Financial Services
Last Updated October 2015
Section 14
UniFi Training Manual
14. Document Query in UniFi Plus (UP)
Overview
Goal
The goal of this section is to provide UniFi users with the knowledge to query and
track the documents and information they require in the system.
Intended
Audience
UniFi users who will be querying the system for information about vendors, invoices,
cheques (checks), journal vouchers and other related documents.
Objectives
At the end of this section, you will able to:
 Query a requisition
 Query a purchase order
 Query a UniFi invoice
 Query a cheque (check)
 Query the return of purchased goods
 Query the receipt of goods
 Query a fixed asset
 Query an incomplete journal voucher
 Query a completed journal voucher
 Query NSIDs and vendor numbers
 Query a vendor invoice
 Query payment history for a specific vendor
 Query a fund to see its financial manager, default org code and associated
grant information (if applicable)
 Use Banner Document Management (BDM)
In this section
The following topics are covered in this section:
Topics
Querying Document History - FOIDOCH
Querying Incomplete Journal Vouchers - FGIJSUM
Querying Completed Journal Vouchers - FGIDOCR
Querying NSIDs and Vendor Numbers - FTIIDEN
Querying Vendor Invoice – FAIVINV
Querying Vendor Detail History - FAIVNDH
Querying Vendor History - FAIVHIS
Querying Fund Information – FTMFUND
Using Banner Document Management (BDM)
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Section 14
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Querying Document History
UniFi Form
Back to Topics
The Document History Form (FOIDOCH) displays the history of purchasing and
payment documents. It identifies related documents such as requisitions, purchase
orders, receiving documents, invoices, cheques (or checks), returns, receipts and
fixed assets. It also indicates the status of all documents.
Unlike View Document in Self Service UniFi, there is no fund / org security applied to
FOIDOCH. If you have a document number, you will be able to view the document
and all its other related documents.
Example:
 You have a Purchase Requisition number and wish to look up the Purchase
Order (PO) number for the requisition. Use FOIDOCH to query your Purchase
Requisition number. If a PO has been created for the requisition, FOIDOCH
will show you the PO number and allow you to view the PO.
 You have a PO number and wish to see if Receiving has been completed for
the PO. Use FOIDOCH to query the PO and view corresponding Receiving
documents.
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Section 14
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Accessing the
Document
History Form
Step
1.
Follow these steps to access and view the FOIDOCH screen.
Action
To access this form directly from PAWS:
PAWS> Admin Services> UniFi Plus> Document History (FOIDOCH)
OR
I.
II.
2.
Access UniFi Plus: PAWS> Admin Services> UniFi Plus> UniFi Plus
In the UniFi Plus main menu, enter FOIDOCH in the ‘Go to’ box and press
<Tab>
Enter a document type code in the Document Type field and <Tab> (see sample
codes below) or double-click to select one from the full Document Type list. (See
Step 4 for the list of document types that you can query using this form.)
Common document type codes:
 REQ = Purchase requisition
 PO = Purchase order
 RCV = Receiving document
 INV = Invoice
3.
In the Document Code field, enter the document number. It is recommended that
you know the document number. A search can be performed at this stage if you do
not - call UniFi Support on (306)-966 8783 for help with searching for a document
number.
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Section 14
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4.
Perform a Next Block function (or <Ctrl +Page Down>).
The cursor goes to the block that corresponds to the Document type and code
selected. The following are query forms associated with each of the blocks:








Requisition – Requisition Inquiry Form (FPIREQN)
Purchase Order – Purchase Order Inquiry Form (FPIPURR)
Invoice – Invoice/Credit Memo Query Form (FAAINVE)
Check – Check Payment History Form (FAICHKH)
Return – Returned Goods Validation List Form (FPIRTRN)
Receiver – Receiving Goods Query Form (FPIRCVD)
Asset Tag – Fixed Asset Master Query Form (FFIMAST)
Asset Adjustment – Fixed Assets Adjustment Query Form (FFIADJF)
5.
To view related documents, click on the document number to highlight the one you
wish to look up, then click on the Options menu and select the form you wish to
query, ie. ‘Invoice Information’
6.
