Frequently Asked Questions
Accounts Payable
Q1. What is the check
number and check date of a specific vendor?
A1. If the account number is known, but the vendor name is
not, then go to screen 23 to check if an Accounts Payable (AP) batch
was posted for the account. This screen will give the correct spelling
of the vendor name.
If the vendor name is known go directly to screen 102 and type the
vendor name in the field for the "VEND". This will automatically
refill the "VEND" field with the vendor number associated
with the vendor name that was input. Next go to screen 118 which will
list the check number, date and amount of the vendor.
Accounting
Q1. How much have I spent
so far and what do I have left to spend?
A1. Screen 19 is the subsidiary ledger account summary.
The column headed "Actual" tells how much has been spent
to date against the account. The "Encumb" column indicates
dollar amounts that, although not yet spent, are allocated for
an expense item. The final column, "Avail", represents
the remaining dollar amount in the account and is calculated by
subtracting the Actual and Encumb values from the first column
(Budget).
Q2. What is my
fund balance?
A2. Screen 18 displays the general ledger account summary.
Account Controls in the range from 3100 through 3900 represent
fund balances for various categories (tuition, loans, auxiliary,
agency, etc.).
Q3. A 4-ledger account has been switched to a 6-ledger. The 4-ledger
has an open commitment, which appears as paid in the 6-ledger
account. How does the open commitment get relieved correctly?
A3. Call the Accounting
Department. An accountant will investigate the situation. Several
steps are involved with this cleanup. The first would be to have
Purchasing delete the open commitment in the 4-ledger account
and transfer it to the 6-ledger. A budget would then have to be
set up by the Budget department and then Purchasing could relieve
the open commitment.
FRS System
Q1. What should I do when the password for my Logon Id expires?
A1. Your Logon Id
refers to your CMS account, also known as your mainframe account.
The instructions for changing the password for the mainframe account
can be found HERE.
Q2. What do I do if I have too many password violations and I
get locked out of my mainframe account?
A2. Call the Help Desk at 486-HELP(4357).
They will be able to assign a new password to your account.
Q3. Can I share my FRS 4-digit operator number and password with
another person?
A3. While the FRS
System Administrators cannot prohibit you from partaking in such
an activity, it is strongly discouraged for the following reasons:
- Sharing operator numbers & passwords may give others access
to account information that only you & your department head
should have.
- A person may be able to perform a function such as requisitioning
that only you are authorized to do. They may also inadvertently
change account data if they have access to such capabilities.
- The auditing process becomes meaningless. For instance, if a
screen change points to your operator number as the source of
the change and you have no recollection of ever making it, then
the source and reason for the change remains unknown and the audit
report useless.
|
