DEPARTMENT OF FINANCIAL SERVICES
Division of Accounting and Auditing
FLorida
Accounting
Information
Resource
FLAIR
Procedures Manual
Chapters 8-21 of 37
September 1, 2007
Office of the Chief Financial Officer
Florida Department of Financial Services
FLAIR Education
Fletcher Building
101 E. Gaines Street
Tallahassee, Florida 32339
Florida Fact:
As of 2005, the
population of Florida
was 17,789,864
(4th in the nation)
(source: Florida Department of State)
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 8 INTRODUCTION TO TRANSACTIONS
1
Menu Screens
1
Selection (SEL) Field
8
Transfer between Screens
8
Transaction Input
10
General Input Requirements
14
Transaction Input Request Screens
14
Transaction Requirements
14
Input Errors
17
CHAPTER 9 GENERAL ACCOUNTING FUNCTION (GA)
1
TR10 - General Accounting
1
Inputting TR10 Transactions
2
Inquiring into TR10 Transactions
7
Updating TR10 Transactions
9
CHAPTER 10 BUDGET CONTROL (BC)
1
TR20 - Allotments
1
Inputting TR20 Transactions
2
Inquiring into TR20 Transactions
9
Updating TR20 Transactions
12
TR21 - Appropriations, Approved Budget, & Estimated Revenue
14
Inputting TR21 Transactions
15
Inquiring into TR21 Transactions
21
Updating TR21 Transactions
24
TR22 - Releases
26
Inputting TR22 Transactions
27
Inquiring into TR22 Transactions
33
Updating TR22 Transactions
35
TR29 - Automated Allotment Transfers
37
CHAPTER 11 ENCUMBRANCES & ENCUMBERED DISBURSEMENTS
1
TR60 - Encumbrances
1
Inputting TR60 Transactions
3
MyFloridaMarketPlace (MFMP) Encumbrances
9
Inquiring into TR60 Transactions
14
Updating TR60 Transactions
17
TR6S – The Encumbrance Subsidiary
19
Inquiring into the Encumbrance Subsidiary
21
Updating the Encumbrance Subsidiary
24
TR61 - Encumbrance Changes
28
TR70 - Encumbered Disbursements
31
Inputting TR70 Transactions
32
Inquiring into TR70 Transactions
42
Updating TR70 Transactions
45
CHAPTER 12 RECURRING PAYMENTS (RE)
1
Add Recurring Payments
1
Browse Recurring Payments
10
CHAPTER 13 UNENCUMBERED DISBURSEMENTS, DISBURSEMENT CORRECTIONS,
& REFUND OF OVERPAYMENT OF TAXES
1
Effective Date:
September 1, 2007
Supersedes:
2003
Table of Contents
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR51 - Unencumbered Disbursements
1
Inputting TR51 Transactions
2
Inquiring into TR51 Transactions
11
Updating TR51 Transactions
14
TR58 - Disbursement Corrections
15
Inquiring into TR58 Transactions
26
Updating TR58 Transactions
29
Automated TR58 Transactions
30
TR57 - Refund of Overpayment of Taxes
31
Inputting TR57 Transactions
31
Inquiring into TR57 Transactions
34
Updating TR57 Transactions
36
CHAPTER 14 DIRECT DEPOSIT RECEIPTS, JOURNAL TRANSFER RECEIPTS, &
RECEIPTS CORRECTIONS
1
Inputting TR30 Transactions
3
Inquiring into TR30 Transactions
9
TR96 – Journal Transfer Receipts
14
Inputting TR96 Transactions
15
Inquiring into TR96 Transactions
21
Updating TR96 Transactions
24
TR99 - Automated Journal Transfer Receipts
26
TR3S - Cash Receipts & Clearing Fund File
27
Inquiring into the Cash Receipts and Clearing Fund File
27
CHAPTER 15 TRANSFER FUNCTION (TF)
1
Browse Revenue Correction/Reallocation - Sending
12
Revenue Correction/Reallocation Maintenance. – Sending screen
14
Revenue Correlation/Reallocation Report Request – Sending
16
Browse Revenue Correction/Reallocation – Receiving
19
Revenue Corrections/Reallocation Report Request – Receiving
29
CHAPTER 16 ACCOUNTS RECEIVABLE TRANSACTIONS
1
TR90 Accounts Receivable
1
Inputting TR90 Transactions
2
Inquiring into TR90 Transactions
9
Updating TR90 Transactions
12
TR91 Memo Accounts Receivable
14
Inputting TR91 Transactions
14
Inquiring into TR91 Transactions
21
Updating TR91 Transactions
24
TR9S Accounts Receivable Subsidiary
25
Inquiring into the Accounts Receivable Subsidiary
26
Updating the Accounts Receivable Subsidiary
29
TR33 Direct Deposit Receivable Receipts
32
Inputting TR33 Transactions
34
Inquiring into TR33 Transactions
41
Updating TR33 Transactions
44
TR97 Journal Transfer Receivable Receipts
45
Inputting TR97 Transactions
47
Effective Date:
September 1, 2007
Supersedes:
2003
Table of Contents
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring Into TR97 Transactions
Updating TR97 Transactions
CHAPTER 17 CLEARING FUND TRANSACTIONS
TR31 Clearing Fund Receipts
Inputting TR31 Transactions
Inquiring into TR31 Transactions
Updating TR31 Transactions
TR34 Clearing Fund Receivable Receipts
Inputting TR34 Transactions
Inquiring into TR34 Transactions
Updating TR34 Transactions
CHAPTER 18 ACCOUNTS PAYABLE TRANSACTIONS
TR80 Unencumbered Payables
Inputting TR80 Transactions
Inquiring into TR80 Transactions
Updating TR80 Transactions
TR81 Encumbered Payables
Inputting TR81 Transactions
Inquiring into TR81 Transactions
Updating TR81 Transactions
TR8S Accounts Payable Subsidiary
Inquiring into the Accounts Payable Subsidiary
Updating the Accounts Payable Subsidiary
TR53 Payable Disbursements
Inputting TR53 Transactions
Inquiring into TR53 Transactions
Updating TR53 Transactions
CHAPTER 19 REVOLVING FUND TRANSACTIONS
TR52 Revolving Fund Unencumbered Disbursements
Inputting TR52 Transactions
Inquiring into TR52 Transactions
Updating TR52 Transactions
TR54 Revolving Fund Payable Disbursements
Inputting TR54 Transactions
Inquiring into TR54 Transactions
Updating TR54 Transactions
TR71 Revolving Fund Encumbered Disbursements
Inquiring into TR71 Transactions
Updating TR71 Transactions
TR59 Revolving Fund Disbursements Corrections
Inputting TR59 Transactions
Inquiring into TR59 Transactions
Updating TR59 Transactions
TR32 Revolving Fund Reimbursements
Inputting TR32 Transactions
Inquiring into TR32 Transactions
Updating TR32 Transactions
Effective Date:
September 1, 2007
Supersedes:
2003
53
56
1
1
2
9
12
13
15
21
24
1
1
2
13
16
17
18
24
26
28
30
33
37
38
47
50
1
1
3
10
13
14
16
24
27
29
39
42
44
45
47
49
50
51
52
54
Table of Contents
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR7S Revolving Fund File
Inquiring into the Revolving Fund File
CHAPTER 20 CASH RECEIPTS UTILITY FUNCTION (CP)
Treasury Receipt Processing
Treasury Receipt Corrections
Print Verified Treasury Receipts
Treasury Receipt Detail Inquiry
Treasury Receipt Nightly Processing
Receipts Removal
Clear the Clearing Fund Request/Receipts Reporting
Detail of Direct Deposits Reporting
CHAPTER 21 VOUCHER PROCESSING (VP)
Assigning Voucher and Voucher Line Numbers
Voucher Processing
Statistical Sampling
The Voucher Print Mini Menu
Voucher Printing
Voucher Summary Report
Voucher Reprint
Search for Voucher Numbers by Site
Effective Date:
September 1, 2007
Supersedes:
2003
55
56
1
2
4
5
5
6
7
9
11
1
1
2
6
35
36
41
45
45
Table of Contents
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 8 INTRODUCTION TO TRANSACTIONS
A transaction consists of two or more entries interpreting a financial event in bookkeeping
terms and showing the accounts to be debited and credited. In FLAIR, accounting entries are
recorded through Transaction Types. Each Transaction Type contains formatted input
screens that are used to retrieve data from the Expansion Files and/or Subsidiary Files and
for individual operator input.
Since most of the data required to record a transaction will be retrieved from the Expansion
and/or Subsidiary Files, the operator will have to input only a minimum amount of data. For
example, to record an encumbered disbursement the operator would need to input only the
encumbrance document and line number, the amount, and the invoice number. The system
will generate the entries.
Menu Screens
There are two types of Menu screens in FLAIR, the Accounting Menu screen and the
Function Mini Menu screens. The Accounting Menu screen is a listing of all Accounting
Functions accessible within a sign-on. Whereas the Function Mini Menu screens list the
Transaction Types within a function and the available screen selections (SEL) for each
Transaction Type.
To access the Accounting Menu Screen leave the TYPE and SEL fields at the bottom of the
Access Control Sign-on screen blank or enter PF4 at the bottom of any screen and depress
the ENTER key. See Chapter 3. The Function Mini Menu screens may be accessed by
entering a Function Code in the TYPE field at the bottom of any screen, leaving the SEL field
blank, and depressing the ENTER key.
The Accounting Menu screen and the Function Mini Menu screens related to transactions are
shown on the following pages.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Main Accounting Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
MNMU
09/03/2007
09:54:22
MENU
SEC FC
I
U
U
U
U
U
U
U
U
U
U
U
U
AB
AP
CD
CP
DM
EX
GA
PE
RP
SC
TG
TP
VP
DESCRIPTION
SEC FC
AVAILABLE BAL.
ACCTS PAYABLE
PURCHASING CARD
CASH RCPTS UTIL
DIR/MANAGER FILE
EXPANSION
GEN ACCOUNTING
PERIOD END
IMMEDIATE REPORTS
STATE CFO FILES
TITLE - GRANTS
TITLE - PROPERTY
VOUCHER PRINT
U
U
U
U
U
U
U
U
U
U
U
U
U
DESCRIPTION
AD
AR
CF
CR
EN
FA
GI
PJ
RP
TC
TI
VC
VR
ACCOUNT DESC
ACCTS RECEIVABLE
REQ FOR CERT
CASH RECEIPTS
ENCB & ENCB CHG
FA - ACCOUNTING
GRANT INFO
PROJECT INFO
RECURRING REPORTS
TITLE - CONTRACTS
TITLE - GENERAL
VENDOR-CLIENT
VENDOR-REGULAR
SEC FC
U
U
U
U
U
U
U
U
U
U
U
U
I
AM
BC
CI
DB
ES
FC
IT
RE
RV
TF
TJ
VE
VS
DESCRIPTION
ALLOCATION MATRIX
BUDGET CONTROL
CONTRACT INFO
DISBURSEMENTS
ENCB - SPURS
FA - CUSTODIAL
INVOICE TRACKING
RECURRING PAYMENT
RECEIPT VERIF
TRANSFERS
TITLE - PROJECTS
VENDOR-EMPLOYEE
VENDOR-STATEWIDE
TYPE:
SEL:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
DAC
General Accounting Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GAMU
09/03/07 09:55:54
GENERAL ACCOUNTING MINI MENU
TYPE
10 GENERAL ACCOUNTING
11 MASTER FILE LTD ADJUSTMENTS
SEL OPTIONS
S,I
S,I
SEL
S SINGLE INPUT
I SINGLE INQUIRY
NOTE:
SINGLE UPDATE (U) WITH EXPANDED DATA SCREEN IS ACCESSIBLE
ONLY FROM 'I' SEL OPTION.
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Budget Control Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
BCMU
09/03/07
09:57:20
BUDGET CONTROL MINI MENU
TYPE
20 ALLOTMENTS
21 APPROP, APRVD BUDGET, EST REVENUE
22 RELEASES
SEL
A
S
M
I
SEL OPTIONS
A,S,M,I
A,S,M,I
A,S,M,I
MULTIPLE INPUT
SINGLE INPUT WITH EXPANDED DATA DISPLAY
MULTIPLE INQUIRY
SINGLE INQUIRY WITH EXPANDED DATA DISPLAY
NOTE:
SINGLE UPDATE (U) WITH EXPANDED DATA DISPLAY ACCESSIBLE ONLY FROM 'M' AND 'I' SEL OPTIONS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Encumbrances Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ENMU
09/03/07
09:58:12
ENCUMBRANCES MINI MENU
TYPE
60 ENCUMBRANCES
61 ENCUMBRANCE CHANGES
6S ENCUMBRANCES SUBSIDIARY LEDGER
SEL
A
S
M
I
U
SEL OPTIONS
A,S,M,I
M,I
M,I,U
MULTIPLE INPUT
SINGLE INPUT WITH EXPANDED DATA DISPLAY
MULTIPLE INQUIRY
SINGLE INQUIRY WITH EXPANDED DATA DISPLAY
SINGLE UPDATE WITH EXPANDED DATA DISPLAY (6S ONLY)
NOTE:
SINGLE UPDATE (U) WITH EXPANDED DATA DISPLAY FOR TYPE 60 ACCESSIBLE ONLY FROM 'M' AND 'I' SEL OPTIONS.
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Disbursements Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DBMU
09/03/2007 10:02:10
DISBURSEMENTS MINI MENU
TYPE
51
52
53
54
57
58
59
70
71
7S
UNENCUMBERED DISBURSEMENTS
REVOLVING FUND UNENCUMBERED DISBURSEMENTS
PAYABLES DISBURSEMENTS
REVOLVING FUND PAYABLES DISBURSEMENTS
OVERPAYMENT OF TAXES
DISBURSEMENTS CORRECTION
REVOLVING FUND DISBURSEMENTS CORRECTION
ENCUMBERED DISBURSEMENTS
REVOLVING FUND ENCUMBERED DISBURSEMENTS
REVOLVING FUND SUBSIDIARY LEDGER
SEL
A
S
M
I
MULTIPLE INPUT
SINGLE INPUT WITH EXPANDED DATA DISPLAY
MULTIPLE INQUIRY
SINGLE INQUIRY WITH EXPANDED DATA DISPLAY
SEL OPTIONS
A,S,M,I
A,S,M,I
A,S,M,I
A,S,M,I
S,I
A,S,M,I
A,M
A,S,M,I
A,S,M,I
M,I
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Recurring Payments Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DREQMN
OCT 21,07
Code
---RM
VN
RI
PS
***** Recurring Payments Mini Menu *****
DREMMN
10:03 AM
Function
------------------------------------------------------Add Recurring Payment
Browse Recurring Payment By Vendor Number
Browse Recurring Payment By Recurring Payment ID
Browse Recurring Payment Schedule
Code: __
TYPE
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--HELP QUIT RETRN MAIN FLIP
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Cash Receipts Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CRMU
09/03/07
10:04:52
CASH RECEIPTS MINI MENU
TYPE
30
31
32
33
34
96
97
3S
SEL
A
S
M
I
DIRECT DEPOSIT RECEIPTS
CLEARING FUND RECEIPTS
REVOLVING FUND REIMBURSEMENTS
DIRECT DEPOSIT RECEIVABLES RECEIPTS
CLEARING FUND RECEIVABLES RECEIPTS
JT RECEIPTS
JT RECEIVABLES RECEIPTS
CASH RECEIPTS & CLEARING FUND FILE
SEL OPTIONS
A,S,M,I
A,S,M,I
A,M
A,S,M,I
A,S,M,I
A,S,M,I
A,S,M,I
M,I
MULTIPLE INPUT
SINGLE INPUT WITH EXPANDED DATA DISPLAY
MULTIPLE INQUIRY
SINGLE INQUIRY WITH EXPANDED DATA DISPLAY
NOTE:
SINGLE UPDATE (U) WITH EXPANDED DATA DISPLAY ACCESSIBLE ONLY FROM 'M' AND 'I' SEL OPTIONS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Revenue to Revenue Transfer Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DTFQMN
Jul 22,07
***** REVENUE TRANSFERS MINI MENU *****
DTFMMN
09:48 AM
CODE FUNCTION
---- ----------------------------------------------------------------------SENDING:
*L1-L5
*EO VR *OBJECT
RV
ADD REVENUE CORR/REALLOC
85********* __ __ ______
RS
BROWSE REVENUE CORR/REALLOC
RQ
REVENUE CORR/REALLOC REPORT REQUEST
RECEIVING:
RR
BROWSE REVENUE CORR/REALLOC
RC
RECEIPTS REPORT REQUEST
CODE: __
TYPE: __
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--HELP QUIT RETRN MAIN FLIP
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Accounts Receivable Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ARMU
09/03/07
10:05:28
ACCOUNTS RECEIVABLE MINI MENU
TYPE
90 ACCOUNTS RECEIVABLE
91 MEMO ACCOUNTS RECEIVABLE
9S ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER
SEL
A
S
M
I
U
SEL OPTIONS
A,S,M,I
A,S,M,I
M,I,U
MULTIPLE INPUT
SINGLE INPUT WITH EXPANDED DATA DISPLAY
MULTIPLE INQUIRY
SINGLE INQUIRY WITH EXPANDED DATA DISPLAY
SINGLE UPDATE WITH EXPANDED DATA DISPLAY (9S ONLY)
NOTE:
SINGLE UPDATE (U) WITH EXPANDED DATA DISPLAY ACCESSIBLE ONLY FROM 'M' AND 'I' SEL OPTIONS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Accounts Payable Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
APMU
09/03/07 10:06:23
ACCOUNTS PAYABLE MINI MENU
TYPE
80 UNENCUMBERED PAYABLES
81 ENCUMBERED PAYABLES
8S ACCOUNTS PAYABLE SUBSIDIARY LEDGER
SEL
A
S
M
I
U
SEL OPTIONS
A,S,M,I
S,I
M,I,U
MULTIPLE INPUT
SINGLE INPUT WITH EXPANDED DATA DISPLAY
MULTIPLE INQUIRY
SINGLE INQUIRY WITH EXPANDED DATA DISPLAY
SINGLE UPDATE WITH EXPANDED DATA DISPLAY (TYPE 8S ONLY)
NOTE:
SINGLE UPDATE (U) WITH EXPANDED DATA DISPLAY FOR TYPES 80 AND 81 ACCESSIBLE ONLY FROM 'M' AND 'I' SEL OPTIONS.
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Request for Certifications Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CFMU
09/03/07
10:07:03
1SX - REQUEST FOR CERTIFICATIONS - MINI MENU
REQUEST FOR CERTIFICATIONS - MULTIPLE UPDATE
DOC-TYPE
DOC-NO
DOC-LINE
REQUEST FOR CERTIFICATIONS - FIXED CAPITAL OUTLAY
SEL
PROJECT
SEL
A
I
U
ID
BUDGET ENTITY
0
FUND
0
CATEGORY
0
YEAR
IBI
0
ADD FCO CERTIFICATION REQUESTS
INQUIRE INTO FCO CERTIFICATION REQUESTS
UPDATE FCO CERTIFICATION REQUESTS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
State CFO Central Accounting Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
SCMU
09/03/2007
10:09:56
STATE CFO CENTRAL ACCOUNTING MINI MENU
SEC FC
I
I
I
I
I
I
I
I
I
I
I
I
AA
CT
ET
NA
PC
PW
SA
TH
TR
VA
VH
WC
DESCRIPTION
ACCOUNT CODE
CONTRACT PAYMENT
EFT AUTHORIZATION
NEW ACCOUNT CODE
PROMPT PAYMENT COMPLIANCE
PAID WARRANT INDEX
ACCOUNT BALANCE
EMPLOYEE TRAVEL HISTORY
DETAIL TRANSACTION
AUDIT SUMMARY
VENDOR HISTORY
WARRANT CANCELLATION
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Selection (SEL) Field
The Selection (SEL) field is found at the bottom of all screens. When a Transaction Type is
entered in the TYPE field, a valid Selection code must be entered in the SEL field. The
requested transaction screen will then be returned. The available transaction screen
selection codes are:
S-
Single Input, to input one transaction at a time with its full
Expansion File and/or Subsidiary data displayed.
A-
Multiple Input, to input several transactions at a time with no
Expansion File and/or Subsidiary data displayed. The number of
transactions that may be entered varies with the Transaction
Type.
I-
Single Inquiry, to view one transaction at a time with its full
Expansion File and/or Subsidiary data displayed.