To view the list of Status Indicators, select View Status Indicators from the Options
menu.
The list of Status Indicators will appear in front of the form.
Click the Cancel button to close the Status Indicators window.
7.
When finished viewing the document history, click the Exit icon.
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Section 14
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Querying Incomplete Journal Vouchers (JV’s)
UniFi Form
Back to Topics
The Journal Voucher (JV) Summary Form (FGIJSUM) displays detailed line item
information for a selected incomplete journal voucher, meaning a journal voucher
that has not been completed/ approved (posted) yet.
As an alternative to FGIJSUM – to view an incomplete/ not approved JV that was
prepared by yourself you can use FAST Finance Reporting. If you have misplaced a JV
number that you started, this is one way of locating the JV number.
I.
Log into PAWS> Admin Service> UniFi Self Service> FAST Finance Reporting
II.
In FAST’s main menu, leave all field blank and under “Desired Option” select
“Unposted Journal Entries” and hit <Enter>
III.
This will show you a list of JV, prepared by you, that are either incomplete or
awaiting approval (from Finance Reporting, FSD)
IV.
To view a JV in more details, click on the $ amount link for the JV
Accessing the
JV Summary
Form
Step
1.
Follow these steps to access and view the FGIJSUM screen.
Action
To access UniFi Plus: PAWS> Admin Services> UniFi Plus> UniFi Plus
In UniFi Plus, enter FGIJSUM in the ‘Go to…’ box, press <Tab>
2.
Enter journal voucher number in the Document field.
3.
Once the journal voucher has been entered, perform a Next Block function (or <Ctrl+
Page Down>).
Each line of the journal voucher will appear with the coding and amounts that have
been entered, as well as the document total.
If there is an error with a line, an ‘Error’ label will appear to the far left of the line. If
it can be posted, a ‘Postable’ label will appear.
To query another Journal Voucher, click the Rollback icon. To exit, click the Exit icon
to return to UniFi Plus main menu.
4.
5.
6.
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Section 14
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Querying Completed Journal Vouchers (JV’s)
UniFi Form
Back to Topics
The Document Retrieval Inquiry Form (FGIDOCR) displays detailed line item
information and descriptions for a completed journal voucher (JV), meaning a JV that
has been approved and posted.
Unlike View Document in Self Service UniFi, there is no fund / org security applied to
FGIDOCR. If you have a JV document number, you will be able to view the JV
regardless of your access to the CFOAPALs used.
Accessing the
Document
Retrieval Inquiry
Form
Step
1.
Follow these steps to access and view the FGIDOCR screen.
Action
To access this form: PAWS> Admin Services> UniFi Plus> UniFi Plus
Enter FGIDOCR in the ‘Go to’ box, press <Tab>
2.
Enter a journal voucher number in the Document field. If you do not know the JV
number, please contact UniFi Support for help – uniifuspport@usask.ca or call (306)
966-8783.
3.
Once the journal voucher has been entered, perform a Next Block function (or <Ctrl+
Page Down>).
Each line of the journal voucher will appear with the coding and amounts that have
been entered, as well as the description.
4.
5.
If the Text Exists box has a ‘Y’ in it, additional document text can be accessed by
clicking the Options menu, then ‘Document Text (FOATEXT)’.
6.
Click the Rollback icon to select another journal voucher or click the Exit icon to exit
the form and return to the menu.
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Section 14
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Querying NSIDs and Vendor Numbers
Back to Topics
UniFi Form
The Entity Name/ID Search Form (FTIIDEN) queries vendor names and numbers. This
form can also be used to search for NSIDs to identify employees.
Accessing the
Entity Name/ID
Search Form
Follow these steps to access and view the FTIIDEN screen.
Step
1.
Action
To access this form directly from PAWS:
PAWS> Admin Services> UniFi Plus> Name/ ID Search (FTIIDEN)
OR
I.
II.
2.
Access UniFi Plus: PAWS> Admin Services> UniFi Plus> UniFi Plus
In the UniFi Plus main menu, enter FTIIDEN in the ‘Go to’ box and press
<Tab>
If searching for a vendor number, leave Vendors box checked. Enter the name of the
vendor in the Last Name field. ie. ‘Audio Warehouse’. This field is case-sensitive.
