Accounting Information Lookup
This is a system of over 40+ QUICK screens which can access vast amounts of accounting, budget, and purchasing information for a respective account given that the client has access to that Account Number through use of a PIN (Personal Identification Number). PIN's can be set up currently for four different levels of access. These are Administrator #1, Administrator #2, Account Director, and Account Manager. Each of these individuals have a different PIN and can access all accounts under their supervision. For information concerning your accounts and PIN contact Financial Affairs or Accounting.
This information is also available through the Enterprise Applications home page.
Using the Program
For access to this system of screens and the accounting information they hold find the menu item labeled 'Accounting Information Lookup'. If this menu item is not listed in your personal menu contact your computer administrative support analyst. Follow the directions listed here and at the bottom of each screen. More complete documentation is available from the Accounting Office (x2511).
Once you are running the application help can always be reached by entering '?' or '??' at almost any field, in almost any screen. '?' gives you a one line help message at the bottom of the screen. '??' accesses a page or more of documentation dealing with where you're at. To exit this on-line documentation press 'F8' or enter '^' and press (RETURN) (same as exiting a screen).
On the next page figure A shows the flow of the screens and the commands necessary to access the next subscreen (command = character found at the bottom and/or top of each screen box on the figure). On Figure A there is often reference to the symbol '#'. This refers to any line number found on a screen which can be entered in the ACTION field to access the next subscreen for more complete information on the specific record or group of records related to the line number. (Note: Not all screens are visible on Figure A.)
When attempting to lookup a vendor number by a vendor name, enter either 'A' or 'H' in the Vendor Number field. This will bring up one of two screens for looking up the vendor number by a partial or full vendor name. 'A' will display a screen which will allow lookup of vendor numbers one at a time, including all of the vendor's addresses. 'H' displays a screen where vendor numbers can be viewed 15 at a time. To do both enter 'A;H' in the Vendor Number field. For help in each screen type '??' or refer to later in this manual (AIQS569).
All screens use Find Mode by default and most will display data without additional client entry. However, some screen (AIQS560, 562, 567, 568, 569) will prompt for information (key fields) before retrieving data. Key fields include Account Number, PIN, Vendor Number, Purchase Order Number, Fiscal Indicator, etc..
The Budget Transfer screen (AIQS566) uses Entry Mode to accept data and then the Update command actually processes the transfer. (Not currently available)
Select mode may be best in some screens (AIQS561A, 564A, 565A, 567, 568) when wanting to limit the records displayed by more than just the account number or other key fields. By entering 'S' in the ACTION field and following the prompts and instructions (entering '1' when an ID number is requested), only the desired information will be displayed. After entering the Select data keep hitting (RETURN) until the data appears or press '/;'. An 'S' in the bottom right hand corner of a screen box on Figure A reflects Select mode capability.
Main Menu - This screen allows lookup of Accounting Information by Account Number if the proper PIN (Personal Identification Number) is known. If security clearance is granted on the account entered, a great deal of information concerning the respective account will become accessible. To access the information enter the number of the 'Select:'item desired and press (RETURN). All information is accurate up to and including the 'As of Date'.
Purchase Order Summary Info - This screen gives the total dollar values of open purchase orders for each budget category. It also provides access to a system of screens that will display complete information for open Purchase Orders including summary totals by category and actual descriptions for each item printed on the PO. For more information on the detail records for a particular category enter the line number of that category and hit (RETURN).
Requisition/PO Info Lookup - In this screen the Requisition Number and Purchase Order Number are prompts by which a specific requisition or PO can be retrieved. Leading zeros are not required. Also, this screen allows lookup of complete purchasing information using subscreens (same as AIQS561).
Account Summary Info - This screen is designed to be very similar to the Account Summary page of the Monthly Financial Statement. Access to Expense and Revenue Budget information is also given through the use of subscreens.
Expense Summary Info - This is designed very similar to the expense portion of the Account Summary page on the Monthly Financial Statement. Access is given to a system of screens which begins with the Expense Summary and continues on to give complete detail including purchasing, stores, shops, and telecom information when available.
Revenue Summary Info - This screen is designed very similar to the Revenue portion of the Account Summary page on the Monthly Financial Statement. It gives access to a system of screens which begins with the Revenue Summary and continues on to give all available detail.
Budget Transfer (in development) - This allows the client to make budget transfers between budgets and accounts. Only Account Numbers which end with '01' and Budget Codes 2 and 4 through 7 can be used (not yet in service on date of printing).
Invoice Info Lookup - Invoice information can be accessed for a specific account using a Vendor Number, Purchase Order Number, Select fields, or defaulting to the Account by pressing (RETURN). Subscreens give access to all available detail on a record including information from the following systems: Purchasing, Stores, Shops, and Telecom.
Vendor Info Lookup - Vendor information can be accessed for a specific account using a Vendor Number, Select fields, or if you wish, defaulting to the Account by pressing (RETURN). Subscreens give access to all available detail on a record including information from the following systems: Purchasing, Stores, Shops, and Telecom.
Budget Salary Information - This gives access to budget salary information from the Budget Book System. This information is used each year to print the official Budget Book and is maintained throughout the year. Entering 'H' in the SSN field gives access to a subscreen for looking up an SSN by a person's name.
Vendor Address Lookup - This allows lookup of a vendor number by vendor name one at a time and also displays all 4 possible vendor addresses.
Vendor Name Lookup - This is used for lookup of Vendor numbers 15 at a time when only the Vendor name or a portion thereof is known.