M-
Multiple Inquiry, to view several transactions at a time with no
Expansion File and/or Subsidiary data displayed. The number of
transactions displayed varies with the Transaction Type.
U-
Single Update, to update one transaction at a time with its full
Expansion File and/or Subsidiary data displayed.
Transfer between Screens
On all transaction screens (including the Mini Menu screens) in the lower right corner, the
TYPE and SEL fields will be displayed. These fields may be used to transfer to a different
screen and/or Transaction Type. The PF (Program Function) keys are also available to
transfer to a different screen. The TYPE field is used to transfer to a different function or
Transaction Type; the SEL field is used to transfer to a different screen selection within a
Transaction Type; and the PF keys are used to page; to escape; to update or to access the
Menu screens. All Function codes are alpha codes, and if alpha codes are entered in the
TYPE field, the SEL field must always be blank. Transaction Types are alphanumeric codes,
and when alphanumeric codes are entered in the TYPE field, the SEL field cannot be blank.
A list of the options available follows.
To access a Function Mini Menu screen, enter the Function code in the TYPE field, leave the
SEL field blank, and depress the ENTER key.
To transfer to a different Transaction Type, enter the Transaction Type in the TYPE field, the
screen selection code in the SEL field, and depress the ENTER key. Transfer to and from
any Transaction Type or Accounting Function is allowed on all transaction screens.
To transfer from single inquiry to update within the same Transaction Type, enter the screen
selection code in the SEL field and leave the TYPE field blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
To transfer from multiple inquiry to single inquiry or update within the same transaction type,
enter an "I" for single inquiry or a "U" for single update in the X field next to the line item to be
returned on single inquiry or update.
The Program Functions (PF) are also available for transfers. Leave the TYPE and SEL fields
blank, and depress the appropriate PF key. The PF options available are:
PF3
To update the Daily Input File while in the add or update mode and return to
the Function Mini Menu screen; this PF may also be used while in the inquiry
mode to transfer to the Function Mini Menu.
PF4
To update the Daily Input File while in the add or update mode and return to
the Main Accounting Menu screen; this PF may also be used while in the
inquiry mode to transfer to the Main Accounting Menu.
PF5
To refresh the screen and display the screen as it appeared before any input
was made.
PF6
To return to the last requested screen and accounting transaction; this PF
function is best used if you have made an inquiry, paged forward with the PF8
key, and then need to return to the first page of inquiry.
PF8
To page forward one screen at a time while in the inquiry or update mode.
PF12 To avoid updating the Daily Input File while in the add or update mode; e.g., if
an add screen has been accessed and it is determined that the transaction
should not be added, PF12 will avoid updating and return the original request
screen.
All valid Program Function keys except PF12 override any codes input in the TYPE and SEL
fields. If TYPE and SEL are input, and the PF12 key is depressed, the displayed input or
update screen will not be processed, and the requested TYPE and SEL will be returned.
A NEXT line is also included on all transaction screens except the update screens. This line
is used to request a new record within the same Transaction Type and within the same SEL
(selection) type. Use of this next request line avoids having to access an additional screen
when the operator is not changing Transaction Types. If TYPE and SEL are input, the system
ignores any request made on the next request line.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction Input
The Florida Accounting Information Resource (FLAIR) is an automated, double entry
accounting system. To record an accounting transaction into an agency's FLAIR records, the
operator will input only the information necessary for the system to generate all of the entries
needed to record that accounting event. The Transaction Type, State Fund Type, and Object
code entered will tell the system what entries to generate and which on-line files to update.
Transactions are recorded through Transaction Types. There are twenty-four Transaction
Types available for input, and all Transaction Types except Transaction 10 are automated. In
TR10, the operator must input both the debit and credit entry. The following is a list of
Transaction Types available for input into FLAIR and chapters for the write up on each
transaction.
Chapter
Transaction Input type used
TR10 - General Accounting
9
TR20 – Allotments
10
TR21 - Appropriations, Approved Budget, Est. Revenue
10
TR22 – Releases
10
TR30 - Direct Deposit Receipts
14
TR31 - Clearing Fund Receipts
17
TR32 - Revolving Fund Reimbursements
19
TR33 - Direct Deposit Receivable Receipts
16
TR34 - Clearing Fund Receivable Receipts
17
TR51 - Unencumbered Disbursements
13
TR52 - Revolving Fund Unencumbered Disbursements
19
TR53 - Payable Disbursements
18
TR54 - Revolving Fund Payable Disbursements
19
TR57 – Overpayment of Taxes
13
TR58 - Disbursement Corrections
13
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction Input Type
Chapter
TR59 - Revolving Fund Disbursement Corrections
19
TR60 – Encumbrances
11
TR70 - Encumbered Disbursements
11
TR71 - Revolving Fund Encumbered Disbursements
19
TR80 - Unencumbered Payables
18
TR81 - Encumbered Payables
18
TR90 - Accounts Receivable
16
TR91 - Memo Accounts Receivable
16
TR94 – Revenue to Revenue Transfer
15
TR96 – Journal Transfer (JT) Receipts
14
TR97 – Journal Transfer (JT) Receivable Receipts
16
A chart of how these transaction types interrelate is on the next page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
DISBURSEMENTS
CASH RECEIPTS
TR10
Gen
Acct
TR59
558
TR51
TR90
A/R
Unenc
Disb
TR9S
A/R
Subs
TR20
TR91
TR52
Rvl.fd
Unenc.
Disb.
Allot
TR22
Memo
A/R
TR 59
TR21
Approp
Est Rev
Appd Bd
TR70
Enc
Disb
TR60
TR6S
Enc
Enc
Subs
TR71
Rvl Fd
Enc
Disb
TR81
TR94
TR96
Rev. to
Rev
Transfer
JT
Receipt
TR58
TR33
Dir Dep
Receiv
Receipt
TR30
Dir.dep
Receipt
TR3S
Csh Rec
& Clr
Fd File
TR59
Enc
Pay
TR31
Clr Fd
Receipt
TR58
TR34
Clr Fd
Receiv
Receipt
TR53
Pay
Disb
TR80
TR8S
Unenc
Pay
Pay
Subs
TR7S
TR32
Rvl Fd
File
Rvl Fd
Reimb
TR97
JT
Receiv
Receipt
TR54
Rvl Fd
Pay
Disb
CP
Function
TR59
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction Data Reference Table
TR1S
TR07
TR08
TR09
TR10
TR20
TR21
TR22
TR29
TR30
TR31
TR32
TR33
TR34
TR3S
TR51
TR52
TR53
TR54
TR57
TR58
TR59
TR60
TR61
TR6S
TR70
TR71
TR79
TR7S
TR80
TR81
TR8S
TR90
TR91
TR94
TR96
TR97
TR98
TR99
TR9S
Effective Date:
September 1, 2007
Numerical Listing of All Transaction Types
Request for Certification
Certified Forward Processing
Automated Opening Entries
Automated Closing Entries
General Accounting (GA)
Allotments (BC)
Appropriations, Approved Budget, and Estimated
Revenue (BC)
Releases (BC)
Automated Allotment Transfers (BC)
Direct Deposit Receipts (CR)
Clearing Fund Receipts (CR)
Revolving Fund Reimbursements (CR)
Direct Deposit Receivable Receipts (CR)
Clearing Fund Receivable Receipts (CR)
Cash Receipts and Clearing Fund File (CR)
Unencumbered Disbursements (DB)
Revolving Fund Unencumbered Disbursements (DB)
Payable Disbursements (DB)
Revolving Fund Payable Disbursement (DB)
Refund of Overpayment of Taxes (DB)
Disbursement Corrections (DC)
Revolving Fund Disbursement Corrections (DC)
Encumbrances (EN)
Encumbrance Change (EN)
Encumbrances Subsidiary Ledger (EN)
Encumbered Disbursements (DB)
Revolving Fund Encumbered Disbursements (DB)
Automated Expense Refund
Revolving Fund Subsidiary File (DB)
Unencumbered Payables (AP)
Encumbered Payables (AP)
Accounts Payable Subsidiary Ledger (AP)
General Ledger Accounts Receivable (AR)
Memo Accounts Receivable (AR)
Revenue to Revenue Transfer (TF)
Journal Transfer Receipts (CR)
Journal Transfer Receivable Receipts (CR)
Automated Clear the Clearing Fund (CP)
Automated Journal Transfer Receipts (CR)
Accounts Receivable Subsidiary Ledger (AR)
Supersedes:
2003
Chapter
26
26
25
25
9
10
10
10
10
14
17
19
16
17
14
13
19
18
19
13
13
19
11
11
11
11
19
20
19
18
18
18
16
16
15
14
16
20
14
16
Chapter 8
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
General Input Requirements
Transaction Input Request Screens
All transaction types except TR10 require that data from the Expansion Files be retrieved and
included in the transactions. The Transaction Input Request screens are used to tell the
system which Expansion records to retrieve. Most input request screens contain the following
data codes.
L1 L2 L3 L4 L5
Organization; 11 numeric; required; operator's organization
security clearance is displayed on the screen.
EO
Expansion Option; 2 alphanumeric; required for all transactions
except TR 10; defaults to "00", the standard option, if left blank.
VR
Expansion Option Version; 2 numeric; optional; defaults to the
current version if left blank.
OBJECT
Object Code; 6 numeric; optional; it is used in conjunction with
the Set Indicator in an Option record to identify and retrieve
Expansion Set data.
PPI
Prior Period Indicator; 1 alphanumeric; optional; specifies
which accounting records are to be updated. The valid
indicators are:
Y=
Prior year records
M=
Prior month, current year records
Blank = Current month, current year records
Once the transaction input request data has been entered, the ORG, EO, VR, OBJ, and PPI
are returned protected on the input screen.
Transaction Requirements
Certain data codes are required for all transactions. Some of these codes must be input by
the operator, some are retrieved from the Expansion Files or Subsidiary Files, and some
default to certain values if left blank. The following is a list of required data codes and input
standards.
DOC-NO
Document Number; 7 alphanumeric; required for all
transactions except disbursement transactions; the first
character of the DOC-NO is displayed on the screen and is
protected.
TRN-DT
Transaction Date; 8 numeric; MMDDYYYY; defaults to current
date if left blank; except disbursement transactions date
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
defaults to current year; MMDD must be inputted and YYYY
may be overridden.
AMOUNT
10.2 numeric; ten positive or negative digits to the left of the
decimal and two digits to the right of the decimal ( 9999999999.99); positive amounts record increases except on
TR 10 where they record debits; negative amounts record
decreases except on TR10 where they record credits; positive
amounts are input without a sign; negative amounts are input
with the negative sign (hyphen) in front of the amount (100.50); the amount cannot equal "0"; the decimal is required
when cents are recorded.
GL
General Ledger Code; 5 numeric; required input if not retrieved
from the Expansion Set File or the Subsidiary Files; may be
overridden on single input screens.
CAT
Appropriation Category or Revenue Source; 6 numeric;
required for all transactions except some TR10 entries;
required on TR10 if input GL code is 122**, 131**, 134**,
7****, 931**, or 941**; must be input if not retrieved from the
Expansion Set File or Subsidiary Files; may be overridden on
single input screens.
PROGRAM
State Program Code; 16 numeric; required for all
expenditure/expense transactions; retrieved from the Expansion
Option record or Subsidiary Files except on TR10 entries not
accessing the Expansion Files; may be overridden on single input
screens.
GF SF FID
Fund; 9 numeric; required; retrieved from the Expansion Option
Record or the Subsidiary Files; on TR10 entries not accessing the
Expansion File, fund must be entered; always protected on all
other input screens, i.e. cannot be changed.
BE
Budget Entity; 8 numeric; required for expenditure transactions;
retrieved from the Expansion Option record or the Subsidiary
Files; on TR10 entries not accessing the Expansion Files, BE
must be entered.
IBI
Internal Budget Indicator; 2 numeric; optional; retrieved from the
Expansion Option record or the Subsidiary Files; on TR10 entries
not accessing the Expansion Files, IBI must be entered.
A chart of Minimum Input Requirements for each Transaction Type is on the next page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
FLAIR Minumun Input
Requirements
TR#
DOC SUB SUB
NO DOC LINE
R
MBI ORG
EO
10
Gen. Accounting
20
Allotments
R
R
R
21
R
R
R
22
Appro.Appr.Bdgt,
Est.Rev.
Releases
R
R
R
30
C/R Direct Deposit
R
R
R
R
+/-
31
R
R
R
R
+/-
32
CLR Fd. Cash
Receipts
RVL Fl. Reimburse
R
R
33
A/R Receipts
R
R
R
+/-
34
A/R CLR Fd.
Receipts
Unencumbered Disb.
R
R
R
+/-
51
52
R
OBJ AMT SUB VEN
GL
D
+/-
INV
**
+/#
CAT
GL FUND PRO TRN
G
DT
R
R
*
R
+/-
R
R
+/-
R
R
+/-
R
R
R
+/-
R
R
R
R
R
R
+/-
R
R
R
54
RVL.Fd.Unecum.
Disb.
Payable
Disbursements
RVL.Fd.Pay.Disb.
58
Disburse. Corrections
59
RVL.Fd.Disb.Correct.
60
Encumbrances
70
Encumbered Disb.
R
R
+
R
R
71
RVL Fd. Encumb.
Disb.
Unencumbered
Payables
Encumbered
Payables
Accounts Receivable
R
R
+
R
R
53
80
81
90
91
96
Memo Accts.
Receivable
Revenue to Revenue
Transfer
JT Receipts
97
JT A/R Receipts
94
R
Blank
#
R+
RRT
R
R
+
R
R
R
R
+
R
R
R
R
R
R+
+/-
R
R
R
R
R
R
R
+
R
+
R
R
R
R
R
+/-
R+
R
R
R
+/-
R
R
R
RRT
R
R
R
+/-
R
R
R
R
****
+
R+
R
R
+/***
R
R
R
R+
R+
R
R
R
R
R
RRT RRT
R
+/-
Required
*
Required if Expend. Obj. Code or Expend. G.L. Code entered
Optional/Generated
**
Required if G.L. Code is 122**,131**,134**,7****,931**,941**
Not Applicable
***
Required for Memo and Blanket Encumbrances
- Req. if BC-GL=91100
****
Required for Regular and Blanket Encumbrances
- RCV-DT, optional for TR 60, 90, 91, required for TR 80, 81
Additional requirements for sender and receiver information, see Chapter 15..
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 8
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Input Errors
Before transactions are accepted into the FLAIR system, they are edited on-line for certain
input requirements. If an error is detected, the transaction is not processed and an error
message is displayed at the top of the screen. The cursor will be positioned at the detected
in error and the operator may then type in the correct data, and depress the ENTER. The
screens are edited from top to bottom, one line at a time, and no entries on the screen are
accepted for input until all errors are corrected. A list of input edits follows:
1.
All required data input fields are checked. If an error is detected, the message
“(identified data code) is required” is displayed at the top of the screen.
2.
All alphanumeric fields are checked for the characters =, %, and ;. If any of
these characters are entered, the system will terminate the Natural session and
the operator will have to sign-on again.
3.
Input data codes carried on the Title File are validated against the Title File. If
an error is detected, the message “Invalid (identified data code)” is displayed at
the top of the screen.
4.
For all transactions except TR 10, the input combination of Department (L1),
Fund (GF SF FID), BE, IBI, and Category/Revenue Source (CAT) is validated
against the Account Description file. If an error is detected, the message
“Invalid State CFO’s Account Code - Operating Fund” is displayed at the top of
the screen.
5.
The Vendor ID is checked against the appropriate Vendor File. Regular,
Employee, and Client Vendor ID errors display the error message “Invalid
Vendor ID”. Account Description Vendor errors (JT Vendors), display the
message “Invalid State CFO’s Account Code - BF Fund”.
If Available Balance Checking is specified, the requested balances are checked for negative
balances. If the transaction would create or increase a negative balance, the error message
"Insufficient Available Balance in 1, 2, 3, 4, 5, 6, 7, 8, 9, and/or 10" would display. The
numbers denote:
1 - Fund Cash
2 - Fund Releases
3 - Organization Cash
4 – Allotments
5 - Grant Fund Cash
Effective Date:
September 1, 2007
6 - Contract Fund Cash
7 - Grant Allotment
8 - Contract Allotment
9 - Project Cash
10 - Project Allotment
Supersedes:
2003
Chapter 8
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 9 GENERAL ACCOUNTING FUNCTION (GA)
The General Accounting (GA) function contains two transaction types - TR10, General
Accounting, and TR11, Master File Life-to-Date Adjustments. TR10, General Accounting, is
used to record entries that cannot be entered through any of the automated transaction types
available within FLAIR. TR11, Master File LTD Adjustments, is used to record adjustments to
life-to-date balances in the FLAIR Master File for contracts, grants and/or projects. See the
Contracts & Grants manual for details.
TR10 is discussed in detail in the following pages.
TR10 - General Accounting
Transaction 10, General Accounting, is provided to record accounting transactions which
cannot be recorded through any other Transaction Type. With this transaction type,
accessing the Expansion Files is optional, and no entries are automated, i.e., both the debit
and credit sides of an accounting transaction must be entered by the operator. TR10 does
not update any of the subsidiary files. Therefore, entries affecting the Encumbrances
Subsidiary File, the Accounts Receivable Subsidiary File, the Accounts Payable Subsidiary
File, the Cash Receipts and Clearing Fund File and/or the Revolving Fund Subsidiary File
should not be entered through TR10. The only auxiliary file that is updated or affected by
TR10 is the Available Balance File, and it is updated and checked only when a cash, release,
allotment, encumbrance, or expenditure General Ledger Code is entered through the General
Accounting Transaction. TR10 does not go through Voucher Processing therefore, a voucher
schedule cannot be produced through this transaction type.
Transaction 10 may be used to record the agency's beginning General Ledger Balances
where no update on any of the subsidiary files is desired. Entries to record the agency's Year
End and Prior Period Adjustments are also recorded through TR10. Examples of these
entries are given in chapter 25 of this manual.
To record general accounting information into the Contracts and Grants Subsystem, a TR10
would be used along with an appropriate value in the Flow-Through indicator field (FT). The
value indicated in the field determines which of the following files will be affected.
- Accounting General Ledger
- Grants General Ledger
As transactions are entered through TR10, the automated update of the Available Balance
File is triggered by the General Ledger Code entered. A chart of these General Ledger
Codes, the corresponding State Fund types, and the Available Balances that are affected by
the General Ledger Codes follows. Note that Fund and Organization Cash Balances are
maintained for State Funds 2, 3 and 8 only and Release Balances are maintained for State
Funds 1, 2, and 3.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 9
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR10 – General Ledger Codes Affecting the Available Balance File
State
Fund
8
2,3
2,3
1
*1,2,3,8
1,2,3,8
1,2,3,8
1,2,3,8
GL Code
11200
12100
12200
13100
7****
93100
93200
94100
Description
Cash
Cash in Bank
X
Unrel. Cash in State Treasury
X
Rel. Cash in State Treasury
X
Unexpd. Gen. Revenue Releases
Expenditures
Allotments
Allotments, C&G Subsystem
Encumbrances
Balances
Rel. Allot.
X
X
X
X
X
X
NOTE: When General Ledger Code 79100, Non-Appropriated Expenditures, is input, there is
no AB update and therefore no Available Balance Checking.
Inputting TR10 Transactions
Single Transaction Input
If a TYPE of "10" and a SEL code of "S" were entered on any screen, the Single Input
Request screen on page 8 will display. This screen is used to input one entry at a time with
or without the Expansion File data displayed. When using TR10, accessing the Expansion
File is optional. Procedures for the use of this screen are described below.
On line 8 of the Single Input Request screen, the operator should enter the appropriate data
under the following field titles. If Organization (L1 L2 L3 L4 L5), EO, VR, and/or OBJECT are
entered, the transaction will be expanded via the Expansion Files. If these data codes are not
entered, all necessary data will have to be input by the operator.
L1 L2 L3 L4 L5
Organization; required field.
EO
Expansion Option; optional field
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field. If entered, edited against the title file.
PPI
Prior Period Indicator; optional field.
The operator should then depress the ENTER key. Depending on whether an Expansion
Option Record was accessed, either the Expanded Single Input screen or the Unexpanded
Single Input screen will display. (See next pages.)
Procedures for these screens are described below.
On line 5, the operator will find the following fields displayed ready for input.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 9
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
DOC-NO
Document Number; required field.
LINE
Document Line Number; optional field.
CF
Certified Forward Indicator; optional field.
TRN-DT
Transaction Date; defaults to the current date if left blank.