If unsure of the name, use the % key as a wild card key to encompass all possibilities
in your search.
‘Audio%’ will bring back all vendors in the system that begins with ‘Audio’. Searching
‘%Audio%’, would bring back all vendors in the system that contain the word ‘Audio’.
Press F8, or the Execute Query icon to get search results.
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Section 14
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3.
If looking up an NSID, un-check the Vendor box, and check the All box. Type the
NSID, ie. ‘ABC123’ in to the ID Number field. Press F8, or the Execute Query icon to
get search results.
4.
Click the Rollback icon or F7 to start another query or click the Exit icon to exit the
form and return to the menu.
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Section 14
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Querying a Vendor Invoice
Back to Topics
UniFi Form
The Vendor Invoice Query Form (FAIVINV) displays detailed information about a
vendor invoice – even when the UniFi document number is not known.
Accessing the
Vendor Invoice
Query Form
Follow these steps to access and view the FAIVINV screen.
Step
1.
Action
To access this form: PAWS> Admin Services> UniFi Plus> UniFi Plus
Enter FAIVINV in the ‘Go to…’ box, press <Tab>
2.
Enter vendor number in the Vendor field or click on the arrow to search for a
specific vendor through FTIIDEN (See Section 14, Page 6).
3.
Once a vendor has been entered, select Next Block. <Ctrl+Page Down>
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Section 14
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4.
Enter Document # (UniFi generated invoice number) and press F8 to query invoice
or leave Document # field blank and press F8 to list all invoices pertaining to the
vendor.
5.
Use scroll bar to the right of vendor invoice information to view individual invoice
information. Invoice details appear at the bottom half of the form. The commodity
details and the status are indicated.
6.
Select the Rollback icon to select another vendor or click the Exit icon to exit the
form and return to the menu.
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Section 14
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Querying Vendor Detail History
Back to Topics
UniFi Form
The Vendor Detail History Form (FAIVNDH) displays and queries invoice/credit memo
history information for a selected vendor by fiscal year.
Accessing the
Vendor Detail
History Form
Follow these steps to access and view the FAIVNDH screen.
Step
1.
2.
Action
To access this form: PAWS> Admin Services> UniFi Plus> UniFi Plus
Enter FAIVNDH in the ‘Go to…’ box, press <Tab>
Enter vendor number in the Vendor field or click on the arrow to search for a
specific vendor through FTIIDEN (See Section 14, Page 6).
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Section 14
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3.
Once vendor has been selected, tab to Selection field and indicate a search
preference.
4.
Tab to Fiscal Year and select appropriate 2 digit period (e.g. 13) and perform a Next
Block function.
5.
Select the invoice you are querying and select the OPTIONS menu.
6.
The following queries are available from the OPTIONS menu
View Invoice Information (FAIINVE) – to view the detailed invoice
Commodity Information (FAICOMM) – lists all items on the invoice
View Vendor Invoice (FAIVINV)- described earlier in this section
Note: Use the scroll bar at the bottom of form to scroll to the right to see the
cheque (check) number the invoice was paid on.
7.
Select the form you wish to view. When finished viewing these forms, press the Exit
icon to return to FAIVNDH.
8.
Select the Rollback icon to select another vendor or click the Exit icon to exit the
form and return to the menu.
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Section 14
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Querying Vendor History
Back to Topics
UniFi Form
The Vendor History Query Form (FAIVHIS) provides a list of vendor invoice/credit
memo/payment transactions for a selected vendor in the system (including
terminated vendors).
Accessing the
Vendor History
Query Form
Follow these steps to access and view the FAIVHIS screen.
Step
1.
Action
To access this form: PAWS> Admin Services> UniFi Plus> UniFi Plus
Enter FAIVHIS in the ‘Go to…’ box, press <Tab>
2.
Enter vendor number in the Vendor field or click on the arrow to search for a
specific vendor through FTIIDEN (also in this section).
3.
Once vendor has been selected, perform a Next Block function.
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4.
Totals appear for the Number and Amount for each of the 3 columns for Credit
Memos, Open Invoices, and Paid Invoices.
5.
