0.003/13/99 DIANE LIVELY 1.0 PROGRAM NARRATIVE ----------------- THIS ONLINE INQUIRY PROGRAM IS USED TO DISPLAY THE AMOUNT BUDGETED, ENCUMBERED, EXPENDED, AND THE CALCULATED BALANCE, FOR FRS BUDGET ACCOUNTS. THE BEGINNING AND ENDING BUDGET YEAR, FUND GROUP, AND FRS DEPARTMENT/CAMPUS ARE ENTERED. IF DATA IS FOUND, THE FOLLOWING INFORMATION WILL BE DISPLAYED: COST CENTER NAME, FRS DEPARTMENT NAME, OBJECT, BUDGET, ENCUMBRANCE AMOUNT, EXPENDITURE AMOUNT, AND BALANCE. IF DESIRED, THE OBJECT CODE CAN ALSO BE SPECIFIED. IF THE OBJECT IS FOUND, OBJECT DATA WILL BE DISPLAYED SHOWING OBJECT CODE, VENDOR, DATE, BATCH NUMBER, PURCHASE ORDER NUMBER, VOUCHER NUMBER, STATUS CODE, ENCUMBRANCE AMOUNT, AND EXPENDITURE AMOUNT, ALONG WITH THE BUDGET AMOUNT. TOTALS FOR THE ENCUMBRANCE AND EXPENDITURE AMOUNTS ARE ALSO GIVEN. BUDGET TRANSFERS ARE SHOWN ALONG WITH ENCUMBRANCES AND EXPENDITURES, BUT ARE NOT REFLECTED IN THE TOTALS. THESE APPEAR WITH A DESCRIPTION OF 'BUDGET TRANSFER' AND AS A NEGATIVE AMOUNT WHERE THE EXPENDITURE AMOUNT WOULD NORMALLY APPEAR. MESSAGES ARE DISPLAYED IF THE OBJECT CODE ENTERED IS NOT NUMERIC, NOT FOUND, OR IS NOT WITHIN THE BUDGET ENTERED. THIS PROGRAM IS THE FRS VERSION OF ACC210, AND CANNOT BE USED FOR BUDGET YEARS PRIOR TO '9394'. THE RECORD KEY IS FUND GROUP, FRS DEPARTMENT, AND FRS CAMPUS WITHIN BUDGET YEAR, AS OPPOSED TO APPROPRIATION, CAMPUS, AND DEPARTMENT. IN FRS, OBJECT CODES ENDING WITH '00' CONTAIN ORIGINAL BUDGET AMOUNTS. AS MONEY IS SPENT, REVISED BUDGET RECORDS ARE ADDED ON THE OBJECT CODE LEVEL, AND THE '00' LEVEL IS REDUCED. FOR THIS REASON, THIS PROGRAM WILL ONLY DISPLAY A BUDGET BALANCE WHEN OBJECT CODE IS NOT SPECIFIED. ANOTHER DIFFERENCE IS THAT PERSONAL SERVICE ACCOUNTS (OBJECT CODE LESS THAN 1200) ARE INCLUDED IN THE DATA BASE, BUT WILL NOT BE DISPLAYED UNLESS A PARTICULAR OBJECT CODE IS ENTERED. THIS PROGRAM CHECKS THE SECURITY SEGMENT IN THE CONTROL DATA BASE FOR THE USER ID. IF THE COST CENTER IN THE SECURITY SEGMENT IS EQUAL TO SPACES, THE USER IS NOT PERMITTED TO SEE BUDGET INFORMATION. IF THE COST CENTER IN THE SECURITY SEGMENT IS '***', BUDGET INFORMATION WILL BE DISPLAYED FOR ALL BUDGET ITEMS. IF THE COST CENTER IS CODED FOR A PARTICULAR COST CENTER, ONLY BUDGET ITEMS FOR FRS DEPARTMENTS ASSIGNED TO THAT COST CENTER WILL BE DISPLAYED. IF THE COST CENTER CODE IS '**' AND THE COST CENTER CAMPUS IS SPECIFIED, THE USER MAY INQUIRE ON BUDGET ITEMS FOR FRS DEPARTMENTS ASSIGNED TO THAT COST CENTER CAMPUS. * 2.0 USER OPERATING INSTRUCTIONS --------------------------- 1. KEY IN THE BUDGET YEAR, FUND GROUP, FRS DEPARTMENT/CAMPUS, AND PRESS ENTER. THE BUDGET YEAR WILL DEFAULT BASED ON THE TERM ENTERED ON THE MAIN MENU. THE FUND GROUP CODE WILL DEFAULT TO '1'. 