STATE-DOC
Statewide Document Number; optional field.
OFS
Original Fund Source; Optional field. This field will only appear on
the Unexpanded Screen.
Also on line 5, L1 L2 L3 L4 L5, EO, VR (if expanded screen), OBJECT, and PPI are displayed
from the previous screen and are protected.
On line 8, the operator will find the following fields displayed ready for input.
AMOUNT
Transaction amount; required field; enter a positive amount for a
debit and a negative amount for a credit.
VENDOR-ID
Vendor Identification Number; optional field.
SUB-VENDOR ID
Sub-Vendor Identification Number; optional field.
QUANTITY
Optional field.
AB
Available Balance Override Indicator; optional field.
AI
Accrual Indicator; optional field; if used input "A" for accrual entry;
leave field blank for cash entry.
On line 11, the operator will find the following fields displayed ready for input.
INVOICE
Invoice number; optional field.
DESCRIPTION
Optional field.
OTHER-DOC
Other Document Number; optional field.
CK-NO
Local Fund Check Number; optional field.
CK-DT
Local Fund Check Date; optional field.
BI
Bookkeeping Indicator; optional field.
B
Batch Character; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 9
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
PID
Product Identifier; optional field.
FT
Flow-Through Indicator; defaults to 0 if left blank.
On line 14, the operator will find the following fields displayed ready for input. These fields
may be retrieved from the Expansion Set record if the Set File is accessed. Also, these fields
may be overridden (changed) or added by the operator on this screen.
CAT
Appropriation Category; required when object code is entered
unless the general ledger code entered is 683**, 775**, 781**,
791**, 792**, 793**; or otherwise optional.
YR
Appropriation Year; required field; defaults to "00" if left blank.
GL
General Ledger Code; required field if FT = 0, 2, or 3; optional if
FT = 1. If entered edited against the title file
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 14 may be retrieved from the Expansion Option record, but may
be overridden (changed) by the operator on this screen.
STATE-PROGRAM State Program number; required if object code 6***** (excluding
63****) or 7***** is entered. If entered, edited against the Title File.
Also validated against the Budget Entity/State Program correlation
file.
EP
External Program; optional field.
PROJECT ID
Project ID Number; optional field.
On line 17, the operator will find the following fields displayed. If these fields are retrieved
from the Expansion Option Record they are protected (cannot be changed). If they are not
retrieved they must be entered.
GF
GAAFR Fund Type; required field.
SF
State Fund Type; required field.
FID
Fund Identifier; required field.
EF
External Fund; optional field
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 9
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The following fields on line 17, may be retrieved from the Expansion Option record, but may
be overridden (changed) by the operator on this screen.
BE
Budget Entity; optional if category <010000, otherwise it is
required. If entered, edited against the title file.
IBI
Internal Budget Indicator; defaults to zeroes. If entered, edited
against the title file.
GRANT
Grant number; optional field.
GY
Grant Year; optional field.
CNTRT
Contract number; optional field.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
Displayed on line 20, are the following data codes ready for input:
UNITS
Optional field.
TIME
Optional field.
On line 22, the NEXT line or the TYPE and SEL fields may be used to transfer to a different
screen or process a new request.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen and transaction will be returned. If no request is made on line 22 the
transaction will be processed and a Single Input screen will return with the original request
data from the last screen.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12 - escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 9
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 10S General Accounting Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
10S1
09/03/2007
TR 10 - GENERAL ACCOUNTING - SINGLE INPUT - REQUEST
L1 L2 L3 L4 L5
85
14:05:02
EO VR OBJECT PPI
NOTE:
EO (EXPANSION OPTION) WILL NOT DEFAULT TO 00 (STANDARD) ON THIS SCREEN
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Transaction 10S General Accounting Screen with EO
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
10S2
DOC-NO
G
TR 10 - GENERAL ACCOUNTING - SINGLE INPUT
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 04 00 000 BB 05
....AMOUNT....
INVOICE
CAT
VENDOR-ID
GL
EGL
OTHER-DOC
EOB
GF SF FID
BE
IBI
50 2 050001 85200000 00
...UNITS....
TRN-DT
SUB-VENDOR-ID
DESCRIPTION
YR
CF
EF
ECAT
09/03/2007
CK-NO
GY
STATE-DOC
..QUANTITY..
CK-DT
STATE PROGRAM
1112110000 000000
GRANT
PPI
CNTRT
BI
EP
CY
15:51:58
B
AB AI
PID
FT
PROJECT ID
OCA
AU
...TIME...
NEXT: L1-L5 85 20 04 00 000 EO BB VR
OBJECT
PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 9
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 10S General Accounting Screen without EO
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
10S3
DOC-NO
G
TR 10 - GENERAL ACCOUNTING - SINGLE INPUT
LINE
L1 L2 L3 L4 L5
85 20 04 00 000
....AMOUNT....
INVOICE
CAT
VENDOR-ID
GL
GF SF FID
...UNITS....
BE
EGL
OTHER-DOC
EOB
IBI
CF
TRN-DT
SUB-VENDOR-ID
DESCRIPTION
YR
OBJECT
EF
ECAT
09/03/2007
CK-NO
PPI
GRANT
GY
STATE-DOC
..QUANTITY..
CK-DT
STATE-PROGRAM
CNTRT
BI
EP
CY
14:16:05
B
OFS
AB AI
PID
FT
PROJECT ID
OCA
AU
...TIME...
NEXT: L1-L5 85 20 04 00 000 EO
VR
OBJECT
PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR10 Transactions
Single Transaction Inquiry
If a TYPE of "10" and a SEL code of "I" are entered on any screen, the Single Inquiry by Site
Request screenwill display (see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, USER I.D., GF, SF, FID, BE, IBI, DOC-NO, LINE, and GL. Only
transactions within the operator's site and meeting the search criteria will be displayed. If a
data code is not entered all general accounting transactions within the operator's site will be
displayed in L2 - L5 order.
After completing the request screen, the operator should depress the ENTER key. The
requested entry will be returned on the Single Inquiry by Site screen. The operator will find
the requested accounting entries as they appear on the Daily Input File. This data is
protected and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 9
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Transaction 10I General Accounting Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
10I1
09/03/2007 14:31:12
TR 10 - GENERAL ACCOUNTING - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
GF SF FID
BE
IBI
DOC-NO
G
LINE
GL
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 9
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 10I General Accounting Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
10I2
TR 10 - GENERAL ACCOUNTING - SINGLE INQUIRY BY SITE 09/03/2007
DOC-NO
G 100
LINE
....AMOUNT....
250.00
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 04 00 000 BB 05
VENDOR-ID
INVOICE
DESCRIPTION
CAT
YR
000000 00
GL
EGL EOB
61900
SUB-VENDOR-ID
OTHER-DOC
ECAT
GF SF FID
BE
IBI
50 2 050001 85200000 00
...UNITS....
CF TRN-DT
09/03/2007
CK-NO
EF
OFS
...TIME...
GRANT
PPI STATE-DOC
..QUANTITY..
CK-DT
STATE-PROGRAM
EP
1112110000 000000
14:32:10
BI
B
AB AI
PID
FT
0
PROJECT ID
GY CNTRT CY
TYPE
OCA
AU
SEL
NEXT: L1 L2 L3 L4 L5 USER ID
GF SF FID
BE
IBI DOC-NO
LINE GL
85
G
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR10 Transactions
The Single Update by Site screen, as shown on the next page, should be used to make
changes or corrections to transactions entering the system on the current day. To make
corrections to General Accounting entries entered on a prior day, the operator will have to
reverse the original entry and reenter it correctly.
The operator can access the Single Update by Site screen by retrieving, in Single Inquiry, the
desired transaction then type "U" in the SEL field at the bottom of the screen, and depress the
ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
L1 L2 L3 L4 L5
VR
FT
GF, SF, & FID
EF
OFS
Effective Date:
September 1, 2007
EO
OBJECT
Supersedes:
2003
Chapter 9
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The following codes may be changed:
DOC-NO
Unique number assigned to the transaction
AMOUNT
Amount entered at the time of input.
CAT
GL
(if GL Code is 122**, 131**, 134**, 7****, 931**, or 941**) If
changed, edited against the Title File.
If changed, edited against the Title File.
BE & IBI
If changed, edited against the Title File.
STATE PROGRAM If changed edited against the Title File. Also validated against the
Budget Entity/ State Program Correlation File.
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
There is no next request Line on the Single Update by Site screen. If another record(s) is to
be updated, then the operator must first retrieve the record in Inquiry and follow the
procedures outlined above.
Transaction 10U General Accounting Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
10U1
TR 10 - GENERAL ACCOUNTING - SINGLE UPDATE BY SITE 09/03/2007
14:39:36
DELETE:
DOC-NO
G 100
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 04 00 000 BB 05
....AMOUNT....
250.00
INVOICE
CAT
000000
VENDOR-ID
SUB-VENDOR-ID
DESCRIPTION
YR
00
GL
61900
EGL
OTHER-DOC
EOB
GF SF FID
BE
IBI
50 2 050001 85200000 00
...UNITS....
CF TRN-DT
09032007
EF
ECAT
OFS
CK-NO
STATE-DOC
..QUANTITY..
CK-DT
STATE-PROGRAM
1112110000 000000
GRANT
PPI
GY
BI
EP
CNTRT
AB
B
AI
PID
FT
0
PROJECT ID
CY
OCA
AU
...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 9
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 10 BUDGET CONTROL (BC)
The Budget Control (BC) Function contains four transaction types - TR20, Allotments; TR21,
Appropriations, Approved Budget, and Estimated Revenue; TR22, Releases; and TR29,
Automated Allotment Transfers.
The operating budget of an agency is recorded through TR20 (Allotments). TR21 is used to
record Appropriations, Approved Budget, and Estimated Revenue based on the agency's
comprehensive financial plan of operation that was modified and approved by the Legislature.
Any releases of funds to the agencies as approved by the Executive Office of the Governor
are recorded in TR22. TR29 (Automated Allotment Transfers) is an optional process that
transfers allotment balances from a higher organization level to a lower organization level
during nightly update.
These transactions are discussed in detail in this chapter.
Allotments (TR20)
Appropriations, Approved Budget, & Estimated Revenue (TR21)
Releases (TR22)
Automated Allotment Transfers (TR29)
TR20 - Allotments
Transaction 20 is used to record the operating budget of an agency (i.e., the division of an
appropriation into amounts that may be encumbered or expended during an allotment
period).
The agency has the choice of allotting to accounting entities, such as State Program, Budget
Entity, Contracts and Grants, etc., by Appropriation Category only, by Object Code within
Appropriation Category, or by any other of the 19 Master Data elements as long as they are
within the same Category. If the agency chooses to allot by Object Code, the category may
either be input or retrieved from an Expansion Set record. If allotments are made by
Appropriation Category only, the Object Code field should be left blank when entering the
transaction into the FLAIR system.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When using TR20, the system generates the following entry into the agency's FLAIR records:
GL Code
Description
DR
92200
93100
Approved Budget, Allotted
Allotments
X
CR
I/A
X
A
I
The general ledger code for Allotments, 93100, will automatically display on the input screen.
To record Allotments and/or increase the balance in the 93100 (Allotments) account, the
operator should input a positive amount. This will be entered as a credit to the 93100
(Allotments) account increasing the balance. To reduce the balance in the 93100
(Allotments) account, the operator should input a negative amount. This will be entered as a
debit to the 93100 (Allotments) account decreasing the balance.
As allotments are entered, the Available Balance File will be updated by increasing or
decreasing the Allotment Balance by the amount of the transaction. The Allotment Balance
will be maintained at the organization level denoted in the Allotment Level Default/Allotment
Level Indicator field retrieved from the Expansion files.
Inputting TR20 Transactions
Single Transaction Input
If a TYPE of "20" and a SEL code of "S" are entered on any screen, the Single Input Request
screen will display (see next pages). This screen is used to enter one allotment at a time with
the Expansion File data displayed. Procedures for the use of this screen are described
below.
On line 6 of the Single Input Request screen, the operator should enter the appropriate data
under the following field titles.
L1 L2 L3 L4 L5
Organization level to which the allotment is to be recorded on the
agency's Detail and Master Files; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field. If entered, edited against the title file.
PPI
Prior Period Indicator; defaults to current period if left blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
If no request is made on line 22, the operator should then depress the ENTER Key and the
Single Input screen will display the fully expanded transaction (see next pages). Procedures
for the use of this screen are described below.
On line 6, the operator will find the following fields displayed ready for input.
DOC-NO
Document Number; required field.
LINE
Document Line Number; optional field.
TRN-DT
Transaction Date; defaults to the current date if left blank.
B
Batch; optional field.
PID
Product Identifier; optional field.
The operator will also find the fields from the previous screen displayed. These fields are
protected and cannot be changed.
On line 9 the operator will find the following fields displayed ready for input.
AMOUNT
Transaction amount; required field; positive amounts increase
allotments, negative amounts decrease allotments.
DESCRIPTION
Optional Field.
AL-GL
Allotment General Ledger Code (93100); system generated within
TR20.
AL-EGL
Allotment External General Ledger Code; optional field.
CG-GL
Contract & Grants General Ledger Code (93200); systemgenerated within TR20.
FT
Flow-Through Indicator; defaults to 0; which updates General
Ledger Master only. Flow-Through Indicators 1, 2, and 3, apply to
Contracts & Grants subsystem users only.
On line 12, the operator will find the following fields displayed ready for input. CAT, EOB, and
ECAT may be retrieved from the Expansion Set record if the Set File is accessed. They may
be overridden (changed) or added by the operator on this screen.
CAT
Effective Date:
September 1, 2007
Appropriation Category; Required if object code is not entered.
The input category will override the expansion set record. Edited
against the title file.
Supersedes:
2003
Chapter 10
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CF
Certified Forward Indicator; optional field; if used a "C" must be
input.
YR
Appropriation Year; defaults to "00" if left blank.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 12 are retrieved from the Expansion Option record and may be
overridden (changed) by the operator on this screen.
STATE PROGRAM State Program Number; optional field. If entered edited against
the title file. Also, validated against the Budget Entity/State
Program Correlation File.
EP
External Program; optional field.
PROJECT
Project Number; optional field.
GRANT
Grant Number; optional field.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
On line 15, the operator will find the following fields displayed. These fields are retrieved from
the Expansion Option Record and are protected (cannot be changed).
GF
GAAFR Fund
SF
State Fund
FID
Fund Identifier
EF
External Fund
The following fields on line 15 can be overridden (changed). If changed, these fields will be
edited against the Title File.
BE
Effective Date:
September 1, 2007
Budget Entity
Supersedes:
2003
Chapter 10
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
IBI
Internal Budget Indicator
On line 18, the UNITS and TIME fields are available for input.
Line 22 may be used to transfer to a different screen (See chapter 8).
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen will be returned. If no request is made on line 22, the transaction will be
processed and a Single Input screen will return with all the data from the last transaction
displayed except AMOUNT, UNITS, YR, CF, and TIME.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12 - escapes and does not process current screen
Transaction 20S Allotments Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
20S1
L1 L2 L3 L4 L5
85
09/03/2007
TR 20 - ALLOTMENTS - SINGLE INPUT - REQUEST
11:42:27
EO VR OBJECT PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 20S Allotments Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
20S2
09/03/2007
13:56:21
TR 20 - ALLOTMENTS - SINGLE INPUT
DOC-NO
A
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 DD 01 380000
....AMOUNT....
DESCRIPTION
CAT
040000
EOB
CF
YR
00
ECAT
GF SF FID
BE
IBI
10 1 000001 85200000 00
...UNITS....
AL-GL
931 00
TRN-DT PPI
AL-EGL
STATE-PROGRAM
1112110000 000000
EF GRANT
GY
B
CG-GL
932 00
EP
CNTRT CY
PID
FT
PROJECT ID
OCA
AU
...TIME...
NEXT: L1-L5 85 20 00 00 000 EO DD VR
OBJECT 380000 PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a TYPE of "20" and a SEL Code of "A" are entered on any screen, the Multiple Input screen
will display (see next pages). This screen is used to enter up to four allotments at a time with
no Expansion File data displayed. Appropriation Category is the only field that may be
overridden when using the Multiple Input screen. Procedures for the use of this screen are
described below.
On line 4, the operator may input the following data codes which will serve as key data for all
the transactions entered on this screen.
DOC-NO
Document Number; required field.
DESCRIPTION
Optional field.
TRN-DT
Transaction Date; defaults to current date if left blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
On lines 9 - 19, the operator may input up to four transactions with the following data codes.
LINE
Document Line Number; optional field.
L1 L2 L3 L4 L5
Organization code to which the allotment is being recorded on the
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
agency's Detail and Master Files; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field. If entered, edited against the Title
File.
CAT
Appropriation Category; Required if object code is not entered.
The input category will override the expansion set record. Edited
against the Title File.
CF
Certified Forward Indicator; optional field; if used a "C" must be
input.
YR
Appropriation Year; defaults to "00" if left blank.
AL-GL
Allotment General Ledger Code (93100); system-generated within
Transaction.
AL-EGL
Allotment External General Ledger Code; optional field.
PID
Product Identifier; optional field.
AMOUNT
Transaction amount; required field; positive amounts increase
allotments; negative amounts decrease allotments.
CG-GL
Contract & Grants General Ledger Code (93200); systemgenerated within TR20.
FT
Flow-Through Indicator; defaults to ‘0’.
GRANT
Grant Number; optional field.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field.
CY
Contract Year; optional field.
PROJECT ID
Project Identification Number; optional field.
B
Batch Character; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
NOTE: The operator may use the "DUP" key in all fields except Organization L1 and
AMOUNT. When the entries are entered into the system, they will be edited and processed
line by line for transaction requirements.
On line 22, the TYPE and SEL fields may be used to transfer to a different screen. The
operator should then depress the ENTER key. The allotment transactions will be processed
and the requested screen and record displayed.
If no request is made on line 22, the operator should depress the ENTER key. The
transactions will be processed and the Multiple Input screen will return with lines 9 and 10
displaying all data from the last entry on the previous screen except AMOUNT, CF, YR, and
TRN-DT.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12 - escapes and does not process current screen.
Transaction 20A, Allotments Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
20A1
TR 20 - ALLOTMENTS - MULTIPLE INPUT
DOC-NO A
DESCRIPTION
LINE L1 L2 L3 L4 L5
....AMOUNT.... CG-GL
EO VR
OBJECT
FT
GRANT
85
09/03/2007 14:52:20
TRN-DT
CAT
GY
PPI
CF YR AL-GL
AL-EGL PID
CNTRT CY PROJECT ID B
931 00
932 00
85
931 00
932 00
85
931 00
932 00
85
931 00
932 00
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR20 Transactions
If a TYPE of "20" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry
by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display
(see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, USER ID, GF, SF, FID, BE, IBI, CAT, OBJECT, DOC-NO., LINE,
GRANT, CNTRT, and PROJECT ID. Only transactions within the operator's site and meeting
the search criteria will be displayed. If a data code is not entered all allotment transactions
within the operator's site will be displayed in L2 - L5 order.
After completing the Request Screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries
on the file meeting the search criteria will be displayed .(See next pages.) The operator will
find the requested accounting entries as they appear on the Daily Input File. This data is
protected and cannot be changed.
The next request line may be used to transfer to a different screen or process a new request.
If no request is made, the next entry on file meeting the original search criteria will be
displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 20I Allotments Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
20I1
09/03/2007
TR 20 - ALLOTMENTS - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
DOC-NO
A
USER ID
LINE
GRANT
GF SF FID
CNTRT
BE
IBI
CAT
13:41:50
OBJECT
PROJECT ID
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Transaction 20I Allotments Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
20I2
DOC-NO
A 123
TR 20 - ALLOTMENTS - SINGLE INQUIRY BY SITE
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 DD 01 380000
....AMOUNT....
2500.00
CAT
040000
CF
YR
00
DESCRIPTION
OFFICE SUPPLIES
EOB
ECAT
GF SF FID
BE
IBI
10 1 000001 85200000 00
...UNITS....
AL-GL
93100
EF
GRANT
TRN-DT
09/03/2007
AL-EGL
STATE-PROGRAM
1112110000 000000
09/03/2007
CG-GL
93200
PPI
B
13:43:07
PID
FT
0
EP
PROJECT ID
GY
CNTRT
CY
OCA
AU
...TIME...