From the OPTIONS menu, select to view a list of one of Credit Memos, Open
Invoices, or Paid Invoices. This will show detailed activity indicating if the invoice has
been approved, completed, and/or cancelled.
6.
Click on Close to return to FAIVHIS.
7.
Select the Rollback icon to select another vendor or click the Exit icon to exit the
form and return to the menu.
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Section 14
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Querying Fund Information
Back to Topics
UniFi Form
The Fund Code Maintenance Form (FTMFUND) allows users to look up
background information for a fund such as its financial manager, fund
default org code, fund created date and associated grant information (if
applicable).
Accessing the Fund
Code Maintenance
Form
Follow these steps to access and view the FTMFUND screen.
Step
1.
Action
To access this form directly from PAWS:
PAWS> Admin Services> UniFi Plus> Fund Information (FTMFUND)
OR
I.
II.
Access UniFi Plus: PAWS> Admin Services> UniFi Plus> UniFi Plus
In the UniFi Plus main menu, enter FTMFUND in the ‘Go to…’ box and press
<Tab>
2.
In FTMFUND:
To start, hit F7 or the Enter Query button (on the toolbar).
3.
In Chart of Accounts, enter 1 (or 2 if you are querying a Chart 2 fund).
4.
Tab to the Fund field and enter your 6 digit fund number.
5.
Hit F8 or Execute Query button (on the toolbar) to execute your query for this fund.
6.
This will bring up the fund details, including grant number and name of financial
manager for the fund.
7.
To find out when the fund was first created, scroll down (if there is more than one
change to the fund information, a scroll bar will be visible on the right) to the last
entry, which is also the original entry for this fund.
On the original entry for the fund, the
field is when the fund is
active. When a fund is first set up, the 1st of the month is used in this field.
FRS funds (pre UniFi) would often have an “Effective Date” of May 1, 1999.
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8.
To start a new search for a different fund, repeat the instructions from step 1 OR
9.
To see grant details (if applicable), click on Options and from the list, select Grant
Information (FRAGRNT).
10. This will bring you to the Grant Maintenance Form page, with your grant number
already filled in, from your prior FTMFUND query.
11. To see grant details, hit Next Block (or <Ctrl+ Page Down>). This will bring up further
details, including start and end dates for the grant
To cycle through the Grant pages, use Next Block (or <Ctrl+ Page Down>). You will
eventually return to initial grant info page.
12. To return to the FTMFUND page, close the Grant page by clicking on the X (exit
button).
13. Back in FTMFUND, to start a new search for a different fund, repeat the instructions
from Step 1.
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Section 14
UniFi Training Manual
Accessing Documents using Banner Document Management (BDM)
Back to Topics
BDM allows Financial Services to attach supporting documentations (such as single source
justifications, quotes, POs and change request documents) to the relevant UniFi documents, allowing
Financial Services to share these documents with users. BDM is available through UniFi Plus or Self
Service UniFi.
Note:
 This is currently in use for Purchase Requisition and Purchase Order stages only
 In some cases, user must have access to the fund(s) and org(s) used in order to view the
uploaded supporting documents (fund/org security applies)
Using Banner Document Management (BDM) in UniFi Plus
1.
In UniFi Plus
While viewing a UniFi document in UniFi Plus, click on the Banner Document
Management (Banner Document Management (BDM)) icon
OR
In Self Service UniFi
Use “View Finance Document” to view a UniFi document. If available, Banner Document
Management (BDM) documents will be listed at the bottom of the page. Example:
2.
A new browser window (Application Xtender) will open up. You must allow pop-ups on
your browser setting
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3.
If there are no Banner Document Management (BDM) documents available for the
document or matching your fund/org security, you will see a “No Documents Found”
message
4.
If documents are available, you will see a screen similar to the example below.
Banner Document Management (BDM) Navigation
Logout
Open selected documents. There must be document(s) selected to use this function
Print selected documents. There must be document(s) selected to use this function
E-mail selected documents. There must be document(s) selected to use this function
Select all documents on the list
View this document only
Click here for more options for this document. Options include:
Select this document
Type of Document
5.
Close the browser window when you are done. You can only have one Banner
Document Management (BDM) tab / window open at any time.
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