1. Washington State University AIS Account Balances March 2016 Presenter Karen Breese 509-335-2056 University Accounting kbreese@wsu.edu Controller’s Office, WSU Pullman Updated March 2016

2. Menu Screens & Objectives of Course 1 (PF1) Main Menu – Account Balances Main Menu 2 (PF2) Detail Menu – Account Detail 3 (PF3) File Access Menu – Specific, BUT Not geared for Dept Queries 4 (PF4) Download Menu – Download Data 5 (PF5) Find Accounts – Find/Locate account queries 6 (PF6) Code Titles – Display Code Titles, Brief Descriptions 7 (PF7) Cost Sharing – Cost Share information & ability to download Sponsored Programs grant or contract related Cost Share data. Where “PF” stands for the Function Key – usually at the top of the keyboard. Overall – Using, downloading and querying in AIS Balances.

3. 1.AIS stands for Administrative Information Systems Query ability of our Accounting Data. 2.Balances is one of the mainframe AIS applications built by WSU Central IT programmers. 3.Balances allows you to become familiar and more efficient in finding and understanding the WSU Accounting Activity: 4.Financial Data Query 5.Financial Data Downloads to Screen or PC 6.From the data, you can prepare your own reports.

4. Demonstration Hands-on demonstration of AIS Balances screens. We will now move through the Logon screen and Navigate from one Menu screen to another. Basic Navigation will be illustrated in each of the available (pf) 7 Menu screens.

5. Sign-on Screen 1 VTAM010 State laws, federal laws, and WSU policies prohibit unauthorized access and inappropriate use of these systems or data stored in them. For further details contact Information Technology at (509)335-HELP or see http://www.wsu.edu/~forms/HTML/EPM/EP8_University_Data_Policies.htm.. / /.SsSsssssss.. Washington State University.w".SSSSSSSSSSSSs". Information Technology.WW".SS""""SSSSSSSs"".WWWW SSS sSSSSSSSSSs. ""WWW "SSSSSS""""""S".WW wWWWw SSSS" V WWw.WWWWW SSSs powered by AIS -- Administrative Information System. "WWWWWWW "SSs z/OS wW" WWWWWWWw SSs.. TSO -------------------- MVS Text Editor WWWw.WWWWWWWW SSS U U wWWWWWWWWWWWWW SSS Uu uU wWWWWWWWW"WWWW".SSS UUuuuuUU wWWWWWWW". WWW".SSSS "UUUUUU".W" WWWW".S W" sSSSSS "UUUU".WW".SSS..sSSSSSS". "" W".sSSSSSSSSSSSSS W ".s"""""SSSSSSSS".WW. =>

6. Sign-on Screen 2 15:04:36 U: NETP5900 T: WTC11443 L: T2VN I: NetP-615 M: LAM 03/04/2016 -- NET-PASS Activity Table -- Level Application Application Rcv. Id Name Description Time ----- ----------- ------- ------------------------------ : PF20 AIS Administrative Info System > PF21 AIS Administrative Info System : PF22 AIS Administrative Info System : PF23 AIS Administrative Info System : PF24 AIS Administrative Info System 06 07 08 09 10 PASS Character : ! Suspend Key : PA2 Jump Key : For assistance call 335-3663 Max Sess.: 05 NET-PASS COMMAND: Printer :

7. Sign-on Screen 3 GNTP0200 Administrative Information System 14:58:08 03/04/16 GNSG0200 Customer Identification Screen Term. ID T00F ------------------------------------------------------------------------------- To Logon, Please enter the following information Procedure Number ( ) OPTIONAL User ID ( AISuserId) OPTIONAL Password ( xxxxxxxxx) OPTIONAL Application ID ( BALANCES ) OPTIONAL For assistance please press PF9 or call: (509) 335-4357 PF Key ( ) ------------------------------------------------------------------------------ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- APPL NEWS QUIT OPTNS NEWPW HELP QUIT

8. What is Account Balances ? Can view Details or Summarize accounting data. Also, can view the “Budget Statement.” What financial transactions does AIS Balances summarize? Payroll Revenues Receipts University Receivables Expenses: Payment Services Accounts Payable, P-Card, Travel Interdepartmental Requisitions (IRI) Allocations Discussion item: Encumbrances

9. Example Accounting Batch

10. Accounting Transactions

11. Main Menu: pf1 Key Account Balances – Main Menu The ‘home’ screen. Report 01 and Report 15 are used the most. Report 12 is handy for Departments. Review of two other Report 15 screens: 15S 15X

12. Main Menu: pf1 Key Screen 15 Main Menu: pf1 Key The Master account table displays Basic Info: Start Date Term or Ending Date Authorized Signatures Authorized Objects of expenditures Funding Identifies Area/College, Department and – if any: the Unit. From the Main Balances Menu, choose Report 15 and enter the 8 digits of the budget and project and the Enter key. Example: 29400001

13. Locating Transactions: pf2 Menu Account Detail Touch PF2 from a main menu to navigate to the Account Detail Menu. To find particular transactions in Balances. By Date By Accounting Reference By Accounting Document By Position By Description