TYPE
SEL
L1-L5 85
USERID
FUND
CAT
OBJ
DOC A
LINE
GRT
CNT
PJT
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 20M Allotments Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
20M1
09/03/2007
TR 20 - ALLOTMENTS - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
DOC-NO
A
LINE
USER ID
GRANT
GF SF FID
CNTRT
BE
IBI
CAT
13:44:40
OBJECT
PROJECT ID
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Transaction 20M Allotments Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
20M2
TR 20 - ALLOTMENTS - MULTIPLE INQUIRY BY SITE
09/03/2007
X DOC-NO
LINE
L1 L2 L3 L4 L5
EO VR
OBJECT
CAT
....AMOUNT....
DESCRIPTION
TRN-DT
PPI
B
AL-GL
AL-EGL
CG-GL
PROJECT ID
GRANT
GY
13:45:09
CF YR
PID
FTI
CNTRT CY
A 123
2500.00
93100
85 20 00 00 000
OFFICE SUPPLIES
93200
DD
01
380000
09/03/2007
040000
00
0
A 123
50000.00
93100
85 20 00 00 000
GENERAL EXPENSE
93200
DD
01
09/03/2007
040000
00
0
A 123
150000.00
93100
85 20 00 00 000
SALARIES
93200
DD
01
110000
09/03/2007
010000
00
0
TYPE
SEL
L1-L5 85
USERID
FUND
CAT
OBJ
DOC A
LINE
GRT
CNT
PJT
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR20 Transactions
The Single Update by Site screen, as shown on the next page, should be used to make
changes or corrections to transactions entering the system on the current day. To make
corrections to allotment entries entered on a prior day, the operator will have to reverse the
original entry and reenter it correctly.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the
SEL field at the bottom of the screen, and depressing the ENTER Key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the X
field, and depressing the ENTER Key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
L1 L2 L3 L4 L5
EO
VR
OBJECT
AL-GL (only "931" is protected)
CG-GL (only "932" is protected)
FT
GF, SF, FID
EF
The following codes may be changed:
DOC-NO
AMOUNT
CAT
BE & IBI
If changed, edited against the Title File.
If changed, edited against the Title File.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
query used to access the Update screen.
There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page. Lines 23 and 24 indicate the following available Program
Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Transaction 20U Allotments Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
20U1
09/03/2007
14:06:26
TR 20 - ALLOTMENTS - SINGLE UPDATE BY SITE
DELETE:
DOC-NO
A 123
LINE
....AMOUNT....
150000.00
CAT
010000
CF
YR
00
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 DD 01 110000
DESCRIPTION
SALARIES
EOB
ECAT
GF SF FID
BE
IBI
10 1 000001 85200000 00
...UNITS....
AL-GL
931 00
TRN-DT
PPI
09032007
AL-EGL
STATE-PROGRAM
1112110000 000000
EF
0
GRANT
EP
GY
B
CG-GL
932 00
PID
FT
0
PROJECT ID
CNTRT
CY
OCA
AU
...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR21 - Appropriations, Approved Budget, & Estimated Revenue
Transaction 21 is used to record (1) Legislative Appropriations, (2) E.O.G. (Executive Office
of the Governor) Approved Budget, and (3) Estimated Revenue. It is at the end of the
Appropriation Cycle that the entries for TR21 should be made.
The Legislature makes appropriations based on a comprehensive financial plan of operation
(referred to as a budget) that is submitted by each agency. After modifications and final
approval, the agencies receive the Appropriations, E.O.G. Approved Budget, and Estimated
Revenue.
When using TR21, the system generates the following entries into the agency's FLAIR
records:
To record Estimated Revenues:
GL Code
Description
DR
81***
87***
88***
89***
99100
Estimated Revenues (Gov)* or
Estimated Operating Revenues (Prop)* or
Estimated Non-Operating Revenues (Prop)* or
Estimated Other Financing Sources *
Budgetary Fund Balance
X
X
X
X
CR
I/A
X
I
I
I
I
A
CR
I/A
X
A
I
CR
I/A
X
A
I
To record Legislative Appropriations:
GL Code
Description
DR
99100
91100
Budgetary Fund Balance
Appropriations (Object=9*****)
X
To record E.O.G. Approved Budget:
GL Code
Description
DR
91200
92100
Appropriations, Allocated
Approved Budget*
X
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inputting TR21 Transactions
Single Transaction Input
If a TYPE of "21" and a SEL code of "S" are entered on any screen, the Single Input Request
screenwill display (see next pages). This screen is used to enter one record at a time with the
Expansion File data displayed. Procedures for the use of this screen are described below.
On line 7 of the Single Input Request screen, the operator should enter the appropriate data
under the following field titles.
L1 L2 L3 L4 L5
Organization level to which the transaction is to be recorded on
the agency's Detail and Master Files; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field. If entered, edited against the title file.
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request is made on line 22, the operator should then depress the ENTER Key and the
Single Input screen shown will display the fully expanded transaction (see next pages).
Procedures for the use of this screen are described below.
On line 6, the operator will find the following fields displayed ready for input.
DOC-NO
Document Number; required field.
LINE
Document Line Number; optional field.
TRN-DT
Transaction Date; defaults to the current date if left blank.
STATE-DOC
State Document Number; optional Field.
The operator will also find the fields from the previous screen displayed. These fields are
protected and cannot be changed.
On line 9, the operator will find the following fields displayed ready for input.
AMOUNT
Transaction amount; required field may be either positive or
negative.
BC-GL
Budget Control General Ledger Code; required field.
BC-EGL
Budget Control External General Ledger Code; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
DESCRIPTION
Optional field.
B
Batch; optional field.
FT
Flow-Through Indicator; defaults to 0.
STATE PROGRAM State Program number; optional field. If changed edited against
the title file. Also validated against the Budget Entity/ State
Program correlation file.
On line 12, the operator will find the following fields displayed ready for input. CAT and EOB
may be retrieved from the Expansion Set record if the Set File is accessed. They may be
overridden (changed) or added by the operator on this screen.
CAT
Appropriation Category or Revenue Source; required field. Edited
against the title file.
CF
Certified Forward Indicator; optional field; if used, "C" must be
input.
YR
Appropriation Year; defaults to "00" if left blank.
EOB
External Object Code; optional field.
The following fields on line 11 are retrieved from the Expansion Option record and may be
overridden (changed) by the operator on this screen.
EP
External Program; optional field.
GRANT
Grant Number; optional field.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 15, the operator will find the following fields displayed. These fields are retrieved from
the Expansion Option Record, and all of them are protected (cannot be changed).
GF
GAAFR Fund
SF
State Fund
FID
Fund Identifier
EF
External Fund
The following fields on line 15 may be overridden (changed). IF changed, these fields are
edited against the Title File.
BE
Budget Entity
IBI
Internal Budget Indicator
PROJECT ID
Project Identification Number
Line 22 may be used to transfer to a different screen. (See chapter 8).
The operator should then depress the Enter Key. The transaction will be processed and the
requested screen will be returned. If no request is made on line 22, the transaction will be
processed and a Single Input screen will return with all the data from the last transaction
displayed except AMOUNT and YR.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 21S Appropriations, Approved Budget, Estimated Revenue Single Input
Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
21S1
09/03/2007 10:50:52
TR 21 - APPROP, APRVD BUDGET, EST REVENUE - SINGLE INPUT - REQUEST
L1 L2 L3 L4 L5
85
EO VR OBJECT PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Transaction 21 Appropriations, Approved Budget, Estimated Revenue Single Input
Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
21S2
DOC-NO
A
09/03/2007
TR 21 -APPROP, APRVD BUDGET, EST REVENUE - SINGLE INPUT
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 DD 01 910000
....AMOUNT....
CAT
CF YR
BC-GL
EOB
BC-EGL
ECAT
GF SF FID
BE
IBI
10 1 000001 85200000 00
DESCRIPTION
EP
EF
GRANT
TRN-DT
PPI
B
FT
GY
CNTRT
11:05:35
STATE-DOC
STATE PROGRAM
1112110000 000000
CY
OCA
AU
PROJECT ID
NEXT:
L1 L2 L3 L4 L5 EO VR OBJECT PPI
TYPE
SEL
85 20 00 00 000 DD
910000
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 18
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Multiple Transaction Input
If a TYPE of "21" and a SEL Code of "A" are entered on any screen, the Multiple Input screen
will display (see next pages). This screen is used to enter up to four input records at a time
with no Expansion File data displayed. Procedures for the use of this screen are described
below.
On lines 8 - 18, the operator may input up to four transactions with the following data codes.
DOC-NO
Document Number; required field.
LINE
Document Line Number; optional field.
L1 L2 L3 L4 L5
Organization level to which the transaction is to be recorded on
the agency's Detail and Master Files; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field. If entered, edited against the title file.
CAT
Appropriation Category or Revenue Source; required field. Edited
against the title file.
CF
Certified Forward Indicator; if used, "C" must be input.
YR
Appropriation Year; defaults to "00" (current year) if left blank.
TRN-DT
Transaction Date; defaults to the current date if left blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
STATE-DOC
State Document Number; optional field.
AMOUNT
BC-GL
Transaction amount; required field may be either positive or
negative.
Budget Control General Ledger Code; required field.
BC-EGL
Budget Control External General Ledger Code; optional field.
DESCRIPTION
Optional field.
B
Batch; optional field.
FT
Flow-Through Indicator; defaults to 0.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 19
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
GRANT
Grant Number; optional field.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field.
CY
Contract Year; optional field.
PROJECT ID
Project Identification Number; optional field.
NOTE: The operator may use the "DUP" key in all fields except Organization L1 and
AMOUNT.
Line 22 may be used to transfer to a different screen. The operator should then depress the
ENTER key. The transactions will be processed and the requested screen and record
displayed.
If no request is made on line 22, the operator should depress the ENTER Key. The
transactions will be processed and the Multiple Input screen will return with lines 8 and 9
displaying all data from the last entry on the previous screen except the AMOUNT and YR.
When the entries are entered into the system, they will be edited and processed line by line
for transaction requirements.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 20
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 21A Appropriations, Approved Budget, Estimated Revenue Multiple
Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
21A1
09/03/2007
TR 21 - APPROP, APPRVD BUDGET, EST REVENUE - MULTIPLE INPUT
11:29:22
DOC-NO
LINE L1 L2 L3 L4 L5 EO VR OBJECT CAT
CF YR TRN-DT PPI STATE-DOC
....AMOUNT.... BC-GL BC-EGL DESCRIPTION
B FT GRANT GY CNTRT CY PROJECT ID
A
85
A
85
A
85
A
85
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR21 Transactions
If a TYPE of "21" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry
by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display
(see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, USER ID, GF, SF, FID, BE, IBI, CAT, OBJECT, DOC-NO, and LINE.
Only transactions within the operator's site and meeting the search criteria will be displayed.
If a data code is not entered all appropriation, approved budget, and estimated revenue
transactions within the operator's site will be displayed in L2 - L5 order.
After completing the Request Screen, the operator should depress the ENTER Key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries
on the file meeting the search criteria will be displayed. (See next pages.) The operator will
find the requested accounting entries as they appear on the Daily Input File. This data is
protected and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 21
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Transaction 21I Appropriations, Approved Budget, Estimated Revenue Single
Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
21I1
09/03/2007 13:28:34
TR 21 - APPROP, APRVD BUDGET, EST REVENUE - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
GF SF FID
BE
IBI CAT
OBJECT DOC-NO
A
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 22
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 21I Appropriations, Approved Budget, Estimated Revenue Single
Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
21I2
09/03/2007 13:29:54
TR 21 - APPROP, APRVD BUDGET, EST REVENUE - SINGLE INQUIRY BY SITE
DOC-NO
A 345
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 DD 01 910000
....AMOUNT....
175000.00
CAT
CF YR
010000
00
BC-GL
91100
EOB
BC-EGL
ECAT
GF SF FID
BE
IBI
10 1 000001 85200000 00
TRN-DT
09/03/2007
DESCRIPTION
LEG APPROP
EP
EF
B
GRANT
FT
GY
PPI
STATE-DOC
STATE PROGRAM
1112110000 000000
CNTRT
CY
OCA
AU
PROJECT ID
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 USER ID GF SF FID
BE
IBI CAT
OBJECT DOC-NO
LINE
85
A
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Transaction 21M Appropriations, Approved Budget, Estimated Revenue Multiple
Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
21M1
09/03/2007 13:31:59
TR 21 - APPROP, APPRV BUDGET, EST REVENUE - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID GF SF FID
BE
IBI CAT
OBJECT DOC-NO
A
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 23
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 21M Appropriations, Approved Budget, Estimated Revenue Multiple
Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
21M2
09/03/2007 13:32:43
TR 21 - APPROP, APRVD BUDGET, EST REVENUE - MULTIPLE INQUIRY BY SITE
X DOC-NO
LINE L1 L2 L3 L4 L5 EO VR OBJECT CAT
YR TRN-DT
PPI STATE-DOC
....AMOUNT.... BC-GL BC-EGL DESCRIPTION
B FT GRANT GY CNTRT CY PROJECT ID
A 345
85 20 00 00 000 DD 01 910000 010000 00 09/03/2007
175000.00 91100
LEG APPROP
0
A 346
85 20 00 00 000 DD 01 910000 030000 00 09/03/2007
120000.00 91100
LEG APPROP
0
A 347
85 20 00 00 000 DD 01 910000 040000 00 09/03/2007
400000.00 91100
LEG APPROP
0
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 USER ID GF SF FID
BE
IBI CAT
OBJECT DOC-NO
LINE
85
A
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR21 Transactions
The Single Update by Site screen should be used to make changes or corrections to
transactions entering the system on the current day. (See next pages.) To make corrections
to TR21 entries entered on a prior day, the operator will have to reverse the original entry and
reenter it correctly.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 24
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Certain data codes may not be changed. These are:
L1 L2 L3 L4 L5
EO
VR
OBJECT
GF, SF, FID
EF
The following codes may be changed:
DOC-NO
AMOUNT
BC-GL
CAT
BE & IBI
If changed, edited against the title file.
If changed, edited against the title file.
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
There is no NEXT line on the Single Update by Site screen. If another record(s) is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous pages.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 25
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 21U Appropriations, Approved Budget, Estimated Revenue Single
Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
21U1
09/03/2007 13:51:57
TR 21 - APPROP, APRVD BUDGET, EST REVENUE - SINGLE UPDATE BY SITE
DELETE:
DOC-NO
A 345
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 DD 01 910000
....AMOUNT....
175000.00
CAT
CF YR
010000
00
BC-GL
91100
EOB
BC-EGL
ECAT
GF SF FID
BE
IBI
10 1 000001 85200000 00
EP
TRN-DT
09032007
DESCRIPTION
LEG APPROP
GRANT
EF
B
GY
PPI
FT
0
STATE-DOC
STATE-PROGRAM
1112110000 000000
CNTRT
CY
OCA
AU
PROJECT ID
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR22 - Releases
Transaction 22 is used to record monies released to the agencies based on the budget that
was approved. Depending on the state fund type, releases may be made quarterly or
annually.
When using Transaction 22, the system generates the following entries into the agency's
FLAIR records:
S.F. GL Code
Description
DR
1
2
1
2
Unexpended Gen. Rev. Releases*
Released Cash in State Treasury*
Released Gen. Rev. Approp.*
Unreleased Cash in State Treasury*
X
X
13100
12200
63100
12100
CR
I/A
X
X
I
I
A
A
* Record by category.
As releases are entered, the Available Balance File will be updated by increasing or
decreasing the Fund Release Balance by the amount of the transaction.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 26
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inputting TR22 Transactions
Single Transaction Input
If a TYPE of "22" and a SEL code of "S" are entered on any screen, the Single Input Request
screen will display (see next pages). This screen is used to enter one release at a time with
the Expansion File data displayed. Procedures for the use of this screen are described
below.
On line 7 of the Single Input Request screen, the operator should enter the appropriate data
under the following field titles.
L1 L2 L3 L4 L5
Organization level to which the release is to be recorded on the
agency's Detail and Master Files; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request is made on line 22, the operator should then depress the ENTER key and the
Single Input screen shown display the fully expanded transaction (see next pages).
Procedures for the use of this screen are described below.
On line 6, the operator will find the following fields displayed ready for input.
DOC-NO
Document Number; required field.
LINE
Document Line Number; optional field.
TRN-DT
Transaction Date; defaults to the current date if left blank.
STATE-DOC
State Document Number; optional field.
The operator will also find the fields from the previous screen displayed. These fields are
protected and cannot be changed.
On line 9 the operator will find the following fields displayed ready for input.
AMOUNT
Transaction amount; required field; positive amounts increase
releases, negative amounts decrease releases.
BC-GL
Budget Control General Ledger Code; required field.
BC-EGL
Budget Control External General Ledger Code; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 27
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
DESCRIPTION
Optional Field.
B
Batch; optional field.
AB
Available Balance Override; optional field.
FT
Flow-Through Indicator; defaults to 0.
On line 12, the operator will find the following fields displayed ready for input. CAT and EOB
may be retrieved from the Expansion Set record if the Set File is accessed. They may be
overridden (changed) or added by the operator on this screen.
CAT
Appropriation Category; required field. Edited against the title file.
CF
Certified Forward Indicator; optional field; if used a "C" must be
input.
YR
Appropriation Year; defaults to "00" if left blank.
The following fields also on line 12, are retrieved from the Expansion Option record and may
be overridden (changed) by the operator on this screen.
GRANT
Grant Number; optional field.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
On line 15, the operator will find the following fields displayed. These fields are retrieved from
the Expansion Option Record and are protected (cannot be changed).
GF
GAAFR Fund
SF
State Fund
FID
Fund Identifier
BE
Budget Entity
IBI
Internal Budget Indicator
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 28
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EF
External Fund
PROJECT ID
Project Identifier
Line 21 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen will be returned. If no request is made on line 21 or 22, the transaction will
be processed and a Single Input screen will return with all the data from the last transaction
displayed except AMOUNT, AB, CF, and YR.
Lines 23 and 24 indicate the following available Program functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Transaction 22 Release Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
22S1
L1 L2 L3 L4 L5
85
09/03/2007
TR 22 - RELEASES - SINGLE INPUT - REQUEST
09:34:32
EO VR PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 29
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 22 Release Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
22S2
09/03/2007
09:37:07
TR 22 - RELEASES - SINGLE INPUT
DOC-NO
A
LINE
....AMOUNT....
CAT
CF
YR
L1 L2 L3 L4 L5 EO VR
85 20 00 00 000 DD 01
BC-GL
GRANT
GF SF FID
BE
IBI
10 1 000001 85200000 00
BC-EGL
GY
EF
TRN-DT
PPI
DESCRIPTION
CNTRT
CY
STATE-DOC
B
OCA
AB
FT
AU
PROJECT ID
NEXT:
L1 L2 L3 L4 L5 EO VR PPI
TYPE
SEL
85 20 00 00 000 DD
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a TYPE of "22" and a SEL code of "A" are entered on any screen, the Multiple Input screen
will display (see next pages). This screen is used to enter up to five input records at a time
with no Expansion File data displayed. Appropriation Category is the only field that may be
overridden when using the Multiple Input Screen. Procedures for the use of this screen are
described below.
On lines 7 - 20, the operator may input up to five transactions with the following data codes.
DOC-NO
Document Number; required field.
LINE
Document Line Number; optional field.
L1 L2 L3 L4 L5
Organization code to which the release is being recorded on the
agency's Detail and Master Files; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
CAT
Appropriation Category; may be overridden; required field. Edited
against the title file.
CF
Certified Forward Indicator; optional field; if used a "C" must be
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 30
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
input.
YR
Appropriation Year; defaults to "00" if left blank.
TRN-DT
Transaction Date; defaults to the current date if left blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
B
Batch character; optional field.
STATE-DOC
State Document Number; optional field.
AMOUNT
Transaction amount; required field; positive amounts increase
releases; negative amounts decrease releases.
AB
Available Balance Override; optional field.
DESCRIPTION
Optional field.
BC-GL
Budget Control General Ledger Code; required field.
BC-EGL
Budget Control External General Ledger Code; optional field.
FT
Flow-Through Indicator; defaults to 0.
GRANT
Grant Number; optional field.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field.
CY
Contract Year; optional field.
PROJECT ID
Project Identifier; optional field.
NOTE: The operator may use the "DUP" key in all fields except Organization L1 and
AMOUNT.
Line 22 may be used to transfer to a different screen. The operator should then depress the
ENTER key. The allotment transactions will be processed and the requested screen will be
displayed.
