 ALLOTMENTS.00 659,060.00 EXPENDITURES 17,179.25 76,927.71 ENCUMBRANCES -16,616.75 461,175.21

30 You can also print multiple screens (2 to a page) by going to File/Print Multiple Screens. Click the camera button for each page you want to print, then click the printer icon to print all the pages.

31 Another useful FAMIS 4.2 feature is using the F2 function key to look up a code. If you dont know the particular index code, subobject code, organization code, etc., use the F2 key at the entry point across from the title to get a list of codes. FAML6350 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/23/2005 LINK TO: ACCOUNT SUMMARY INQUIRY 4:48 PM ACTIVE FISCAL MO/YEAR : 05 2006 FUNDING PERIOD : CURRENCY CODE : INDEX : SUBOBJECT : PROJECT : PROJECT DETAIL : GRANT : GRANT DETAIL : USER CODE : ------------------------------------------------------------------------------- S NOV 2005 ANNUAL BALANCE ALL YEARS BALANCE ESTIMATED REVENUE REVENUE UNREALIZED REVENUES ALLOTMENTS EXPENDITURES ENCUMBRANCES PRE-ENCUMBRANCES REMAINING BALANCE F1-HELP F2-SELECT F4-PRIOR F5-NEXT F9-LINK ICT1 - ALLOTMENT/INDEX CODE REQUIRED Click here and press F2

32 Here is the table lookup for Index codes. To narrow your search, if you know the first several numbers of the Index code, type them in at the field and then press F2. Once you find the entry, place your cursor on the entry and press F2 to get back to your original screen. FAML5999 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/28/2005 TABLE LOOKUP 8:05 AM S INDEX STAT TITLE ------------------------------------------------------------------------------- 001235 A 72-235-100 COURTS-EMINENT DOMAIN 002100 A 21-025-100 AFFORDABLE HOUSING 002105 A 21-025-105 CO HOUSING PROGRAM (PROD) 002110 A 21-025-110 COM DEV GRANT 7&8 YEAR 002115 A 21-025-115 COM DEV GRANT 9TH YEAR 002120 A 21-025-120 COM DEV GRANT 10TH YEAR 002125 A 21-025-125 HCD STATE HOUSING ADVIS SVC 002130 A 21-025-130 COM DEV GRANT 13TH YEAR 002135 A 21-025-135 ST GRANT-SELF HELP & HOUSING 002140 A 21-025-140 HUD RENTAL REHAB 002145 A 21-025-145 ST GRANT-PRIVATE REVIT 002210 A 22-290-100 CSA #11 DEBT SPECIAL 002650 A 26-105-500 FIRE FD-PROP 172 006101 A 76-101-900 SCCECC-SC METRO RECORDS MGT 006113 A 76-114-950 FRIENDS OF WATSONVILLE ANIM F2-SELECT F7-PRIOR PG F8-NEXT PG G014 - RECORD FOUND

33 Screen 6870 is another useful Inquiry screen. This screen provides detail information by Index Code, Organization, Transaction Code, Vendor, Check Number, Document Number and any number of combinations of these fields. Type in JM58027 in the Doc No field and press Enter. FAML6870 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 03/12/2007 LINK TO: DETAIL TRANSACTION SELECTION 11:13 AM ACTIVE INDEX : FISCAL MO/YR : 09 2007 MAR 2007 SUBOBJ : ORG : G/L : SUBSID : FDTP / FUND / SFND : T/C : PROJ / PJDTL : VENDOR : GRANT / GR DTL : CHECK NO: USER CODE : DOC NO : JM58027 ------------------------------------------------------------------------------- S POST DATE T/C DOCUMENT DOCUMENT REF CHECK NO AMOUNT DESCRIPTION VENDOR NAME F1-HELP F2-SELECT F7-PRIOR PG F8-NEXT PG F9-LINK

34 By typing in any document number, you can see the details of the document. This includes contract numbers, voucher numbers, journal numbers, purchase order numbers and other miscellaneous document numbers. FAML6870 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 03/12/2007 LINK TO: DETAIL TRANSACTION SELECTION 11:30 AM ACTIVE INDEX : FISCAL MO/YR : 07 2007 JAN 2007 SUBOBJ : ORG : G/L : SUBSID : FDTP / FUND / SFND : T/C : PROJ / PJDTL : VENDOR : GRANT / GR DTL : CHECK NO: USER CODE : DOC NO : JM58027 ------------------------------------------------------------------------------- S POST DATE T/C DOCUMENT DOCUMENT REF CHECK NO AMOUNT DESCRIPTION VENDOR NAME 01/17/2007 400 JM58027 01 JM58027 01 12,598.50 PROGRAMMING 2006-DECEMBER 01/17/2007 400 JM58027 02 JM58027 02 21,744.90 PROGRAMMING 2006-DECEMBER 01/17/2007 400 JM58027 03 JM58027 03 4,517.70 PROGRAMMING 2006-DECEMBER 01/17/2007 400 JM58027 04 JM58027 04 1,598.40 PROGRAMMING 2006-DECEMBER F1-HELP F2-SELECT F7-PRIOR PG F8-NEXT PG F9-LINK

