2. OMWBE Screen Training June 20, 2007 SBCTC Presentation Mia Graves - CIS

3. Overview of Financial Management System CIS's Financial Management System (FMS) administers and manages financial and accounting functions for the community and technical colleges in Washington State. FMS is an integrated system of modules that includes:  Control Tables  Accounts Payable (including encumbrance and liquidation, disbursements, credit memo, and 1099 reporting)  AFRS (Agency Financial Reporting System)  Budget Management (including budget status, development, report writing, grants and contracts, capital projects)  Cashiering (including point of sale processing, application of financial aid, deposits, refund processing, and sponsorships)  Customer Accounts and Accounts Receivable (including invoicing and statements, automatic application of financial aid)  Fee Calculation  Fixed Assets (including facilities inventory, equipment inventory, and room utilization)  General Ledger Accounting (including revenue distribution, cost transfers, subsidiary ledgers for advances and reimbursables, fiscal year closing/opening)  Third-party software (facility maintenance and management)

4. Vendor Screen MM2001

5. Enter Vendor Number and press F2 for ADD.

6. Enter a Contract Number. Tab to next field.

7. Vendor Status – Default is “A” for Active. Tab to next field.

8. Type in Vendor Name. Tab to next field.

9. Vendor Type – Default is “B” for Business “I” for Individual Tab to next field.“E” for Employee

10. Type in Vendor Short Name – Optional. Tab to next field.

11. Small Bus Indicator not currently used. Tab to next field.

12. 1099 IND – Default is “N” for Not, a 1099 Vendor Tab to next field. “Y” for Yes, a 1099 Vendor

13. Type in the Federal Tax Identifier Number.

14. Not currently using Sales Tax Code. Tab to next field.

15. The Minority Ind is now called the Exception Code. The valid codes are: “E”, “S”, “N”, or “K”. See Web documentation for selection descriptions. Enter “E” for the Exception Code (Minority Ind) and tab to next field.

16. Minority Dates: Cert not being captured at this time. De-Cert not being captured at this time. Minority Pct not being captured at this time.

17. Type in the Business Address. Tab to next field.

18. Type in the Payment address. Tab to next field.

19. The rest of the fields are not used for MWBE Reporting but can be filled out if you want.

20. Press Enter and data is added. Screen goes back to beginning.

21. MWBE Classification Table – MM2003

22. Enter “CJ” and “K” and press F2 for “Add.”

23. Press Enter to complete the “Add” process.

24. Enter “EB” and “S” and press F2 for “Add.”

25. Press Enter to complete the “Add” process.

26. Enter “EB”, “50”, and “E” and press F2 for “Add.”

27. Press Enter to complete the “Add” process.

28. Enter “CJ”, “EB”, “50”, and “E” and press F2 for “Add.”

29. Press Enter to complete the “Add” process.

30. Enter “CJ”, “EB”, “50”, and “K” and press F3 for “Change.”

31. Enter “CJ”, “EB”, “50” and press F3 for “Change.” System will pull up the Current Exception Flag.

32. Enter “CJ”, “EB”, “50” and press F3 for “Change.” System pulled up the current Exception Flag which is “K.” Enter a new selection and press Enter to complete the “Change.”

33. Entered a “N” for new Exception Flag and press Enter to complete the “Change” process.

34. Enter “CJ”, “EB”, “50”, and “N” and press F5 for “Delete.”

35. Press F5 again to complete the “Delete” process.

36. “Delete” is now complete and that record is gone.

37. Enter information once more and press F4 for “Inquire.” You get the message: “Record does not exist.”

38. Clear the screen and press F6 for “Inquire” to get a list of everything in the table.

39. Subcontractor Table

40. Enter the Tax Id and Sub-Object and press F2 to “Add.”

41. Enter Vendor Name. Tab to next field.

42. Enter Contract Number. Tab to the month you want to enter data into.

43. Enter $ amounts in the appropriate month field. Press Enter to accept the data.

44. Enter Tax Id and Sub-Object and then press F3 for “Change.”

45. Change the August entry from 500.00 to 250.00. Press Enter to complete the “Change” process.

46. “Change” process is now compete and the screen goes back to the beginning.

47. Type in Tax Id number and Sub-Object. Press F4 for “Inquire.”

48. Shows you all entries for the corresponding data entered. Press F1 to “Refresh” the screen.

49. Press F6 to “List.”

50. Gives you a listing of all data in the table.

51. Thank You Mia M. Graves FMS Consultant Center for Information Services 3101 Northup Way, Suite 100 Bellevue, WA 98004-1449 Ph: 425-803-9708 Fax: 425-803-9652 mailto:mgraves@cis.ctc.edu Customer Support – 425-803-9721