If no request is made on line 22, the operator should depress the ENTER key. The
transactions will be processed and the Multiple Input screen will return with lines 7 and 8
displaying all data from the last entry on the previous screen except for AMOUNT, AB, and
CF.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 31
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When the entries are entered into the system, they will be edited and processed line by line
for transaction requirements.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Transaction 22A Releases Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
22A1
TR 22 - RELEASES - MULTIPLE INPUT
DOC-NO
LINE L1 L2 L3 L4 L5
....AMOUNT.... AB DESCRIPTION
A
85
A
85
A
85
A
85
A
85
09/03/2007
10:06:45
EO VR CAT
CF YR TRN-DT
PPI B STATE-DOC
BC-GL BC-EGL FT GRANT GY CNTRT CY PROJECT ID
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 32
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR22 Transactions
If a TYPE of "22" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry
by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display
(see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, User I.D., GF, SF, FID, BE, IBI, CAT, DOC-NO. and LINE. Only
transactions within the operator's site and meeting the search criteria will be displayed. If a
data code is not entered all release transactions within the operator's site will be displayed in
L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries
on the file meeting the search criteria will be displayed. (See next pages.) The operator will
find the requested accounting entries as they appear on the Daily Input File. This data is
protected and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Transaction 22 I Releases Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
22I1
09/03/2007
TR 22 - RELEASES - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
GF SF FID
BE
IBI
CAT
DOC-NO
A
10:18:13
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 33
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 22I Releases Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
22I2
09/03/2007
TR 22 - RELEASES - SINGLE INQUIRY BY SITE
DOC-NO
A 543
LINE
....AMOUNT....
150000.00
CAT
010000
CF
YR
00
L1 L2 L3 L4 L5 EO VR
85 20 00 00 000 DD 01
BC-GL
13100
BC-EGL
GRANT
DESCRIPTION
1ST QTR RELEASES
GY
GF SF FID
BE
IBI
10 1 000001 85200000 00
EF
TRN-DT
PPI
09/03/2007
CNTRT
CY
10:18:57
STATE-DOC
B
AB
FT
0
OCA
AU
PROJECT ID
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5
USER ID GF SF FID
BE
IBI CAT
DOC-NO
LINE
85
A
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Transaction 22M Releases Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
22M1
09/03/2007
TR 22 - RELEASES - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
GF SF FID
BE
IBI
CAT
10:22:31
DOC-NO
A
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 34
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 22M Releases Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
22M2
09/03/2007
TR 22 - RELEASES - MULTIPLE INQUIRY BY SITE
X DOC-NO
LINE L1 L2 L3 L4 L5
....AMOUNT.... AB DESCRIPTION
EO VR CAT
CF YR TRN-DT
PPI B STATE-DOC
BC-GL BC-EGL FT GRANT GY CNTRT CY PROJECT ID
A 543
150000.00
85 20 00 00 000 DD 01 010000
1ST QTR RELEASES 13100
00 09/03/2007
0
A 543
250000.00
85 20 00 00 000 DD 01 040000
1ST QTR RELEASES 13100
00 09/03/2007
0
A 543
20000.00
85 20 00 00 000 DD 01 030000
1ST QTR RELEASES 13100
00 09/03/2007
0
NEXT:
L1 L2 L3 L4 L5
85
USER ID
10:23:16
GF SF FID
BE
IBI
CAT
TYPE
DOC-NO
A
SEL
LINE
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR22 Transactions
The Single Update by Site screen, as shown on the next page, should be used to make
changes or corrections to transactions entering the system on the current day. To make
corrections to release entries entered on a prior day, the operator will have to reverse the
original entry and reenter it correctly.
The operator can access the Single Update by Site screen in two ways:
1.
2.
by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 35
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The operator may change existing data on update by tabbing to the field to be changed and
keying in the new data. Certain data codes may not be changed. These are:
L1 L2 L3 L4 L5
VR
BE & IBI
EF
EO
GF, SF, FID
The following codes may be changed:
DOC-NO
AMOUNT
BC-GL
CAT
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Transaction 22U Releases Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
22U1
09/03/2007
TR 22 - RELEASES - SINGLE UPDATE BY SITE
11:26:40
DELETE:
DOC-NO
A 543
LINE
....AMOUNT....
150000.00
CAT
010000
CF
YR
00
L1 L2 L3 L4 L5 EO VR
85 20 00 00 000 DD 01
BC-GL
13100
GRANT
GF SF FID
BE
IBI
10 1 000001 85200000 00
BC-EGL
GY
EF
TRN-DT
09032007
PPI
DESCRIPTION
1ST QTR RELEASES
CNTRT CY
OCA
STATE-DOC
B
AB
FT
0
AU
PROJECT ID
TYPE
SEL
Enter- PF1---PF2---PF3---PF4---PF5---PF6 PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 36
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR29 - Automated Allotment Transfers
Transaction 29, Automated Allotment Transfers, transfers allotment balances from a higher
organization level to a lower organization level. This is an optional automated process that
takes place during nightly update. The TR29 automation process occurs when the
appropriate, numeric code is entered on the agency expansion option record in the Allotment
Level Default and/or Allotment Level Indicator fields (See Chapter 7). If a numeric indicator is
entered, the allotment transfer will occur when necessary. If an alpha indicator is entered, the
allotment transfer will not take place. When allotments are recorded at a higher organization
level than the organization level at which encumbrances and/or expenditures are made, a
TR29 is generated that reduces the original allotment balance and increases the allotment for
the encumbrance/expenditure organization level by the amount of the
encumbrance/expenditure.
For example, allotments are recorded at Organization Level 3. When an encumbrance and/or
expenditure is recorded at Level 5, the program checks the Allotment Level Default/Indicator.
If the Allotment Level Default/Indicator is a "3", the system will transfer an allotment equal to
the encumbrance/expenditure from Organization Level 3 to Organization Level 5. These
entries will be included on the agency's Detail and Master Files.
The entries to reduce the allotment for Organization Level 3 are:
TR GL Code
Description
DR
29
29
Allotments
Approved Budget, Allotted
X
93100
92200
CR
X
The entries to increase the allotments for Organization Level 5 are:
TR GL Code
Description
DR
29
29
Approved Budget, Allotted
Allotments
X
92200
93100
CR
X
In this example, the total allotments for Organization Level 5 will always equal the total
encumbrances and/or expenditures for Organization Level 5.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 37
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The Available Balance File will be updated for the Allotment transfer when the encumbrance
or expenditure transaction is entered on-line. The update will be as follows:
Fund Cash
Fund Release
Organization Cash
Organization Allotment
(Allotment Level)
(Disbursement Level)
SF=1
SF=2,3
SF=8
N/A*
N/A*
N/A*
N/A*
N/A*
N/A*
N/A*
N/A*
N/A*
- amount
+amount
- amount - amount
+amount +amount
N/A = not applicable
Florida Fact:
Six student athletes from Florida
Universities have won the Heisman
Trophy.
(source: myflorida.com)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 10
Page 38
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 11 ENCUMBRANCES & ENCUMBERED DISBURSEMENTS
According to the Governmental Accounting Standards Board, encumbrances are
commitments "related to unperformed (executory) contracts for goods or services." As such,
they are contingent liabilities for which a true obligation has not yet occurred. In FLAIR,
encumbrances are recorded through TR60 - Encumbrances. Whenever an entry is made
using TR60, the Encumbrances Subsidiary Ledger is simultaneously updated. This
subsidiary lists all detail transaction information for encumbrances.
When changes are made to an established encumbrance through the Encumbrances
Subsidiary Update screen, TR6S, the appropriate accounting entries are retrieved. These
entries will carry a TR61 (Encumbrance Changes) Transaction Type, and may be viewed
through TR61 Inquiry.
When an actual cash disbursement is made for a previously established encumbrance, it
should be recorded in FLAIR through TR70 - Encumbered Disbursements. When this entry is
made, the disbursement is recorded, the original encumbrance entry is reversed, and the
encumbrance is removed from the Encumbrances Subsidiary.
Any errors made when entering transactions through TR70 and discovered after the day of
original entry should be corrected using TR58, Disbursement Corrections. See chapter 13.
These transactions are discussed in detail on the following pages.
Encumbrances (TR60)
Encumbrances Subsidiary (TR6S)
Encumbrance Changes (TR61)
Encumbered Disbursements (TR70)
TR60 - Encumbrances
This transaction is used to record encumbrances on the Daily Input File and the
Encumbrances Subsidiary. During nightly up-date, the encumbrance entries from the Daily
Input File are used to update the agency's Detail and Master Files.
When using TR60, the accounting entry into the agency's FLAIR records is as follows:
GL Code
Description
DR
94100
98100
Encumbrances
X
Budgetary Fund Bal. Reserved for Encumbrances
CR
I/A
X
I
A
The General Ledger Code for Encumbrances (94100) will automatically display on the input
screen. To record an increase in Encumbrances, the operator should input a positive
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
amount. To correct an amount on the current day's input, the operator should retrieve the
entry from the Daily Input File and type the correct amount over the existing amount using the
TR60 Update screen. A Transaction 60 can be entered with a positive amount only.
There are three types of encumbrances available to the agencies: Regular Encumbrances,
Memo Encumbrances, and Blanket Encumbrances. Regular Encumbrances are used to
record commitments for goods and services to a known or specific vendor. When the balance
on a Regular Encumbrance is reduced to zero or a negative balance, it is automatically
dropped from the Encumbrance Subsidiary Ledger during nightly update. Memo
Encumbrances are used to record commitments for goods and services when there are
multiple vendors or when the vendor is not known. Only the maximum amount of the
commitment is known. Like Regular Encumbrances, Memo Encumbrances drop off the
Encumbrances Subsidiary Ledger during nightly update when they are reduced to a zero or a
negative balance. Blanket Encumbrances are used to record commitments when the vendor
is known, the maximum amount of the commitment is known, and the commitment may be
spread over a long period of time (i.e. the life of a contract). Unlike Regular and Memo
Encumbrances, Blanket Encumbrances are not dropped from the Encumbrances Subsidiary
when they are reduced to a zero or a negative balance. They remain on file until the agency
removes them by indicating a Final Payment or by deleting them using the 6S Update screen.
The vendor on an any outstanding encumbrance may be changed (overridden) by accessing
the encumbrance through the Encumbrance Subsidiary Update (TYPE '6S', SEL 'U') using a
line of "0000".
When encumbrances are recorded, the Available Balance File is updated as follows:
SF=1
Fund Cash
N/A*
Fund Release
N/A*
Organization Cash
N/A*
Organization Allotment - amount
SF=2,3
N/A*
N/A*
N/A*
- amount
SF=8
N/A*
N/A*
N/A*
- amount
*N/A = Not applicable
NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (same as
Fund Cash and Organization Allotment above). This update will take place only if the Grant,
Contract, and/or Project fields are input.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inputting TR60 Transactions
Single Transaction Input
If a TYPE of "60" and a SEL code of "S" are entered on any screen, the Single Input Request
screen will display (see next pages). Procedures for the use of this screen are described
below.
On line 6 of the Single Input Request screen, the operator should enter the appropriate data
under the following field titles.
EN-NO
Encumbrance Document Number; required field.
MBI
Memo/Blanket Indicator; optional field.
L1 L2 L3 L4 L5
Organization level to which the Encumbrance is to be recorded;
required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request was made on line 22, the transaction requested will be processed. The system
will search the Encumbrances Subsidiary File for the Encumbrance Document Number
entered.
The Single Input Vendor Request screen, is accessed when a new encumbrance is being
entered (see next pages). This screen is used to retrieve from the Vendor Files the
necessary vendor information that is to be carried on the Encumbrances Subsidiary.
Procedures for the use of this screen are described as follows.
On line 6, the operator will find the data codes displayed from the previous screen. These
fields are protected and cannot be changed.
On line 11, the operator should enter the appropriate data codes to request the necessary
vendor information to be retrieved from the Vendor Files.
VENDOR-ID
Vendor Identification Number; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
BF-OB
Benefiting Object Code; optional field.
BF-CAT
Benefiting Appropriation Category; optional field.
BF-YR
Benefiting Appropriation Year; defaults to "00" if left blank.
If the Memo/Blanket Indicator (MBI) is "M" (Memo Encumbrance), vendor data is optional;
otherwise, it must be entered on this screen in one of the following combinations. (To bypass
the Vendor Request screen for Memo Encumbrances, just depress the ENTER key.)
a.
If VENDOR-ID is a SPURS, Regular, Employee, or Client Vendor, then only the
VENDOR-ID is entered.
b.
If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI),
indicating a JT transaction, the benefiting object (BF-OB) and benefiting
category (BF-CAT) are both required and the BF-OB must be a State Standard
Object Code. All other benefiting data should be left blank.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG), expansion option (BFEO), and object (BF-OB) must be input. If the disbursing and receiving organizations are
within the same operating level, the system will generate the JT receipt entries (TR99) during
nightly update. See chapter 14.
After completing the screen, the operator should depress the ENTER key and the Single
Input screen will be returned (see next pages). Procedures for the use of this screen are
described as follows.
On line 6, the operator will find the fields displayed from the previous screens and/or retrieved
from the Encumbrances Subsidiary. Also displayed is TRN-DT (Transaction Date de-faults to
current date if left blank), DESCRIPTION (optional field), and RCV-DT (Received Date;
optional field).
On line 9, the operator will find the following fields displayed ready for input.
AMOUNT
Transaction amount; required field; only positive amounts
accepted.
VENDOR-ID
Vendor Identification Number; protected field.
MC
Minority Code; protected field.
BF-CAT/YR
Benefiting Appropriation Category and Appropriation Year;
protected field.
VENDOR NAME
Name of Vendor; protected field.
OTHER-DOC
Other Document Number; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 12, the operator will find the following fields displayed.
EN-GL
Encumbrance General Ledger Code; required field; "94100"
automatically displays; last two digits may be overridden.
EN-EGL
External Encumbrance General Ledger Code; optional field.
AB
Available Balance Override Indicator; optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
QUANTITY
Optional field.
B
Batch; optional field.
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB
Benefiting Object Code; optional field.
On line 15, the operator will find the following fields displayed. These fields are retrieved from
the Expansion Set record but may be overridden (changed).
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to "00" if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 15 are retrieved from the Expansion Option Record but may be
overridden (changed).
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered, edited against the Grant
Information File. If Grant Information File contains a *CSFA Code,
then edited against the Contract and Grant Title File.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field. If entered, edited against the
Contract Information File. If Contract Information File contains a
*CSFA Code, then edited against the Contract and Grant Title File
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
*Note: CSFA = Catalog State Financial Assistance
On line 18, the following fields are displayed. These data codes except CF are retrieved from
the Expansion Option Record and are protected (cannot be changed) with the exception of
BE, IBI, STATE PROGRAM and PROJECT ID.
GF
GAAFR Fund
SF
State Fund
FID
Fund Identifier
BE
Budget Entity; required field
IBI
Internal Budget Indicator; required field
EF
External Fund
STATE-PROGRAM State Program Number; required field
PROJECT ID
Project Identification Number; optional field
RVL
Revolving Fund Identifier
CF
Certified Forward Indicator; optional field; if used "C" must be
input.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen will be returned. If no request is made on line 22, the operator should
depress the ENTER key and the transaction will be processed. A Single Input screen will
return with all of the data from the last transaction except AMOUNT, QUANTITY, AB, CF, and
YR.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
60S Encumbrances Single Input Request Screen
01
02
03
04
05
16
17
08
19
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60S1
EN-NO
E
09/03/2007
TR 60 - ENCUMBRANCES - SINGLE INPUT - REQUEST
MBI L1 L2 L3 L4 L5
85
EO VR OBJECT
12:55:45
PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
60S Encumbrances Single Input Screen 2
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60S2
EN-NO
E 222
09/03/2007
TR 60 - ENCUMBRANCES - SINGLE INPUT - REQUEST
MBI L1 L2 L3 L4 L5 EO VR OBJECT
85 10 20 00 000 00 02 380000
12:59:22
PPI
ENTER VENDOR OR BF DATA:
VENDOR-ID
BF-ORG
BF-EO
BF-OB
BF-CAT
BF-YR
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
60S Encumbrances Single Input Screen 3
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60S3
EN-NO
E 222
09/03/2007
TR 60 - ENCUMBRANCES - SINGLE INPUT
MBI L1 L2 L3 L4 L5 EO VR OBJECT PPI TRN-DT DESCRIPTION
85 10 02 00 000 00 02 380000
...AMOUNT...
EN-GL
941 00
12:59:08
VENDOR-ID
VF599876543001
EN-EGL
CAT
YR
040000 00
AB
MC BF-CAT/YR VENDOR-NAME
A
BDW SUPPLIES
SUB-VENDOR-ID
GL
EGL EOB
71100
GF SF FID
BE
IBI
10 1 000001 85000000 00
ECAT
EF
..QUANTITY..
EP
GRANT
246B
STATE PROGRAM
1112110000 000000
B PID
GY
OTHER-DOC
BF-ORG
CNTRT
PROJECT ID
RCV-DT
CY
BF-EO BF-OB
OCA
RVL
AU
CF
NEXT:
EN-NO
MBI L1 L2 L3 L4 L5 EO VR OBJECT PPI
E 222
85 10 02 00 000 00
380000
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
MyFloridaMarketPlace (MFMP) Encumbrances
Most agencies encumbrances are first entered in the statewide purchasing system:
MyFloridaMarketPlace (MFMP). MFMP and FLAIR send data back and forth regarding
encumbrances, encumbrance changes, and so forth. Direct Orders (purchase orders) in
MFMP should create an encumbrance record in FLAIR.
This manual does not provide procedures and information about using the MFMP system.
Please contact the Department of Management Services or your agency for indepth training
on MFMP.
Multiple Transaction Input – TR 60
If a Transaction Type of "60" and a Selection Code of "A" are entered on any screen, the
Multiple Input Request screen will display (see next pages). This screen is used to request
transactions to be entered on the Multiple Input screen.
On line 6 of the Multiple Input Request screen, the operator should enter the appropriate data
under the following field titles.
EN-NO
Encumbrance Document Number; required field.
MBI
Memo/Blanket Indicator; optional field.
If no request was made on line 23, the transaction requested will be processed. The system
will search the Encumbrances Subsidiary for the Encumbrance Number entered.
The Multiple Input Vendor Request screen is accessed when a new encumbrance is being
entered. This screen is used to retrieve the necessary information that is to be carried on the
Encumbrances Subsidiary File from the Vendor Files. Procedures for the use of this screen
are described below.
On line 5, the operator will find the data codes displayed from the previous screen. These
fields are protected and cannot be changed.
On line 10, the operator should enter the appropriate data codes to request the necessary
vendor information from the Vendor Files.
VENDOR-ID
Vendor Identification Number; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
BF-OB
Benefiting Object Code; optional field.
BF-CAT
Benefiting Category; optional field.
BF-YR
Benefiting Appropriation Year; defaults to "00" if left blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
If the Memo/Blanket Indicator (MBI) is "M" (Memo Encumbrance), vendor data is optional;
otherwise, it must be entered on this screen in one of the following combinations. (To bypass
the Vendor Request screen for Memo Encumbrances, depress the ENTER key.)
a.
If VENDOR-ID is a statewide vendor, Regular, Employee, or Client Vendor, then
only the VENDOR-ID is entered.
b.
If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI),
indicating a JT transaction or a cash disbursement to a local fund, the benefiting
object (BF-OB) and benefiting category (BF-CAT) are both required and the BFOB must be a State Standard Object Code. All other benefiting data should be
left blank.
c.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),
expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing
and receiving organizations are within the same operating level, the system will
generate the JT receipt entries (TR99) during nightly update. See chapter 13.
After completing the screen the operator should depress the ENTER key and the Multiple
Input screen will be returned (see next pages). Procedures for the use of this screen are
described below.
On lines 8 - 21, the operator may input up to three transactions with the following data codes.
EN-NO
Encumbrance Number; protected field.
MBI
Encumbrances Type Indicator; protected field.
L1 L2 L3 L4 L5
Organization Level at which the encumbrance is recorded. L1 is
protected; L2 - L5 is optional as needed.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
YR
Appropriation Year; defaults to "00" if left blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
PPI
Prior Period Indicator; optional field.
TRN-DT
Transaction Date; if left blank, defaults to current date.
DESCRIPTION
Optional field.
RCV-DT
Received Date; optional field.
AMOUNT
Required field.
VENDOR ID
Vendor Identification; protected field.
MC
Minority Code; protected field.
BF-CAT/YR
Benefiting Category and Year; protected field.