35 You can also review the status of a check written, when it cleared the bank, stale date, and other information. By typing in the check number at the Check No. field, you can view the check history file. FAML6870 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 03/12/2007 LINK TO: DETAIL TRANSACTION SELECTION 11:43 AM INDEX : FISCAL MO/YR : 11 2001 MAY 2001 SUBOBJ : ORG : G/L : SUBSID : FDTP / FUND / SFND : T/C : PROJ / PJDTL : VENDOR : GRANT / GR DTL : CHECK NO: 00475414 USER CODE : DOC NO : ------------------------------------------------------------------------------- S POST DATE T/C DOCUMENT DOCUMENT REF CHECK NO AMOUNT DESCRIPTION VENDOR NAME 01/03/2007 265 CR21860 13 VE23735 01 00475414 6.57 *234339* 12/20/06 9/30/06-12/30/06 MONTEREY BAY OFFICE PROD 01/03/2007 265 CR21863 20 VE71996 01 00475414 565.29 *232952* MONTEREY BAY OFFICE PROD 01/03/2007 265 CR21863 21 VE71997 01 00475414 289.61 *232725* MONTEREY BAY OFFICE PROD 01/09/2007 370 BL46937 02 00475414 1,116.07 BANK PAID F1-HELP F2-SELECT F7-PRIOR PG F8-NEXT PG F9-LINK

36 Another important screen is the Appropriation Control Inquiry Screen. Press the Home key, type 6250 in the Link To: field and press F9. Type in an Index Code and Subobject and press Enter. FAML6250 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 03/12/2007 LINK TO: APPROPRIATION CONTROL INQUIRY 12:04 PM FISCAL MO/YEAR : 09 2007 MAR 2007 INDEX : 122100 SUBOBJECT : 3565 CHARACTER : OBJECT : FUNDING PERIOD : USER CODE : PROJECT : PROJECT DETAIL : GRANT : GRANT DETAIL : F1-HELP F2-SELECT F5-NEXT F9-LINK

37 This screen shows the amount of appropriations available to spend or encumber for a particular index and subobject. FAMIS has built in controls that will not allow a payment or encumbrance to go through if it goes over the allowed appropriation. The number to look at is the last number in the Balance column. When preparing check or wire transfer requests or new encumbrances, it is important to view this screen for adequate appropriations. FAML6260 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 03/12/2007 LINK TO: APPROPRIATION CONTROL DETAIL INQUIRY 12:07 PM ACTIVE FISCAL PD : 09 2007 CONTROL TYPE : 06 FDTP/FUND/SFND/DEPT/FUNC/PROG/CHAR FDTP 10 GENERAL FUND FUND 110 GENERAL FUND SFND 001 NOT SUBFUND RELATED CHAR 40 SERVICES AND SUPPLIES DEPT 12 AUDITOR CONTROLLER FNT1 0001 GENERAL GOVERNMENT PRGM 00010002 FINANCE S MAR 2007 TOTAL BALANCE ORIGINAL APPROPRIATIO.00 248,498.00 REVISIONS TO BUDGET.00.00 REVISED BUDGET.00 248,498.00 CARRYFORWARDS.00.00 TOTAL APPROPRIATION.00 248,498.00 ALLOTTED AMOUNT.00 248,498.00 EXPENDITURES 509.66 153,470.04 95,027.96 ENCUMBRANCES 33.41 32,522.59 62,505.37 PRE-ENCUMBRANCES.00.00 62,505.37 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F9-LINK G014 - RECORD FOUND

38 To log out of FAMIS, click on the ATTN key at the bottom of your screen. At the TUBES command: type either logoff, log, quit, or qq. Never turn your terminal off or close your window without logging off first. 09:41:22 Term R62G2180 SNADYNAM TUBES Userid AUD033 11/22/05 Escaped from session 10 Santa Cruz County Computer Network -- TUBES Session Table -- Call Key Status Application Description PF1 Avail Information Center PF2 Avail 9 FAMIS/Payroll-Pers/Purch PF3 Avail 9 FAMIS/Payroll-Pers/Purch PF4 Avail 2 Tax Roll Processing PF5 Avail 2 Planning Main Menu PF6 Avail Test CICS 3 PF7 Avail 7 EZ/IQ & pcMainframe PF8 Avail TestJ Tiburon CICS PF9 Avail 2 Land Use PF10 Active 9 FAMIS/Payroll-Pers/Purch PF11 Unavail TestJ Y2K CICS--Year 2000 Pass character: \ Scroll up: PF19 Menu/suspend: \PF11 Scroll dn: PF20 Session jump: \PF12 Print Key: PA1 TUBES command: Printer: P26 qq

39 LOCKING TUBES AND TERMINALS For security reasons, you should lock your terminal when away from your desk for an extended period. To lock your terminal, press CTRL, ALT, DELETE and select Lock Computer. To lock Mainframe access, press the ATTN key and at the TUBES command, type DIS (for disconnect). When you return, you will have to log back in, but any sessions that you had opened are still open and waiting for you.


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