14. pf3 Menu – Full File Access Menu Report 03 Transaction Detail may be of use: ACAB7003 ACCOUNT BALANCES/DETAIL 03/03/16 ACAB5003 FULL FILE ACCESS MENU ------------------REPORT----------------- ¦=======REPORT CRITERIA (#POS):====== NO. TITLE ¦ REQUIRED ¦ OPTIONAL ---- ------------------------------------ ¦-----------------¦------------------ 03 Transaction description detail ¦Description (1)¦Description(2-16) 07 Granting agency account summary ¦Agency (6)¦ ¦ +Exception (3)¦May specify 'all' ¦ +Program-sub (3)¦May specify 'all' 11 Granting agency program-sub totals ¦Same as No. 07 ¦Same as No. 07 13 RPA Members: budget vs actual ¦Rev. pool account¦Pool members: ¦ Budg + Proj (8)¦ Prog (3)+Budg (4) 14 RPA Members: Actual and balance ¦Same as No. 13 ¦Same as No. 13 49 Display one entire balance record ¦None ¦ ------------------------------------------------------------------------------- Report number: 03_ Report criteria: XEROX___________ Desired fiscal year: 16_ Type (B)egin-to-date/(F)iscal: F Section (E)xp/(R)ev: E Status (A)ctive/(I)nactive/(B)oth: A Period (M)onth-end/(T)o-date: T Detail Date range: 020116 THRU 030316 ------------------------------------------------------------------------------- PF1=Next Menu PF2=Detail Menu PF4=Download Menu PF5=Find Accounts PF> ____ PF6=Code Titles PF7=Cost Share Menu PF9=Help PF12=Main Menu The other pf3 Options 07 through 49 Reports are Specialized for Controller’s Office.

15. pf4 Menu – Downloading From any top menu in AIS Balances, Use the PF4 key to reach the Download Menu. Provides Summary View. May download to Excel-compatible files or review on-screen. Briefly discuss TN3270 Plus software and Entire Connection.

16. Locate Account Number: pf5 Find Accounts Locate budgets by name, or by entering a budget to find all the projects associated with it. Example: To find accounts that have the word “Revenue” in it, use Report 10 Type the word “Revenue” as the search criteria.

17. Information on Titles: pf6 Find Code Titles Descriptions for the following: Objects of Expenditure Sources: Revenue codings for Cash Deposits Funds and Subfunds Programs and SubPrograms

18. Cost Share Menu: pf7 Locate Cost Share-- Obligation and posted transactions. Dept Example: ACAB5007 ACCOUNT BALANCES 03/04/16 ACAB7007 Cost Share Inquiry Menu 10:25:59 Please select one of the following options: __ 01 Qry Detail by Account 02 Qry Detail by Dept 03 Qry Detail by WSU ID Number 04 Qry Summary by Account 05 Qry Summary by Area 06 Qry Summary by Dept 07 Cost Share Participation 08 List of Cost Share Accounts 09 Download Area Detail ------------------------------------------------------------------------------- PF1=Next Menu PF2=Detail Menu PF4=Download Menu PF5=Find Accounts PF6=Code Titles PF12 = Exit

19. Cost Share Menu: pf7 Review Cost Share-- Obligation and Posted transactions. ACAB5828 ACCOUNT BALANCES - COST SHARE DETAIL 03/04/16 by Account 10:30:36 From 00/00/00 Thru 99/99/99 Acct No: 3825-2647 Acct Beg Date: 01/01/15 Acct End Date: 12/31/15 Program: 11Z PI: STOCK, D ------------------------------------------------------------------------------ Employee Process Eff-E Off-C On-c Name WSU ID Date Date Pct Pct Obj Amount ------------------------------------------------------------------------------- FRENCH,BART PAUL 1234756 10/16/15 08/15 5.0 00 578.44 Object total 00 578.44 1234756 10/16/15 08/15 5.0 07 192.04 Object total 07 192.04 1234756 10/16/15 08/15 5.0 13 200.32 Object total 13 200.32 Employee/Item total 970.80 WICK,DEAN 9876543 10/06/15 08/15 100.0 00 7,571.22 Object total 00 7,571.22 9876543 10/06/15 08/15 100.0 07 2,513.65 Object total 07 2,513.65 9876543 10/06/15 08/15 100.0 13 2,622.07 Object total 13 2,622.07 PF1=Summary PF6=Cost Share Partic PF7=List Cost Shr Accts PF12=EXIT

20. And Questions? Where do I find - ? BPPM 30.07BPPM 30.07 covers AIS BALANCES and some basics. “Data Warehouse” - The mainframe data is sent to the Financial Data Warehouse. Business Objects software provides another query method to WSU accounting records and information for budgetary accounts including account balances, budget statements and accounting details by accessing this historicalData Warehouse See BPPM 85.48BPPM 85.48 Financial Data Warehouse website at: https://infotech.wsu.edu/DataWarehouse/Download.aspx

21. Presenter Karen Breese 509-335-2056 University Accounting kbreese@wsu.edu Controller’s Office, WSU Pullman Washington State University AIS Account Balances

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