VENDOR NAME
Protected field.
OTHER DOC
Other Document Number; optional field.
EN-GL
Encumbrance General Ledger Code; "941" is retrieved and
protected.
EN-EGL
Encumbrance External General Ledger Code; optional field.
AB
Available Balance Override Indicator; optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
QUANTITY
Optional field.
B
Batch; optional field.
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB
Benefiting Object Code; optional field.
CF
Certified Forward Indicator; optional field, valid input=”C”
NOTE: The operator may use the "DUP" key in all fields except Organization L1, QUANTITY
and AMOUNT.
Line 22 may be used to transfer to a different screen. See chapter 8.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The operator should then depress the ENTER key. The transactions will be processed, and
the requested screen will be displayed. If no request is made on line 22, the operator should
depress the ENTER key, and the Multiple Input screen will return with all of the data from the
last transaction except YR, AMOUNT, AB, QUANTITY, and CF.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
60A Encumbrances Multiple Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60A1
EN-NO
E
09/03/2007
TR 60 - ENCUMBRANCES - MULTIPLE INPUT - REQUEST
12:59:58
MBI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
60A Encumbrances Multiple Input Screen 2
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60A2
EN-NO
E 222
09/03/2007
TR 60 - ENCUMBRANCES - MULTIPLE INPUT - REQUEST
13:00:14
MBI
ENTER VENDOR OR BF DATA:
VENDOR-ID
BF-ORG
BF-EO
BF-OB
BF-CAT
BF-YR
PPI
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
60A Encumbrances Multiple Input Screen 3
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60A3
09/03/2007
13:00:39
TR 60 - ENCUMBRANCES - MULTIPLE INPUT
EN-NO
MB L1 L2 L3 L4 L5 EO VR OBJECT YR PPI TRN-DT DESCRIPTION
RCV-DT
....AMOUNT... VENDOR-ID
MC BF-CAT/YR VENDOR-NAME
OTHER-DOC
EN-GL
EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. B PID BF-ORG
BF-EO BF-OB CF
E 222
85
VF599876543001
A
BDW SUPPLIES
VF599876543001
A
BDW SUPPLIES
VF599876543001
A
BDW SUPPLIES
941 00
E 222
85
941 00
E 222
85
941 00
NEXT:
EN-NO E 222
MBI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR60 Transactions
Single and Multiple Inquiry
If a TYPE of "60" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry
by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display
(see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, User ID, GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, EN-NO,
and LINE. Only transactions within the operator's site and meeting the search criteria will be
displayed. If a data code is not entered, all encumbrance transactions within the operator's
site will be displayed in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first three
entries on the file meeting the search criteria will be displayed. (See next pages.) The
operator will find the requested accounting entries as they appear on the Daily Input File.
This data is protected and cannot be changed.
The next request line may be used to transfer to a different screen or process a new request.
If no request is made, the next entry on file meeting the original search criteria will be
displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
60 I Encumbrances Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60I1
09/03/2007
TR 60 - ENCUMBRANCES - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 l3 l4 l5
85
BF-ORG
USER ID
BF-EO
EN-NO
E
GF SF FID
BE
IBI
13:01:09
VENDOR-ID
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
60 I Encumbrances Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60I2
EN-NO
E 222
09/03/2007
TR 60 - ENCUMBRANCES - SINGLE INQUIRY BY SITE
LINE MBI L1 L2 L3 L4 L5 EO VR OBJECT PPI TRN-DT
DESCRIPTION
0001
85 10 02 00 000 00 02 380000
09/03/2007 OFF. SUPPLIES
....AMOUNT.... VENDOR-ID
1200.00 VF599876543001
EN-GL
94100
13:01:20
EN-EGL
AB
MC BF-CAT/YR VENDOR-NAME
A
BDW SUPPLIES
SUB-VENDOR-ID
CAT
YR CF GL
EGL EOB ECAT
040000 00
71100
GF SF FID
BE
IBI
10 1 000001 85000000 00
..QUANTITY..
EP
GRANT
246B
EF STATE-PROGRAM
1112110000 000000
B PID
GY
BF-ORG
OTHER-DOC
BF-EO BF-OB
CNTRT CY
AAAAA
PROJECT ID
OCA
AU
RVL
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
EN-NO
LINE
85
E
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
60M Encumbrances Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60M1
09/03/2007
TR 60 - ENCUMBRANCES - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
BF-EO
USER ID
EN-NO
E
GF SF FID
BE
IBI
13:01:47
VENDOR-ID
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
60M Encumbrances Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60M2
09/03/2007
TR 60 - ENCUMBRANCES - MULTIPLE INQUIRY BY SITE
13:01:58
X EN-NO
LINE MBI L1 L2 L3 L4 L5 EO VR OBJECT YR PPI TRN-DT DESCRIPTION
....AMOUNT.... VENDOR-ID
MC BF-CAT/YR VENDOR-NAME
OTHER-DOC
CF EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. B PID BF-ORG
BF-EO BF-OB
E 222
0001
85 10 02 00 000 00 02 380000 00
09032007 OFF. SUPPLIES
1200.00 VF599876543001
A
BDW SUPPLIES
94100
E 555
0001
85 00 00 00 000 00 02 380000 00
09032007 OFF. SUPPLIES
1200.00 VF234567890001
BOB'S EXEC. SUP.
94100
E 777
0001
85 00 00 00 000 00 02 380000 00
09032007 OFF. SUPPLIES
10000.00 VF111998661003
A
AVIS PAPER
94100
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
EN-NO
LINE
85
E
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR60 Transactions
Single Update by Site
The Single Update by Site screen should be used to make changes or corrections to
transactions entering the system on the current day, for encumbrances entered directly into
FLAIR. To make corrections to encumbrance entries entered on a prior day, the operator will
have to reverse the original entry and reenter it correctly. If additional changes must be
made, they must be done on the TR 6S (Encumbrances Subsidiary) Update Screen. The
operator can access the Single Update by Site Screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting an "U" in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting an "U" in the
X field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on the update screen by
tabbing to the field to be changed and keying in the new data. Certain data codes may not be
changed. These are:
EN-NO + LINE
MBI
L1 L2 L3 L4 L5
EO
VR
OBJECT
VENDOR-ID
MC (Minority Code)
BF-CAT/YR
VENDOR NAME
EN-GL (only "941" is protected)
GF, SF, FID
EF
RVL
The following codes may be changed:
AMOUNT
EN-GL
CAT
BE & IBI
STATE PROGRAM
Note : MFMP encumbrance changes (Direct Order changes) should be made in MFMP, not in
FLAIR.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
60U Encumbrance Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
60U1
09/03/2007
TR 60 - ENCUMBRANCES - SINGLE UPDATE BY SITE
13:03:27
DELETE:
EN-NO
E 222
LINE MBI L1 L2 L3 L4 L5 EO VR OBJECT PPI
TRN-DT
DESCRIPTION
0001
85 10 02 00 000 00 02 380000
09032007 OFF. SUPPLIES
....AMOUNT.... VENDOR-ID
1200.00
VF599876543001
EN-GL
941 00
EN-EGL AB
CAT
YR
040000 00
MC BF-CAT/YR VENDOR-NAME
A
BDW SUPPLIES
SUB-VENDOR-ID
GL
EGL EOB
71100
GF SF FID
BE
IBI
10 1 000001 85000000 00
ECAT
EF
..QUANTITY..
EP
B PID
GRANT
246B
STATE-PROGRAM
1112110000 000000
GY
BF-ORG
OTHER-DOC
BF-EO BF-OB
CNTRT CY
AAAAA
PROJECT ID
OCA
AU
RVL
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 18
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR6S – The Encumbrance Subsidiary
The Encumbrances Subsidiary is an on-line auxiliary ledger that maintains a record for
outstanding encumbrances. This includes Regular Encumbrances, Memo Encumbrances,
and Blanket Encumbrances. It is available for inquiry and update.
A record is created on the Encumbrances Subsidiary Ledger when an encumbrance is
entered through TR60. For each encumbrance record, a line number is generated. This
allows agencies to recall and/or update a specific line item within an Encumbrance. The
Subsidiary Ledger will be updated immediately when an entry is made through TR60 Input,
60 Update, 6S Update, or when an Encumbered Disbursement or payable entry is made
through an Encumbered Disbursement or payable transaction.
TR60 Update is used to update or delete encumbrance records entered on the current day.
Since these transactions have not yet updated the Detail or Master Files, the original entry is
retrieved from the Daily Input File and the correcting data is keyed over the existing data. This
updates the Daily Input File and simultaneously creates a correcting entry to the
Encumbrances Subsidiary Ledger. On the subsidiary records, only the net effect of the
change would be shown on inquiry.
TR6S Update is used to correct transactions that have already updated the Detail and Master
Files. Since these transactions are not on the Daily Input File, they are retrieved from the
Encumbrances Subsidiary. Corrections to non-quantitative fields are made by typing in the
correct data. This will create a reversing entry to back-out the existing encumbrance and an
entry to record the corrected encumbrance. Corrections to quantitative fields are entered as
the net change; i.e., AMT. CHANGE and QUANTITY CHANGE. This will create an entry to
record the net change only. These entries can be viewed through TR61 Inquiry (same day
only). The net effect of the change(s) to the subsidiary record will be recorded on the
Encumbrances Subsidiary and can be viewed using TR6S Inquiry.
TR6S Update is also used to change or update the vendor to which an encumbrance is
recorded. To update the VENDOR I.D. field, request the desired encumbrance by document
number via the Encumbrances Subsidiary Single Update Request screen (Type '6S', SEL
'U'). A line number of "0000" should be used on the update request. An entry to reverse the
transaction with the old vendor number and an entry to record the new transaction reflecting
the new vendor number will be system-generated. These entries may be immediately viewed
by using the inquiry modes of TR61.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 19
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Examples of the entries to update the Encumbrances Subsidiary File follow.
To change an Object Code on an Encumbrance for $1,000.00 from 341000 to 342000:
Object
GL Code
Description
DR
341000
341000
98100
94100
Budgetary Fund Bal. Res. for Enc.
Encumbrances
1000
342000
342000
94100
98100
Encumbrances
Budgetary Fund Bal. Res. for Enc.
1000
CR
1000
1000
NOTE: The AMT CHANGE field is left blank when there is no correction to the amount. The
LINE AMOUNT field is used in the generated entries to reverse out the existing encumbrance
record and to record the corrected encumbrance record.
To reduce the Amount of a $1500.00 Encumbrance by $500.00:
Amt Change
GL Code
Description
DR
- 500
- 500
98100
94100
Budget Fd. Bal. Res. for Enc.
Encumbrances
500
CR
500
NOTE: The $500.00 credit is entered in the AMT CHANGE field as a negative amount. This
reduces the amount on the encumbrance record by $500.00.
When recording an Encumbered Disbursement or Encumbered Payable, the operator is
required to enter the encumbrance and line number. This identifies the specific line item
within the encumbrance that will be reduced or removed by the expenditure or payable
disbursement transaction.
If the entire encumbrance is to be removed from the Encumbrances Subsidiary Ledger, then
a Final Payment Indicator should be recorded on the expenditure entry. This will remove the
entire encumbrance regardless of whether the expenditure, encumbered amount and the
encumbrance entries are the same.
To cancel an encumbrance without paying it or setting up a payable for it, the operator should
go through TR6S Update and delete it.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 20
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When the Encumbrances Subsidiary File is updated, the Available Balance File is updated as
follows:
SF=1
Fund Cash
Fund Release
Organization Cash
Organization Allot.
N/A*
N/A*
N/A*
+/- Diff.
SF=2,3
N/A*
N/A*
N/A*
+/- Diff.
SF=8
N/A*
N/A*
N/A*
+/- Diff.
* N/A = Not Applicable
Diff. = Difference
NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (same as
Fund Cash and Organization Allotment above). This update will take place only if the Grant,
Contract, and/or Project fields are input.
Inquiring into the Encumbrance Subsidiary
If a TYPE of "6S" and a SEL of "I" or "M" were entered on any screen, the Single Inquiry
Request screen ("I") or Multiple Inquiry Request screen ("M") will return (see next pages).
Procedures for the use of these screens are described below.
On line 6, the operator will find his/her organization security clearance along with the
appropriate data codes to request the Encumbrance record to be inquired upon. The search
criteria includes Organization Code, EN-NO, LINE, PPI, CAT, VENDOR ID, BF-ORG and BFEO. To view prior month or prior year data, the PPI must be entered. If a data code is not
entered, all encumbrances will be displayed, beginning with the first record within the user's
security clearance.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested transaction will be displayed. On Multiple Inquiry, the first four
transactions on file meeting the search criteria will be displayed (see next pages).
The Final Payment Indicator (F) is used to indicate if an encumbrance has been marked for
final payment, reduced to a zero or negative amount, or deleted through 6S update. The
available indicators are:
C
The encumbrance was paid in full or overpaid. If the encumbrance was a
Regular Encumbrance or Memo Encumbrance, the encumbrance line item will
be cleared during nightly update unless you're in dual month processing. When
in dual month processing, these encumbrances will remain on file until the prior
month is closed (system generated code).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 21
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
D
Deleted through 6S update and the encumbrance line item will be cleared
during nightly update.
F
The encumbrance line item was marked as a final payment and will be cleared
during nightly update.
The EN-DT field indicates the date an encumbered line item was recorded in the agency's
records. The AC-DT field is also shown indicating the date of the last activity involving the
encumbered line item of inquiry.
The NEXT line may be used to transfer to a different screen or a new request. See chapter 8.
If no new request is made, the next entry/entries on file meeting the search criteria will be
displayed.
6S I Encumbrance Subsidiary Ledger Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
6SI1
09/03/2007
6S - ENCUMBRANCES SUBSIDIARY LEDGER - SINGLE INQUIRY - REQUEST
L1 L2 L3 L4 L5
85
EN-NO
LINE PPI CAT
VENDOR-ID
13:06:12
BF-ORG
BF-EO
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 22
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
6SI Encumbrance Subsidiary Ledger Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
6SI2
EN-NO
E 452
6S-ENC. SUBSIDIARY LEDGER - SINGLE INQUIRY
LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI
0001
85 10 01 01 211 01 01 261000
..LINE AMOUNT.
241.00
VENDOR-ID
VN232323232001
EN-GL EN-EGL SUB-VENDOR-ID
94100
MC
A
BF-ORG
BF-YR
VENDOR NAME
STATE TRAVEL
..QUANTITY.. PID EN-DT
RCV-DT
09/03/2007
CAT
YR CF NCF GL
EGL EOB ECAT
040000 00
71100
GF SF FID
BE
IBI
20 2 010001 85100000 00
BF-CAT
09/03/2007 13:06:26
DESCRIPTION
TRAVEL
EP GRANT
EF STATE-PROGRAM
1112110000 000000
GY
AC-DT
09/03/2007
CNTRT CY
AAAAA
PROJECT ID
OCA
AU
RVL
BF-EO BF-OB
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 EN-NO
LINE PPI CAT
VENDOR-ID
BF-ORG
BF-EO
85
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
6SM Encumbrance Subsidiary Ledger Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
6SM1
09/03/2007
6S - ENCUMBRANCES SUBSIDIARY LEDGER - MULTIPLE INQUIRY - REQUEST
L1 L2 L3 L4 L5
85
EN-NO
LINE
PPI CAT
VENDOR-ID
13:06:46
BF-ORG
BF-EO
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 23
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
6SM Encumbrance Subsidiary Ledger Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
6SM2
09/03/2007 13:06:57
6S - ENCUMBRANCES SUBSIDIARY LEDGER - MULTIPLE INQUIRY
EN-NO
MBI ...BALANCE.... PPI VENDOR-NAME STATE TRAVEL
MC BF-CAT/YR
E 452
300.00
VENDOR-ID VN232323232001
A
X LINE F L1 L2 L3 L4 L5 EO VR OBJECT YR CF/NCF DESCRIPTION
EN-DT
RCV-DT
..LINE AMOUNT. EN-GL/EGL SUB-VENDOR-ID PID BF-ORG
BF-EO BF-OB AC-DT
0001
85 10 01 01 211 01 01 261000 00
TRAVEL
09032007
241.00 94100
09032002
0002
85 10 02 02 213 AA 01 261000 00
59.00 94100
TRAVEL
09032007
09032002
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 EN-NO
LINE PPI CAT
VENDOR-ID
BF-ORG
BF-EO
85
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating the Encumbrance Subsidiary
If a Transaction Type of "6S" and a SEL Code of "U" are entered on any screen, the Single
Update Request screen will display (see next pages). This screen should be used to make
changes or corrections to encumbrances entering the system prior to the current day.
Procedures for the use of this screen are described below.
The operator should enter the Encumbrance Document Number (EN-NO) and LINE Number
to request the transaction to be retrieved from the Encumbrances Subsidiary Ledger and
updated.
After completing the request screen, the operator should depress the ENTER key. The first
transaction on file meeting the request criteria will be returned on the Single Update screen
.Procedures for the use of this screen are described below.
The DELETE field is available to delete a record from the Encumbrances Subsidiary File. To
delete the record enter a "D" in this field and depress the ENTER key. The record will then be
removed from the file. The operator may change the following fields displayed on this screen
by tabbing to the field to be changed and typing in the correct data. The codes that may be
updated are:
PPI
L2-L5
EO
VR
OBJECT
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 24
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
If the vendor ID is to be changed, a line number of '0000' should be entered; the Single
Update screen will be returned. The operator may tab to the appropriate data on line 11 to
indicate a vendor change. Fields available for update include:
VENDOR-ID
BF-YR
BF-EO
BF-CAT
BF-ORG
BF-OBJ
Once the vendor data change has been input, depress the ENTER key. On the following
screen, the operator should make any necessary changes and depress ENTER.
The system will return a second Single Update screen (see next pages.) Procedures for the
use of this screen are described below.
The following data codes will be displayed. Some codes are protected and cannot be
updated while other codes may be overridden. The data codes that may not be updated are:
EN-NO & LINE
MBI
F
L1 L2 L3 L4 L5
EO
VR
OBJECT
PPI
LINE AMOUNT
VENDOR-ID
MC
VENDOR NAME
EN - GL (941 only)
QUANTITY
GF, SF, FID
EF
RVL
BF CAT/YR
AC-DT
Line 19 or 21 may be used to transfer to different screen. See chapter 8. If the record is
updated and no request is made on line 19 or 21, the next transaction on the file meeting the
search criteria will be returned. If the record is not updated and no request is made on line 21
or 23, the system will default to the Multiple Inquiry screen with the record from update listed
first.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 25
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
6SU Encumbrance Subsidiary Ledger Single Update Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
6SU1
EN-NO
09/03/2007 13:08:01
6S - ENCUMBRANCES SUBSIDIARY LEDGER - SINGLE UPDATE - REQUEST
LINE
PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
6SU Encumbrance Subsidiary Ledger Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
6SU3
09/03/2007
6S - ENCUMBRANCES SUBSIDIARY LEDGER - SINGLE UPDATE
DELETE:
EN-NO
E 167
13:08:28
PPI:
LINE MBI
0001
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 00 000 00 02 261000
CHANGE L1 L2 L3 L4 L5
85
VENDOR-ID
VF111998661003
EO VR OBJECT IF DESIRED
BF-CAT BF-YR VENDOR-NAME
AVIS AUTO
GF SF FID
BE
IBI
10 1 000001 85100000 00
EF
RVL
DESCRIPTION
TRAVEL
EN-DT
09/03/2007
AC-DT
09/03/2007
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN
RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 26
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
6SU Encumbrance Subsidiary Ledger Single Update Screen 2 (Vendor Number
or Benefiting Data override)
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
6SU2
EN-NO
E 349
09/03/2007
6S - ENCUMBRANCES SUBSIDIARY LEDGER - SINGLE UPDATE
13:08:28
LINE MBI
0000
OVERRIDE ENCUMBRANCE VENDOR AND BF-DATA, IF DESIRED:
VENDOR-ID
VN323232323001
NEXT:
EN-NO
BF-CAT BF-YR BF-ORG
BF-EO BF-OBJ VENDOR-NAME
ST. BANK
LINE PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Transaction 6SU Encumbrance Subsidiary Ledger Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
6SU4
EN-NO
E 349
6S - ENC. SUBSIDIARY LEDGER - SINGLE UPDATE 09/03/2007
LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI TRN-DT
0001
85 10 02 02 213 00 02 221000
..LINE AMOUNT.
23.00
.AMT.CHANGE..
