0.009/21/98 DIANE LIVELY 1.0 PROGRAM NARRATIVE ----------------- THIS ONLINE INQUIRY PROGRAM IS USED TO DISPLAY ACCOUNTING BUDGET TRANSACTIONS FOR A PARTICULAR BATCH NUMBER, VOUCHER NUMBER, OR PO NUMBER WITHIN A BUDGET ACCOUNT. THE BUDGET ACCOUNT KEY CONSISTS OF THE BEGINNING AND ENDING BUDGET YEAR, FUND GROUP, AND FRS DEPARTMENT/CAMPUS. IF RECORDS ARE FOUND FOR THAT SELECTION CRITERIA, THE FOLLOWING INFORMATION WILL BE DISPLAYED: COST CENTER NAME, FRS DEPARTMENT NAME, OBJECT, VENDOR, BATCH NUMBER, PURCHASE ORDER NUMBER, VOUCHER NUMBER, STATUS CODE, AND ENCUMBRANCE OR EXPENDITURE AMOUNT. THIS PROGRAM IS THE FRS VERSION OF ACC220, 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. THIS PROGRAM CHECKS THE SECURITY SEGMENT IN THE CONTROL DATA BASE FOR THE USER'S ID. 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 ACCOUNTS 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 ACCOUNTS ASSIGNED TO THAT COST CENTER CAMPUS. 2.0 USER OPERATING INSTRUCTIONS --------------------------- 1. KEY IN THE FUND GROUP CODE, FRS DEPARTMENT/CAMPUS, AND BUDGET YEAR. THE FUND GROUP WILL DEFAULT TO '1' AND THE BUDGET YEARS WILL DEFAULT BASED ON THE TERM ENTERED ON THE MAIN MENU. KEY IN THE BATCH NUMBER, PURCHASE ORDER NUMBER, OR VOUCHER NUMBER. PRESS ENTER. 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. IF THERE ARE ADDITIONAL PAGES OF OUTPUT TO BE SHOWN, A MESSAGE WILL APPEAR INSTRUCTING THE USER TO PRESS THE APPROPRIATE PF-KEY TO VIEW ADDITIONAL RECORDS. * 3.0 SCREEN LAYOUT ------------- *-------------------------------------------------------------------------* ] TRANS. NO. ACC120 LT: :::::::: ::::::::::::::::::::::::: ] ] FRS BUDGET INQUIRY AS OF __/__/__ PF1 - NEXT ] ] PF2 - PREV ] ] FUND DEPT/CAMPUS BUDGET YEAR KEY ITEM AND BATCH NO, PF3 - FIRST ] ] __ ____ - _ __ - __ PO NO, OR VOUCHER NO, PF4 - LAST ] ] AND PRESS ENTER. ] ] COST CTR- ::::::::::::::::::::::::::: DEPT- ::::::::::::::::::::::::::: ] ] BATCH PO VOUCHER ] ] NUMBER NUMBER NUMBER ] ] :::::: ::::: ::::: ] ] ] ] 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. CTLFDEPT (READ) B. CTLCSTCR (READ) C. CTLFNDGR (READ) D. CTLPROPT (READ) E. 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 ACC220' 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/CAMPUS 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 BE PRESSED TO VIEW ADDITIONAL RECORDS. 13. 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. 14. MESSAGE: 'NO DATA FOUND FOR BATCH, PO, OR VOUCHER NUMBER ENTERED...CORRECT AND RE-ENTER' MEANING: ACC120 DID NOT FIND ANY RECORDS FOR THE SELECTION CRITERIA ENTERED. 15. MESSAGE: 'AMOUNTS FOR THE ABOVE BUDGET ACCOUNT EQUAL ZERO' MEANING: ALL OF THE OBJECT AMOUNTS FOR THE BUDGET ACCOUNT EQUAL ZERO. 16. 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. 17. MESSAGE: 'USERID DOES NOT ALLOW INQUIRY FOR THIS BUDGET CODE' MEANING: THE FRS DEPT/CAMPUS IS ASSIGNED TO A COST CENTER FOR WHICH YOU DO NOT HAVE INQUIRY CAPABILITY. 18. 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. 19. 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. 20. MESSAGE: 'BUDGET YEAR NOT FOUND IN DATA BASE' MEANING: NO DATA EXISTS FOR THE BUDGET YEAR ENTERED. 21. MESSAGE: 'BATCH, PO, OR VOUCHER NUMBER MUST BE ENTERED... CORRECT AND RE-ENTER' MEANING: THE BATCH, PURCHASE ORDER, AND VOUCHER NUMBER FIELDS ARE BLANK. YOU MUST SPECIFY ONE. 22. MESSAGE: 'MUST ENTER ONLY ONE DATA ITEM ON WHICH TO SEARCH ...CORRECT AND RE-ENTER' MEANING: THE USER MUST ENTER ONLY THE BATCH, PURCHASE ORDER, OR VOUCHER NUMBER. 23. MESSAGE: 'THE OBJECT TABLE HAS REACHED ITS 700 ENTRY LIMIT ...CALL REGIONAL COORDINATOR' MEANING: THE PROGRAM FOUND MORE DATA THAN IT CAN PROCESS UNLESS A PROGRAM CHANGE IS MADE. 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: V5.18 CHANGE DATE: 11/15/94 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: 00014682 DESCRIPTION OF CHANGE: NEW PROGRAM LIKE ACC220 FOR FRS DATA. 8.2 VERSION NO: V7.01 CHANGE DATE: 06/15/98 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: NONE DESCRIPTION OF CHANGE: PROGRAM CHANGED TO WORK IN THE NEXT CENTURY.