CIMS FMS

CIMS Navigation Tips Function keys Working with spool files/ jobs CIMS navigation

Function Keys Function Keys – “F” keys –F1 –Help –F3 – Exit –F4 – Lookup –F5 – Refresh –F12 – Cancel Field Exit –Defined by keyboarding mapping

CIMS Navigation Assignments Menus –Choose menu number to enter menu option –Use Enter key to go to previous menu Command Screens –Used to add, change, lookup, index, and delete information. –Use “E” to go to previous screen

AS400 Commands Use Escape to access AS/400 Operational Assistant (TM) Menu –Work with printer output 2 to change printer 4 to delete 5 to view online 6 to release –Work with jobs Statuses – JOBQ, ACTIVE, MSGW, OUTQ

CIMS Products FMS Account Codes Budget Vendors Accounts Payable Oregon Feature Code EMS Employees Assignments Deductions Payroll Processor

FMS systems General Ledger System Bank Accounts Purchasing/AP

General Ledger General Options Document IDs Chart of Accounts –Account structure –Account codes Account Transaction Activity Lookup Reports

General System Options Access to accounts Purchasing options Receiving options Accounts Payable options

Document IDs Any item that requires a numbered control is considered a Document –Checks –Purchase orders –Deposits Document numbering – user input or system generated

Define Account Code Format Define format used (state defined) Define elements used by district Define length of elements Define type of characters used in elements Define element codes

Defining Subledgers Three Subledgers are required: –A/P- W/H – F/A

Defining New Accounts Define account elements – Fund – 100 – “General Fund” Define account codes – function object combination – “Certified Salaries/ K-3” –Determines account financial classification Define account code “strings” –Fund.Function.Object.Area. Subarea Ex –Program will allow entry of beginning balance –Program determines status of account string

Account Keywords Keywords are used to attach items to make automatic entries Several Keywords are required –Interfund –Interfund_ems –Payable –Backup_withhold

Account Restrictions Restrict access by account or account element Set online PO approval routing

Account Balance lookup Lookup account online to view –Beginning balances –Closed adjustments/transactions –Unclosed adjustments/transactions –Remaining balance

Journal Entries Types of journal entries –Adjusting – transactions –Budget –Encumbrance Must be balanced transaction – debits equal credits

Month End All users need to be out of FMS & EMS Close month as many times as needed Associates transactions with month name

Bank Accounts Bank accounts – define GL number to post transactions to –Inter-fund transfers through 999 account –Keyword determines interfund entries.

Cash Clearing The total amount of cash in bank (for all funds) is not recorded in an “interfund”account. A “Cash Clearing Fund” (999) with an interfund account is defined. The Cash Clearing Fund (999) account is identified on the bank identifier screen as the general ledger cash account. The system automatically adjusts the interfund accounts each time a cash transaction between funds is recorded to keep all funds in balance. The total of all funds’ Cash in Bank account balances should always match the actual cash in bank.

Beginning Balance Setup

Deposit Entry Enter amount for deposit document Enter revenue accounts on detail screen

Deposit – Cash Clearing Interfund Account General Cash Account General Revenue Account Grant Revenue Account Grant Bank Account Deposit $500,000 - $200,000 to general fund and $300,000 to Grant Fund 500, , , , , , ,000.00

Purchasing/ Accounts Payable Vendors Purchase Orders Accounts Payable Requisitions

Purchasing/ AP Vendor setup and maintenance Requisitions Purchase orders Online approval Invoice batches

Purchasing Defaults Ship – to address Purchase order messages Purchase order defaults Vendor categories

Vendor records Vendor demographics Hold payments Payment priority Liability account keyword 1099 vendor status Vendor category

Purchasing/ Accounts Payable Vendors Purchase Orders Accounts Payable Requisitions

Requisitions Requisition by “Req” document and vendor –Ship to information –Blanket requisition or detail requisition –Account information Print requisition forms Approve requisition

Purchasing/ Accounts Payable Vendors Purchase Orders Accounts Payable Requisitions

Purchase Orders Add purchase order by vendor Create purchase order from requisition Print purchase order –Encumbrance Approve purchase order

Receiving Receive items on PO – required for Fixed Assets Print receiving log

Accounts Payable Batch edit options Batch entry Batch edit listing Posting batches

AP Checks Check writer – all posted invoices to be paid Manual check – posted invoices or directly update accounts

NWRESD Contacts Direct Line – (503) Toll free – ext 688 –