VENDOR-ID
VN323232323001
MC
A
DESCRIPTION
OFFICE SUPPLIES
VENDOR NAME
ST.BANK
EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. .QTY.CHANGE. PID
94100
CAT
YR CF GL
040000 00
71100
EGL EOB ECAT
GF SF FID
BE
IBI
10 1 000001 85100000 00
BF-ORG
BF-EO BF-OB
EF
EP GRANT
STATE-PROGRAM
1112110000 000000
BF-CAT/YR
GY
13:09:16
EN-DT
09032007
CNTRT CY
PROJECT ID
RCV-DT
OCA
AU
RVL
AC-DT
09032007
NEXT: EN-NO
LINE
PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 27
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR61 - Encumbrance Changes
Whenever an encumbrance is updated using the Encumbrance Subsidiary Update screen,
(TR6SU) TR61 entries are generated by the system. Single and Multiple Inquiry screens are
available for on-line viewing of these system generated entries.
If a Transaction Type "61" and a Selection Code of "I" or "M" were entered on any screen, the
Single Inquiry Request screen ("I") or Multiple Inquiry Request screen ("M"), will display (see
next pages). Procedures for the use of these screens are described below.
The operator will find his/her organization security clearance along with the data codes
available for search criteria. The search criteria include Organization Code, USER ID, GF,
SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, EN-NO, and LINE. Only transactions
meeting the search criteria will be displayed. If no search criterion is entered, all
encumbrance changes generated on the current day will be displayed, starting with the first
record within the user's security clearance.
After completing the Request screen the operator should depress the ENTER key. On Single
Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first three entries on
file meeting the search criteria will be displayed.
The NEXT line may be used to transfer to a different screen. See chapter 8. If no request is
made on line 22, the next entry/entries on the file meeting the original search criteria will
display.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 28
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
61 I Encumbrance Changes Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
61I1
09/03/2007 13:05:09
TR 61 - ENCUMBRANCE CHANGES - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
USER ID
BF-EO
GF SF FID
EN-NO
BE
IBI
VENDOR-ID
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
61 I Encumbrance Changes Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
61I2
EN-NO
E 222
09/03/2007
TR 61 - ENCUMBRANCE CHANGES - SINGLE INQUIRY BY SITE
LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI TRN-DT
DESCRIPTION
0001
85 10 02 00 000 00 02 380000
09032007 OFF. SUPPLIES
....AMOUNT.... VENDOR-ID
-200.00 VF599876543001
EN-GL
94100
13:05:24
EN-EGL
AB
MC BF-CAT/YR VENDOR NAME
A
BDW SUPPLIES
SUB-VENDOR-ID
CAT
YR GL
EGL EOB ECAT
040000 00 71100
GF SF FID
BE
IBI
10 1 000001 85100000 00
EF
..QUANTITY..
EP GRANT
246B
RVL
CF
B PID
BF-ORG
GY CNTRT
AAAAA
OTHER-DOC
BF-EO BF-OB
CY
STATE-PROGRAM
1112110000 000000
OCA
AU
PROJECT
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
EN-NO
LINE
85
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 29
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
61M Encumbrance Changes Multiple Inquiry Request Screen
01
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61M1
09/03/2007 13:05:42
TR 61 - ENCUMBRANCE CHANGES - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
USER ID
BF-EO
GF SF FID
EN-NO
BE
IBI
VENDOR-ID
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
61M Encumbrance Changes Multiple Inquiry Screen
01
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61M2
09/03/2007 13:05:52
TR 61 - ENCUMBRANCE CHANGES - MULTIPLE INQUIRY
X EN-NO
LINE MBI L1 L2 L3 L4 L5 EO VR OBJECT YR PPI TRN-DT
DESCRIPTION
....AMOUNT.... VENDOR-ID
MC BF-CAT/YR VENDOR-NAME
OTHER-DOC
EN-GL EN-EGL AB SUB-VENDOR-ID ..QUANTITY.. B PID BF-ORG
BF-EO BF-OB
CF
E 222
0001
85 10 02 00 000 00 02 380000 00
09032007
-200.00 VF599876543001
A
BDW SUPPLIES
OFF. SUPPLIES
94100
E 222
0001
85 00 00 00 000 00 02 380000 00
09032007 OFF. SUPPLIES
2200.00 VF599876543001
A
BDW SUPPLIES
94100
E 101
0001
85 20 03 03 000 00 02 261000 00
09032007 CAR RENTAL
-230.00 VF111998661003
A
AVIS RENT-A-CAR
94100
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
EN-NO
LINE
85
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 30
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR70 - Encumbered Disbursements
This transaction is used to record cash disbursements where an encumbrance has been
previously established. The system generates the following accounting entries into the
agency's FLAIR records:
S.F.
GL Code
Description
DR
Expenditures
Unexpended Gen. Rev. Rel. or
Released Cash in State Treasury or
Cash in Bank
X
1
2,3
8
7****
13100
12200
11200
CR
I/A
X
X
X
I
A
A
A
The following entry will also be generated to remove or reduce the original encumbrance.
GL Code
Description
DR
98100
94100
Budgetary Fund Bal. Res. for Enc.
Encumbrances
X
CR
I/A
X
A
A
The General Ledger Code for Expenditures (7****) may be retrieved from the Expansion Set
record or entered by the operator on the single input screen. To record an increase in
expenditures, the operator should input a positive amount which will be entered as a debit to
the 7**** account.
When Encumbered Disbursements are recorded, the Available Balance File is updated as
follows:
Fund Cash
Fund Release
Organization Cash
Organization Allotment
SF=1
SF=2,3
N/A*
- amount
N/A*
+/- Diff.**
- amount
- amount
- amount
+/- Diff.**
SF=8
- amount
N/A*
- amount
+/- Diff.**
*N/A = not applicable
**Diff. = the difference between the original encumbrance amount and the disbursement
amount.
NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (same as
Fund Cash and Organization Allotment above). This update will take place only if the Grant,
Contract, and/or Project fields are input.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 31
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inputting TR70 Transactions
Single Transaction Input
If a TYPE of "70" and a SEL code of "S" are entered on any screen, the Single Input Request
screen will display (see next pages). Procedures for the use of this screen are described
below.
On line 6, the EN-NO and LINE must be entered to retrieve the record from the
Encumbrances Subsidiary.
EN-NO
Encumbrance Document Number; required field.
LINE
Encumbrance Document Line Number; required input.
The following fields should be left blank unless the disbursement data differs from the
originally established encumbrance record. To record the disbursement differently from the
encumbrance, the operator should tab to the appropriate field(s) and key in the new data.
L1 L2 L3 L4 L5
Organization level to which the disbursement is to be recorded;
optional field.
EO
Expansion Option; optional field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field.
If Organization (L1 L2 L3 L4 L5), EO, VR, and/or OBJECT are entered, the transaction will be
expanded with data from the Expansion Files. If these data codes are not entered, the
necessary data will be retrieved from the Encumbrances Subsidiary and no data will be
retrieved from the Expansion Files.
If no request is made on line 22, the operator should depress the ENTER key and the Single
Input screen will display. Procedures for the use of this screen are described below.
On line 5, the operator will find the fields displayed from the previous screen which are
protected and cannot be changed. In addition, the fields of CF (Certified Forward Indicator),
Description, and Sub-Vendor ID are displayed on line 5 and can be utilized by the operator if
desired.
The cursor will be positioned in the Final Payment Indicator (F) field. This is an optional field
and should be used to indicate the final payment of an encumbrance line item. LINE Number
and F may be input in one of the following combinations.
a.
To enter a partial payment of an encumbrance line item, enter the line number
in the LINE field and leave the F field blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 32
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
b.
To enter a final payment of an encumbrance line item enter the line number in
the LINE field and an "F" in the F field.
On line 8, the operator will find the following fields displayed ready for input.
AMOUNT
Transaction amount; required field; only positive amounts are
accepted.
VENDOR-ID
Vendor Identification Number; if retrieved from Encumbrances
Subsidiary, may be overridden.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YY defaults
to current year but may be overridden. Where goods or services
have been delivered prior to the entry of the transaction into
FLAIR, enter the latter of the date the invoice is received or the
goods or services are received, inspected and approved for
payment. Where an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(000000). Please refer to Section 215.422, Florida Statutes, or
Chapter 3A - 24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
G
Grouping character; optional field.
VOUCH-NO
Voucher Number; required if BI is "X".
LINE
Voucher Line Number; optional field.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document Number; optional field
B
Batch character; optional field.
On Line 11, the operator will find the following fields displayed ready for input.
INVOICE
Invoice number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
Local Fund Check Number; required if BI is $ or C; invalid if BI is #
or E; optional if BI is blank.
CK-DT
Local Fund Check Date; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 33
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; if retrieved from Encumbrances
Subsidiary, may be overridden.
BF-EO
Benefiting Expansion option; if retrieved from Encumbrances
Subsidiary, may be overridden.
BF-OB/CF
Benefiting Object Code; if retrieved from Encumbrances
Subsidiary, may be overridden. Benefiting Certified Forward; if
desired, place a C under CF.
BF-CAT/YR
Benefiting Appropriation Category; enter only when the
disbursement is made to another state fund; if retrieved from
Encumbrances Subsidiary, may be overridden. If no year is
inserted in YR, defaults to "00".
On line 14, the operator will find the following fields displayed. These fields are retrieved from
the Encumbrances Subsidiary unless Organization, VR, EO, and/or OBJECT were input on
the request screen. In such case, these fields are retrieved from the Expansion Set Record
but may be overridden (changed). These fields will be blank if an Expansion Set Record is
not accessed and the data codes may be added.
CAT
Appropriation Category; required field.
YR
Year of Appropriation; defaults to "00" if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
The following fields on line 14 are retrieved from the Encumbrances Subsidiary or the
Expansion Option Record. These fields may be overridden (changed), but if changed, the
entered data code must be on the Title File.
ECAT
External Category Code; option field.
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered edited against the Grant
information file. If file contains *CSFA code, then edited against
the contact and grant title file.
Grant Year; optional field.
GY
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 34
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CNTRT
Contract Number; optional field; BI must equal Z to bypass
Contractual Voucher Auditing. If entered edited against the
Contract information file. If file contains *CSFA code, then edited
against the contact and grant title file
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
*Note: CSFA = Catalog State Financial Assistance
On line 17, the operator will find the following fields displayed. These data codes are
retrieved from the Expansion Option record and are protected (cannot be changed) with the
exception of BE, IBI, STATE PROGRAM, and PROJECT ID.
GF
GAAFR Fund.
SF
State Fund.
PROJECT ID
Agency Project Number; optional field.
FID
Fund Identifier.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; required field.
EF
External Fund.
STATE PROGRAM State Program Number; required field.
PROJECT ID
Project Identification Number; optional field.
Also displayed on line 20, are the following data codes ready for input:
BPIN
Beginning Property Item Number; optional field.
COUNT
Property Item Counter; optional field.
UNITS
Optional field.
TIME
Optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 35
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
If the VENDOR-ID, BF-ORG, BF-EO, BF-OB, and/or BF-CAT are changed, the change must
be one of the following combinations.
a.
If VENDOR-ID is a Statewide Vendor, FLAIR Regular (V), Employee (E), or
Client (C) vendor, then only the VENDOR-ID is entered.
b.
If VENDOR-ID is a 21 digit FLAIR Account Code (L1 GF SF FID BE IBI)
indicating a JT transaction or a cash disbursement to a local fund, the benefiting
object (BF-OB) and benefiting category (BF-CAT) are both required and the BFOB must be a State Standard Object Code. All other benefiting data should be
left blank.
c.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),
expansion option (BF-EO), and object code (BF-OB) must be input. If the
disbursing and receiving organizations are within the same operating level, the
system will generate the JT receipt entries (TR 99) during nightly update. See
chapter 13.
Line 22 may be used to transfer to a different screen. See chapter 8.
If no request is made on line 22, the operator should depress the ENTER key and the
transaction will be processed. A Single Input screen with the requested data and expansion
file information will return with all data from the last transaction displayed except CF,
AMOUNT, AB, QUANTITY, UNITS, TIME, TRN-DT, and BPIN.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 36
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
70S Encumbered Disbursements Single Input Request Screen
01
02
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09
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11
12
13
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15
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17
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24
70SI
09/03/2007
TR 70 - ENCUMBERED DISBURSEMENTS - SINGLE INPUT - REQUEST
EN-NO
LINE L1 L2 L3 L4 L5
13:10:16
EO VR OBJECT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Transaction 70S Encumbered Disbursements Single Input Screen
01
02
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09
10
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12
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70S2
EN-NO
E 349
TR 70 - ENCUMBERED DISBURSEMENT - SINGLE INPUT
MB LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
0001
85 10 02 02 213 00 02 380000
OFFICE SUPPLIES
...AMOUNT.... VENDOR-ID
VN323232323001
INVOICE
EGL
EOB
GF SF FID
BE
IBI
10 1 000001 85100000 00
COUNT
ECAT
EF
13:10:36
SUB-VENDOR-ID
TRN-DT G VOUCH-NO LINE BI OTHER-DOC
2007
V
AB ..QUANTITY.. CK-NO
CAT
YR GL
040000 00 71100
BPIN
09/03/2007
CK-DT
PID
EP
GRANT
BF-ORG
STATE-PROGRAM
1112110000 000000
B
BF-EO BF-OB/CF BF-CAT/YR
GY CNTRT CY OCA
AU
PROJECT ID
...UNITS.... ...TIME...
EN-NO
LINE L1 L2 L3 L4 L5 EO VR OBJECT
E 349
0001
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 37
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Multiple Transaction Input
If a TYPE of "70" and a SEL code of "A" are entered on any screen, the Multiple Input
Request screenwill display (see next pages). When using the Multiple Input screen, the
Encumbrances Subsidiary File must be accessed. Limited override capability is allowed
when using the Multiple Input screen. Procedures for use of this screen are described below.
On line 6, the operator should enter the Encumbrance Document Number for the
encumbrance to be entered.
If no request is made on line 22, the operator should depress the ENTER key and the Multiple
Input screen will display. The Multiple Input screen is used to input up to four transactions
with no Expansion File or Encumbrances Subsidiary information displayed. Procedures for
use of this screen are described below.
On lines 9 - 21, the operator may input up to three transactions with the following data codes.
EN-NO
Encumbrance Document Number; protected field.
MBI
Memo/Blanket Indicator; protected field.
LINE
Encumbrance Line Number; required field.
F
Final Payment Indicator; optional field; input an "F" for a final
payment.
LINE and F may be input in one of the following combinations.
a.
b.
c.
To record a partial payment of an encumbrance line item, enter the line in the
LINE field and leave the F field blank.
To record a final payment of an encumbrance line item enter the line in the LINE
field and an "F" in the F field.
To record the final payment of an entire encumbrance (i.e., the encumbrance
has several lines) enter "0000" in the LINE field and an "F" in the F field. This
combination may only be used when the amount of the disbursement equals the
amount of the encumbrance. If the amounts differ, the disbursement for specific
line items must be entered.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
AMOUNT
Required field; positive amounts only.
VENDOR ID
Vendor Identification; required field.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YY defaults
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 38
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
to current year but may be overridden. Where goods or services
have been delivered prior to the entry of the transaction into
FLAIR, enter the latter of the date the invoice is received or the
goods or services are received, inspected and approved for
payment. Where an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(000000). Please refer to Section 215.422, Florida Statutes, or
Chapter 3A - 24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
G
Grouping Character; optional field.
VOUCH-NO
Voucher Number; optional field; if BI used, VOUCH-NO is
required.
LINE
Voucher Line;. optional field.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document Number; optional field.
B
Batch Character; optional field.
INVOICE
Invoice number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
Local Fund Check Number; optional field; required if Bookkeeping
Indicator (BI) is $ or C.
CK-DT
Local Fund Check Date; optional field.
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB/CF
Benefiting Object/Certified Forward; optional field; "C" required if
CF field used.
BF-CAT/YR
Benefiting Category; optional field; YR defaults to "00" if left blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 39
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The fields of VENDOR ID, BF-CAT, and BF-YR are retrieved on the Multiple Input screen
from the Encumbrance Subsidiary for the first transaction of screen input but are unprotected
and may be changed.
If VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT are changed, the change must be one
of the following combinations.
a.
IF Vendor-ID is a Statewide Vendor, FLAIR Regular (V), Employee (E), or Client
(C) Vendor, then only the VENDOR-ID is entered.
b.
If VENDOR-ID is a 21 digit FLAIR Account Code (L1 GF SF FID BE IBI)
indicating a JT transaction or a cash disbursement to a local fund, the benefiting
object (BF-OB) and benefiting category (BF-CAT) are both required and the BFOB must be a State Standard Object Code. All other benefiting data should be
left blank.
c.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),
expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing
and receiving organizations are within the same operating level, the system will
generate the JT receipt entries (TR99) during nightly update. See chapter 13.
The operator may use the "DUP" key in all fields except LINE, TRN-DT, QUANTITY, and
AMOUNT.
Line 23 may be used to transfer to a different screen. See chapter 8.
The transactions will be processed and the requested screen will be displayed. If no entry is
made on line 23, the operator should depress the ENTER key, and the Multiple Input Request
screen will return with all data from the last transaction displayed on the first transaction line
except LINE, F, AMOUNT, AB, QUANTITY, BFORG, BFEO, BFOB, and TRNDT.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 40
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
70A Encumbered Disbursements Multiple Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
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20
21
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24
70A1
09/03/2007
TR 70 - ENCUMBERED DISBURSEMENTS - MULTIPLE INPUT - REQUEST
13:11:12
EN-NO
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
70A Encumbered Disbursements Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
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24
70A2
09/03/2007
TR 70 - ENCUMBERED DISBURSEMENTS - MULTIPLE INPUT
13:11:30
EN-NO
MBI LINE F
DESCRIPTION
SUB-VENDOR-ID
...AMOUNT.... VENDOR-ID
TRN-DT G VOUCH-NO LINE BI OTHER-DOC
B
INVOICE
AB..QUANTITY.. CK-NO CK-DT PID BF-ORG
BF-EO BF-OB/CF BF-CAT/YR
E 349
VN323232323001
2007
V
2007
V
2007
V
E 349
E 349
NEXT: EN-NO E 349
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 41
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR70 Transactions
If a TYPE of "70" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry
by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display
(see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, USER I.D., GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, EN-NO,
and LINE, and VOUCH-NO and LINE. Only transactions within the operator's site and
meeting the search criteria will be displayed. If a data code is not entered all encumbered
disbursement transactions within the operator's site will be displayed in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first three
entries on the file meeting the search criteria will be displayed. The operator will find the
requested accounting entries as they appear on the Daily Input File. This data is protected
and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 42
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
70 I Encumbered Disbursements Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
70I1
09/03/2007 13:11:30
TR 70 - ENCUMBERED DISBURSEMENTS - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
USER ID
BF-EO
GF SF FID
EN-NO
LINE
BE
IBI
VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
70 I Encumbered Disbursements Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
70I2
TR 70 - ENCUMB DISB - SINGLE INQUIRY BY SITE
09/03/2007
13:12:19
EN-NO MBI LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION SUB-VENDOR-ID
E349
0001
85 10 02 02 213 00 02 380000
OFFICE SUPPLIES
....AMOUNT.... VENDOR-ID
2.00 VN323232323001
B INVOICE
99
MC TRN-DT G VOUCH-NO LINE BI OTHER-DOC
A 09032007
AB..QUANTITY.. CK-NO
CAT
YR GL
040000 00 71100
EGL
EOB
ECAT
CK-DT
EP
PID
BF-ORG
GRANT GY CNTRT CY
GF SF FID
BE
IBI EF
10 1 000001 85100000 00
STATE-PROGRAM
1112110000 000000
BPIN
...TIME...
COUNT
...UNITS....