2. IF A RECORD WITH THAT KEY IS FOUND AND THE USER HAS AUTHORITY TO VIEW DATA FOR THAT COST CENTER, THE DATA WILL APPEAR SHOWING THE BUDGET AMOUNTS. IF THERE ARE MORE RECORDS, A MESSAGE WILL APPEAR STATING MORE RECORDS EXIST AND TO PRESS THE APPROPRIATE PF-KEY TO VIEW ADDITIONAL RECORDS. * 3.0 SCREEN LAYOUT ------------- BUDGET DATA SCREEN: *-------------------------------------------------------------------------* ] TRANS. NO. ACC110 LT: :::::::: ::::::::::::::::::::::::: ] ] FRS BUDGET INQUIRY BALANCE AS OF __/__/__ PF1 - NEXT ] ] FUND FRS BUDGET PF2 - PREV ] ] GROUP DEPT/CAMP YEAR KEY ITEM AND PRESS ENTER. PF3 - FIRST ] ] _ ____ - _ __ - __ KEY OBJECT CODE, IF DESIRED. PF4 - LAST ] ] ] ] COST CTR- ::::::::::::::::::::::::::: DEPT- ::::::::::::::::::::::::::: ] ] OBJECT - ____ :::::::::::::::::::::::::::::::::::::::::::::::::: ] ] ] ] OBJECT BUDGET ENCUMBRANCE EXPENDITURE(-) BALANCE(-) ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::: :::::::::: :::::::::: :::::::::: : :::::::::: : ] ] ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::] *-------------------------------------------------------------------------* * OBJECT DATA SCREEN: *-------------------------------------------------------------------------* ] TRANS. NO. ACC110 LT: :::::::: ::::::::::::::::::::::::: ] ] FRS BUDGET INQUIRY BALANCE AS OF __/__/__ PF1 - NEXT ] ] FUND FRS BUDGET PF2 - PREV ] ] GROUP DEPT/CAMP YEAR KEY ITEM AND PRESS ENTER. PF3 - FIRST ] ] _ ____ - _ __ - __ KEY OBJECT CODE, IF DESIRED. PF4 - LAST ] ] ] ] COST CTR- ::::::::::::::::::::::::::: DEPT- ::::::::::::::::::::::::::: ] ] OBJECT - ____ :::::::::::::::::::::::::::::::::::::::::::::::::: ] ] BUDGET 9,999,999.99- ] ] OBJCT BATCH PO VOUCH ST ] ] CODE VENDOR DATE NUMBER NUMBR NUMBR CD ENCUMBRANCE EXPENDITURE ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] :::: :::::::::: ::/::/:: ::::::: ::::: ::::: : ::::::::.:: ::::::::.:: ] ] ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::] *-------------------------------------------------------------------------* * 4.0 FILES ----- 4.1 DATA BASE SEGMENTS USED: 1. CTLDBD A. CTLBCAMP (READ) B. CTLFDEPT (READ) C. CTLCSTCR (READ) D. CTLOBJCT (READ) E. CTLPROPT (READ) F. CTLSECUR (READ) 2. ACCDBD A. ACBBUDGT (READ) B. ACBTRANS (READ) 4.2 ADDITIONAL FILES USED: NONE 4.3 INPUT/OUTPUT RECORD LAYOUTS: N/A * 5.0 SPECIAL OUTPUT MESSAGES ----------------------- 1. APPROPRIATE DL1 TERMINATION MESSAGES WILL BE ISSUED WHEN THE THE PROGRAM ENCOUNTERS A CRITICAL DATA BASE ERROR. WHEN THIS OCCURS, THE REGIONAL COORDINATOR SHOULD BE CONTACTED. 2. MESSAGE: 'INVALID BUDGET YEAR....CORRECT AND RE-ENTER' MEANING: THE BEGINNING AND ENDING BUDGET YEAR ARE NOT CONSECUTIVE. (I.E. SHOULD BE 93-94 INSTEAD OF 93-95) 3. MESSAGE: 'BEGINNING BUDGET YEAR NOT NUMERIC....CORRECT AND RE-ENTER' MEANING: THE BEGINNING BUDGET YEAR IS NOT NUMERIC. 4. MESSAGE: 'BUDGET YEAR MUST BE 9394 OR AFTER FOR FRS... CORRECT AND RE-ENTER OR USE ACC210' MEANING: THE YEAR ENTERED IS PRIOR TO FRS. 5. MESSAGE: 'ENDING BUDGET YEAR NOT NUMERIC....CORRECT AND RE-ENTER' MEANING: THE ENDING BUDGET YEAR IS NOT NUMERIC. 6. MESSAGE: 'FUND GROUP CODE NOT NUMERIC....CORRECT AND RE-ENTER' MEANING: THE FUND GROUP CODE IS NOT NUMERIC. 7. MESSAGE: 'FRS FUND GROUP NOT ON FILE...CORRECT AND RE-ENTER' MEANING: THE FUND GROUP CODE DOES NOT EXIST. 8. MESSAGE: 'PLEASE ENTER THE FRS DEPARTMENT' MEANING: THE FRS DEPARTMENT CANNOT BE SPACES. 9. MESSAGE: 'PLEASE ENTER THE FRS CAMPUS' MEANING: THE FRS CAMPUS CANNOT BE SPACES. 10. MESSAGE: 'FRS DEPT/CAMP NOT ON MASTER FILE....CHECK REFERENCE REPORT REF627' MEANING: THE FRS DEPT/CAMPUS ENTERED WAS NOT FOUND. 11. MESSAGE: 'NO COST CENTER ASSIGNED FOR THIS FRS DEPT/CAMP' MEANING: THE FRS DEPT/CAMP ENTERED DOES NOT HAVE A COST CENTER ASSIGNED. 12. MESSAGE: 'ALL DATA NOT SHOWN....PRESS PF KEY FOR ADDITIONAL RECORDS' MEANING: THE APPROPRIATE PF KEY HAS TO PRESSED TO VIEW ADDITIONAL RECORDS. 13. MESSAGE: 'ALL DATA NOT SHOWN....PRESS PF1 KEY TO SEE TOTALS' MEANING: ALL DATA IS SHOWN BUT NOT THE TOTAL LINE. 14. MESSAGE: 'ALL DATA SHOWN....ENTER NEW KEY OR TRANS. NUMBER' MEANING: A NEW KEY HAS TO BE ENTERED TO CONTINUE OR A TRANS. NUMBER TO EXIT THE SCREEN. 15. MESSAGE: 'NO DATA FOUND...ENTER NEW KEY OR TRANS. NUMBER' MEANING: ONLY PERSONAL SERVICES DATA WAS FOUND AND THIS IS NOT SHOWN. 16. MESSAGE: 'AMOUNTS FOR THE ABOVE BUDGET ACCOUNT EQUAL ZERO' MEANING: ALL OF THE OBJECT AMOUNTS FOR THE BUDGET ACCOUNT EQUAL ZERO. 17. MESSAGE: 'USER DOES NOT HAVE BUDGET INQUIRY CAPABILITY' MEANING: THE SECURITY SEGMENT FOR YOUR USER ID IS NOT CODED TO PERMIT INQUIRY TO THE ACCOUNTING-BUDGET DATABASE. 18. MESSAGE: 'USERID DOES NOT ALLOW INQUIRY FOR THIS BUDGET' MEANING: THE FRS DEPT/CAMPUS IS ASSIGNED TO A COST CENTER FOR WHICH YOU DOE NOT HAVE INQUIRY CAPABILITY. 19. MESSAGE: 'OBJECT CODE NOT NUMERIC....CORRECT AND RE-ENTER' MEANING: THE OBJECT CODE ENTERED MUST BE A NUMERIC VALUE. 20. MESSAGE: 'OBJECT DOES NOT EXIST...CORRECT OBJECT CODE AND RE-ENTER'. MEANING: THE OBJECT CODE ENTERED WAS NOT FOUND FOR THAT ITEM KEY. 21. MESSAGE: 'OBJECT DOES NOT EXIST WITHIN THIS BUDGET' MEANING: NO BUDGET ITEM CAN BE FOUND FOR THIS ITEM KEY. 22. MESSAGE: 'FRS DEPT/CAMP NOT FOUND WITHIN THIS FUND GROUP' MEANING: DATA EXISTS FOR THIS FUND GROUP, BUT NOT WITH THIS CODE. CHANGE THE CODE OR THE FUND GROUP. 23. MESSAGE: 'FUND GROUP NOT FOUND IN THIS BUDGET YEAR' MEANING: THE FUND GROUP CODE IS VALID, BUT NO DATA WAS FOUND FOR THE YEAR. CORRECT THE FUND GROUP OR THE BUDGET YEAR. 24. MESSAGE: 'BUDGET YEAR NOT FOUND IN DATA BASE' MEANING: NO DATA EXISTS FOR THE BUDGET YEAR ENTERED. 25. MESSAGE: 'THE OBJECT TABLE HAS REACHED ITS 504 ENTRY LIMIT ...CALL REGIONAL CO-ORDINATOR'. MEANING: THE TABLE THAT HOLDS THE OBJECT DATA HAS A 504 ELEMENT ENTRY LIMIT. THE PROGRAM HAS REACHED THAT LIMIT. THE REGIONAL COORDINATOR SHOULD BE CON- TACTED TO CORRECT THE PROBLEM. 6.0 SPECIAL FEATURES ---------------- 6.1 CALLING PROGRAMS: MST000 6.2 SUBPROGRAMS CALLED: N/A 6.3 MESSAGE CODES: N/A 7.0 PROGRAM OPTIONS --------------- ACCS00 XX - WHERE XX EQUALS LAST TWO DIGITS OF THE BUDGET YEAR. POSITION NAME VALUE DESCRIPTION 1 STATUS P BUDGET YEAR IS PAST C BUDGET YEAR IS CURRENT F BUDGET YEAR IS FUTURE 2 N/A 3-10 DATE XX/XX/XX DATE ACC410 LAST UPDATED THE DATA 8.0 PROGRAM CHANGE HISTORY ---------------------- 8.1 VERSION NO: V5.17 CHANGE DATE: 10/15/94 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: 00014670 DESCRIPTION OF CHANGE: NEW PROGRAM LIKE ACC210 FOR FRS DATA. 8.2 VERSION NO: V6.01 CHANGE DATE: 02/15/96 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: 16475 DESCRIPTION OF CHANGE: CHANGED PROGRAM TO SHOW BUDGET TRANSFERS (RECORD TYPE 4) BUT NOT COUNT THEM IN TOTALS. 8.3 VERSION NO: V7.02 CHANGE DATE: 06/15/98 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: NONE DESCRIPTION OF CHANGE: CHANGED PROGRAM TO WORK IN NEXT CENTURY. 8.4 VERSION NO: V7.02S CHANGE DATE: 06/15/98 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: ???? DESCRIPTION OF CHANGE: CORRECTED PROBLEM WITH READ TO THE OBJECT CODE MASTER.