BF-EO BF-OB/CF BF-CAT/YR
OCA
AU
PROJECT ID
TYPE
SEL
L1 L2 L3 L4 L5
VENDOR-ID
EN-NO
LINE
VOUCHER LINE
85
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 43
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
70M Encumbered Disbursements Multiple Inquiry Request
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70M1
09/03/2007 13:12:49
TR 70 - ENCUMBERED DISBURSEMENTS - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
BF-EO
USER ID
EN-NO
GF SF FID
LINE
BE
IBI VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
70M Encumbered Disbursements Multiple Inquiry Screen
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70M2
09/03/2007 13:13:00
TR 70 - ENCUMBERED DISBURSEMENTS - MULTIPLE INQUIRY BY SITE
EN-NO E 349
MBI
X LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF YR DESCRIPTION
SUB-VENDOR-ID
...AMOUNT.... VENDOR-ID
TRN-DT
G VOUCH-NO LINE BI OTHER-DOC B
INVOICE AB ..QUANTITY.. CK-NO CK-DT
PID BF-ORG
BF-EO BF-OB/CF BF-CAT/YR
0001
99
0002
99
85 10 02 02 213 00 02 380000
00 OFFICE SUPPLIES
2.00 VN323232323001
09032007
X
85 10 02 02 213 00 02 380000
00 OFFICE SUPPLIES
266.00 VN323232323001
09032007
X
TYPE
SEL
L1 L2 L3 L4 L5
VENDOR-ID
EN-NO
LINE VOUCH-NO LINE
85
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 44
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR70 Transactions
The Single Update by Site screen should be used to make changes or corrections to
transactions entering the system on the current day. To make corrections to encumbered
disbursement entries entered on a prior day, the operator should use TR58, Disbursement
Corrections. See chapter 13.
Note: TR58 does not update the Encumbrances Subsidiary.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
EN-NO + LINE
MBI
L1 L2 L3 L4 L5
EO
VR
OBJECT
GF, SF, FID
EF
The following codes may be changed:
AMOUNT
VENDOR-ID
TRN-DT
VOUCH-NO (if BI = X)
INVOICE
Effective Date:
September 1, 2007
CK-NO (if BI = $ or C)
CAT
GL
BE & IBI
STATE PROGRAM
Supersedes:
2003
Chapter 11
Page 45
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
By using the TYPE and SEL fields on line 22 of the Single Update by Site screen, the
operator may transfer to a different function/transaction. If the TYPE and/or SEL fields are left
blank, the system will return to the original mode of Inquiry used to access the Update screen.
There is not a next request Line on the Single Update by Site screen. If another record(s) is
to be updated, then the operator must first retrieve the record in Inquiry and follow the
procedures outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Transaction 70U Encumbered Disbursements Single Update Screen
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70U1
09/03/2007
TR 70 - ENCUMBERED DISBURSEMENTS - SINGLE UPDATE BY SITE
DELETE:
EN-NO MBI LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
E349
0001
85 10 02 02 213 00 02 380000
OFFICE SUPPLIES
....AMOUNT.... VENDOR-ID
2.00
VN323232323001
INVOICE
99
AB ..QUANTITY.. CK-NO
CAT
YR
040000 00
GL
EGL
71100
EOB
GF SF FID
BE
IBI
10 1 000001 85100000 00
BPIN
TRN-DT
09032007
COUNT
CK-DT PID
ECAT
EF
EP
13:13:44
SUB-VENDOR-ID
G VOUCH-NO LINE BI OTHER-DOC B
V
BF-ORG
GRANT
STATE PROGRAM
1112110000 000000
BF-EO BF-OB/CF BF-CAT/YR
GY CNTRT CY OCA
AU
PROJECT ID
...UNITS.... ...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 11
Page 46
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 12 RECURRING PAYMENTS (RE)
The Recurring Payments Function (RE) is an optional FLAIR Function used to establish
ongoing periodic disbursements. Payments must be made to a single vendor, and paid on a
monthly or quarterly basis. The disbursements can be established for a fixed amount or a
variable amount for each disbursement period. Recurring Payments do not cross fiscal years
and, consequently, must be reestablished each fiscal year. The Recurring Payment Function
also maintains the history of each scheduled payment for inquiry purposes.
When adding a Recurring Payment the system immediately creates the Encumbrances
Transaction (TR60), and create a record on the Encumbrance Subsidiary File (TR6S).
Recurring Payments are identified on the Encumbrance Subsidiary by an encumbrance
number (EN-NO) beginning with a system generated 'J'.
Payment processing is based on the Beginning Date field and occurs during nightly update.
NOTE: ANY FIELD PRECEDED BY AN ASTERISK CONTAINS A HELP MENU. TO
ACCESS THE HELP SCREENS PLACE THE CURSOR IN THE APPROPRIATE FIELD AND
DEPRESS THE PF1 KEY. THE HELP POP-UP WINDOW WILL BE DISPLAYED.
Features of the Recurring Payment Function are discussed in detail on the following pages.
Add Recurring Payments (RM)
Browse Recurring Payments by Vendor (VN)
Browse Recurring Payments by Recurring Payment Number ID(RI)
Browse Recurring Payment Schedule (PS)
Add Recurring Payments
If a TYPE of "RE" and a SEL code of BLANK are entered on any screen, the Recurring
Payments Mini Menu screen will display (see next pages). The Code field is used to retrieve
the desired FUNCTION. In the Code field, the operator will input the two designated alpha
characters and depress the ENTER key to retrieve the desired function. The TYPE field, Line
22, is used to retrieve another Mini Menu.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
RE Recurring Payments Mini Menu Screen
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DREQMN
Oct 01,07
Code
---RM
VN
RI
PS
***** Recurring Payments Mini Menu *****
DREMMN
03:03 PM
Function
------------------------------------------------------Add Recurring Payment
Browse Recurring Payment By Vendor Number
Browse Recurring Payment By Recurring Payment ID
Browse Recurring payment Schedule
Code: __
TYPE __
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--HELP QUIT RETRN MAIN FLIP
To add a recurring payment, input "RM" in the code field and depress the ENTER key. The
"Maintain Recurring Payment" screen will display (see next pages).
On lines 6 and 9 of this screen enter the appropriate data for each field.
IF AN ASTERISK PRECEDES THE FIELD NAME, A HELP SCREENS IS AVAILABLE.
*Action
The only valid input is 'A' (add). Required field.
RE-NO
Recurring Payment ID Number. System generated 'J' with a 6
alphanumeric character input field; required field.
L1-L5
Organization level to which the Recurring Payment is to be
recorded; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
*OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
After entering the above data, depress the ENTER key. The “Maintain Recurring Payment"
screen (Panel 1) will display the transaction's accounting data fields. Procedures for
completing this screen are described below.
On lines 6 and 8 the operator will find fields from the previous screen protected and cannot be
changed. These fields are: RE-NO, L1-L5, EO, VR, OBJECT, RE-ID, and PPI.
RM Recurring Payments Add Screen
01
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DREQMRM
Oct 1,07
***** Maintain Recurring Payment *****
*Action (A)
RE-NO
J
L1 L2 L3 L4 L5
85
DREMMRM1
3:03 PM
A_
*EO
VR *OBJECT
PPI
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF
LEFT RIGHT
Also included on line 8, is the following data code.
*VENDOR-ID
Vendor Identification Number; required field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
On line 11, the operator will find the following fields displayed ready for input.
ENC-AMT
Transaction amount; positive amounts only; required field.
QUANTITY
Optional field.
*TRDT
Transaction Date; required field. MMDDYYYY format; defaults to
current date if left blank. Where goods or services have been
delivered prior to the entry of the transaction into FLAIR, enter the
latter of the date the invoice is received or the goods or services
are received, inspected and approved for payment. Please refer
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
to Section 215.422, Florida Statutes, or Chapter 3A-24, Florida
Administrative Code for additional information. Must be less than
or equal to current date.
AB
Available Balance Override Indicator; optional field.
*REC-DT
Received Date; MMDDYYYY format; optional field.
CF
Certified Forward Indicator; if used “C" must be input; optional
field.
EN-EGL
Encumbrance External General Ledger Code; may be retrieved
from the Expansion Set Record and can be overridden; optional
field.
EN-GL
Encumbrance General Ledger Code; system generated '94100';
can override with a valid code.
On line 14 the operator will find the following fields displayed. These fields are retrieved from
the Expansion Set record but may be overridden (changed).
*GL
General Ledger Code; required field.
*CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to "00" if left blank.
The following fields on line 14 are retrieved from the Expansion Option record and may be
overridden (changed) with the exception of OFS (Original Fund Source), protected, and BI
(Bookkeeping Indicator) an input field. Valid input for the BI field may be found in Appendix
A.
*AU
Agency Unique; optional field.
*PID
Product Identifier; optional field.
*OCA
Other Cost Accumulator; optional field.
*GRANT
Grant Number; optional field.
GY
Grant Year; optional field.
*CNTRT
Contract Number; optional field.
CY
Contract Year; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 17, the operator will find the following fields displayed ready for input.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OBJ
Benefiting Object Code; optional field.
BF-CAT/YR
Benefiting Appropriation Category/Benefiting Year; defaults to 00"
(current year) if left blank.
BF-CF
Benefiting Certified Forward Indicator; optional field.
The VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT must be entered in one of the
following combinations:
a.
If VENDOR-ID is a Statewide, FLAIR Regular (V), Employee (E), or Client (C)
Vendor, then only the VENDOR-ID is entered.
b.
If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI)
indicating a JT transaction or a cash disbursement to a local fund, the benefiting
object (BF-OB) and benefiting category (BF-CAT) are both required and the BFOB must be a State Standard Object Code. All other benefiting data should be
left blank.
c.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),
expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing
and receiving organizations are within the same operating level, the system will
generate the JT receipt entries (TR99) during nightly update. See chapter 14.
On line 17, the operator will find the following fields displayed. These fields are retrieved from
the Expansion Set Record but may be overridden (changed). These fields will be blank if an
Expansion Set Record is not accessed, but the data codes may be added.
*ECAT
External Category; optional field.
*EGL
External General Ledger Code; optional.
*EOB
External Object Code; optional field.
The following fields are retrieved from the Expansion Option Record.
*EP
External Program; may be overridden (changed); optional field.
EF
External Fund; can not be overridden; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 20, the operator will find the following fields displayed. These data codes are
retrieved from the Expansion Option Record and are protected (cannot be changed), with the
exception of BE, IBI, State Program and Project ID, which may be overridden.
State Program
State Program Number; required field.
*Project-ID
Project Identification Number; optional field.
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; optional field.
RM Recurring Payments Add Screen, panel 1
01
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DREQMRM
Oct 1,07
***** Maintain Recurring Payment *****
*Action (A)
RE-NO
J 200010
A_
L1 L2 L3 L4 L5 *EO
85 10 02 02 000 00
ENC-AMT
*GL
71100
VR *OBJECT
02 221000
QTY
*CAT
040000
BF-ORG
DREMMRM1
1 MORE >
YR
00
BF-EO
*STATE PROGRAM
1112110000 000000
PPI
*TRDT
OFS
*AU
BF-OBJ
*PID
*VENDOR-ID
AB
*REC-DT
CF
BI
*OCA
*GRANT
BF-CAT/YR
*PROJECT-ID
SUB-VENDOR-ID
BF-CF
GF
10
SF
1
*ECAT
FID
000001
EN-EGL
GY
*EP
EN-GL
94100
*CNTRT
*EGL
BE
85100000
CY
*EOB
EF
IBI
00
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONRM HELP QUIT RETRN MAIN FLIP PREF
LEFT RIGHT
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
After entering the above data, depress the ENTER key. The "Maintain Recurring Payment"
screen (Panel 2) will display the payment scheduling data (see next pages for a VARIABLE
and FIXED payment). Procedures for completing these screens are described on the
following pages.
The fields returned from the previous screen and protected are: RE-NO (Recurring Payment
Number), CATEGORY, Vendor-Id, Vendor Name, and Sub-Vendor Id. The operator will find
the following fields listed below are displayed ready for input.
*Action
In ADD mode, "A" is the only valid code.
Invoice
Invoice identification number; required field.
Description
48 alpha/numeric character field; optional field.
Approval-Id
19 alpha/numeric character field; optional field.
*Approval Type
Optional field, if used valid input is:
A = Agency Bid
B = DMS Bid
P = Purchase Order
L = DMS Lease
C = DMS Contractual Service
S = DMS State Contract
*Beginning Date Beginning date of recurring payment; format MMDDYYYY; cannot be
a past date; required field.
*Ending Date
Date to stop recurring payment; format MMDDYYYY; a date later
than Beginning Date; the day "DD" must be the same as "DD" in
the Beginning Date; required field; CANNOT CROSS FISCAL
YEARS.
*Payment Type
Valid input is "V" (VARIABLE amount) or "F" (FIXED amount);
required field.
*Payment Cycle
Valid input "M" (monthly) or "Q" (quarterly); required field.
Payment Amount
Valid input is a positive amount only; required if Payment Type is
"F"; optional if Payment Type is "V".
*Maximum Payment High limit of variable payment; required Payment Type is "V"; not
allowed if Payment Type is "F"; positive amount.
Total Amount
Payment Type is "F" display is system generated.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
*Agency Status
System generates "A", but can be overridden; valid input is:
A = Awaiting Approval
P = Processed (Approved)
S = Suspended
D = Deleted
R = Rejected
C = Cancelled
Agency Reason
Optional field; 2 character field.
CFO Status
System generates "A", Department of Financial Services staff will
change; protected field.
CFO Reason
Protected field
The following Program Functions are available:
PF1
PF2
PF3
PF4
PF5
PF6
PF10
PF11
- HELP screens displayed
- QUIT to exit the current application
- RETRN (Return) to the MINI MENU or Current screen from HELP
- MAIN menu return
- FLIP to change PF key setup
- PREF (Preference) to change Dialogue setup
- LEFT scroll
- RIGHT scroll
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
RM Recurring Payments Add Screen, (Variable Payment) panel 2
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DREQMRM
< 1 more
*Action (A)
RE-NO
J 200010
Vendor Name
Description
Approval-Id
*Beginning Date
*Payment Type
Payment Amount
Total Amount
*Agency Status
CFO Status
***** Maintain Recurring Payment *****
DREMMRM2
10:28 AM
A_
CAT
040000
Vendor-Id
VF592107603003
Sub-Vendor-Id
Invoice
000000327
ELECTRICITY
11012007
V
7000.00
A
A
*Approval Type
*Ending Date
*Payment Cycle
*Maximum Payment
06012008
M
1400.00
Agency Reason
CFO Reason
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF
LEFT RIGHT
RM Recurring Payments Add Screen, (Fixed Payment) panel 2
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DREQMRM
< 1 more
*Action (A)
RE-NO
J 200011
Vendor Name
Description
Approval-Id
*Beginning Date
*Payment Type
Payment Amount
Total Amount
*Agency Status
CFO Status
***** Maintain Recurring Payment *****
DREMMRM2
10:28 AM
A_
CAT
040000
Vendor-Id
VF593707673003
Sub-Vendor-Id
Invoice
000000538
RENT
11012007
F
1400.00
7000.00
A
A
*Approval Type
*Ending Date
*Payment Cycle
*Maximum Payment
03012008
M
Agency Reason
CFO Reason
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF
LEFT RIGHT
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Browse Recurring Payments
By Vendor
If a TYPE of "RE" and a BLANK SEL Code are entered on any screen, the Recurring
Payments Mini Menu Screen will display see previous example earlier in this chapter. If an
Action Code of "VN" is input on line 12, the Browse Recurring Payment By Vendor screen
(Panel 1) will display (see next pages).
The operator will find a listing, by vendor number, of each recurring payment entered into the
system by the operator's security clearance level. By using the ACT (action) column the
operator can input the following: "A" (add a new recurring payment record); "D" (display a
specific recurring payment record details); "M" (modify a specific recurring payment record).
The operator can depress the PF8 key to scroll the display forward or PF7 to scroll the
display backward. On line 22 the Vendor-Id field can be input to search for a specific vendor
number in the file. Scrolling RIGHT (PF11) will display the second screen (Panel 2) of the
Recurring Payment By Vendor screen.
Next to any recurring payment, in the ACT (action) column, the operator can input the
following: "A" (add), "D" (display), "M" (modify). If an "A" is entered and the ENTER key
depressed, the Maintain Recurring Payment add screen will display (see bottom of page 3).
If a "D" (display) or "M" (modify) are input, and the ENTER key depressed, the Maintain
Recurring Payment display/modify screen will display. See top of page 15.
To modify a recurring payment, the operator can TAB to the field to be changed on the first
modify screen (Panel 1). To modify ENC-AMT or QTY, the operator must use AMT-CHANGE
and QTY-CHANGE. A positive amount input in AMT-CHANGE or QTY-CHANGE will
increase ENC-AMT or QTY by the entered amount. A negative amount input in the AMTCHANGE or QTY-CHANGE field will decrease the ENC-AMT or QTY fields by the entered
amount. After scrolling RIGHT (PF11) the second modify screen (Panel 2) will display the
remaining fields. The TAB key can be used to move to the field to be changed.
If the *Agency Status code and CFO Status code are both equal to "A" or "P", the following
fields are protected and cannot be changed on the first Maintain Recurring Payment screen:
First screen (Panel 1 see next pages) RE-NO, L1 - L5, *EO, VR, *OBJECT, QTY, OFS, BI,
*GRANT, GY, *CNTRT, CY, EF, *PROJECT-ID, GF, SF, FID, BE, and IBI.
If the *Agency Status code and CFO Status code are both equal to "A" or "P", the following
fields are not protected and can be changed on the first Maintain Recurring Payment screen:
First screen (Panel 1 - see next pages) *ACTION, AMT-CHANGE, QTY-CHANGE, PPI,
*VENDOR-ID, SUB-VENDOR-ID, ENC-AMT, *TRDT, AB, *REC-DT, CF, EN-EGL, EN-GL,
*GL, *CAT, YR, *AU, *PID, *OCA, BF-ORG, BF-EO, BF-OBJ, BF-CAT/YR, BF-CF, *ECAT,
*EP, *EGL, *EOB, and *STATE PROGRAM.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
If the *Agency Status code and CFO Status code are both equal to "A", the following fields
are protected and cannot be changed on the second Maintain Recurring Payment screen:
Second screen (Panel 2 - see next pages) RE-NO, CAT, Vendor-Id, Vendor Name, SubVendor-Id, CFO Status, and
CFO Reason.
If the *Agency Status code and CFO Status codes are both equal to "A", the following fields
are unprotected and can be changed on the second Maintain Recurring Payment screen:
Second screen (Panel 2 - see next pages) *Action, Invoice, Description, Approval-Id,
Approval Type, *Beginning Date, *Ending Date, *Payment Type, *Payment Cycle, Payment
Amount, *Maximum Payment, Total Amount, *Agency Status, and Agency Reason.
If the *Agency Status code and CFO Status code are both equal to "P", the following fields
are protected and cannot be changed on the second Maintain Recurring Payment screen:
Second screen (Panel 2 – see next pages) RE-NO, CAT, Vendor-Id, Vendor Name, SubVendor-Id, Approval-Id, *Approval Type, *Beginning Date, *Payment Type, *Payment Cycle,
Payment Amount, *Maximum Payment, Total Amount, CFO Status, and STATE CFO
Reason.
If the *Agency Status code and CFO Status codes are both equal to "P", the following fields
are not protected and can be changed on the second Maintain Recurring Payment screen:
Second screen (Panel 2 - see next pages) Action, Invoice, Description, *Ending Date,
*Agency Status, and Agency Reason.
Special Situations
If *Agency Status = "D", RECORD CANNOT BE REACTIVATED OR CHANGED TO ANY
OTHER STATUS.
If *Agency Status = "P", and CFO Status = "A", ONLY *Agency Status and Agency Reason
can be changed. No other fields can be changed.
If *Agency Status = "A", user CANNOT change *Agency Status to "S".
If *Agency Status = "S", user can ONLY change *Agency Status and Agency Reason. No
other fields can be changed.
If *Agency Status = "P", and CFO Status = "R", user can ONLY change Agency Status and
Agency Reason. No other fields can be changed.
If CFO Status = "S", NO fields can be changed.
If CFO Status = "U", ONLY *Agency Status can be changed to a "D", and Agency Reason can
be changed. NO other fields can be changed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The following Program Functions are available:
PF1 - HELP screens displayed
PF2 - QUIT to exit the current application
PF3 - RETRN (Return) to the MINI MENU or Current screen from HELP
PF4 - MAIN menu return
PF5 - FLIP to change PF key setup
PF6 - PREF (Preference) to change Dialogue setup
PF7 - BKWRD (Backward) to scroll backward
PF8 - FRWD (Forward) to scroll forward
PF10 - LEFT scroll
PF11 - RIGHT scroll
Recurring Payment Browse by Vendor Screen panel 1
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DREQSVN
OCT 1,07
ACT
--__
__
__
RE-NO
-----200009
200008
200010
***** Browse Recurring Payment by Vendor *****
DREMSVN1
1 more >
Vendor-Id
Invoice
Payment-Amt
Pmnt-Type Pmnt-Cycle
--------------------- --------- -------------- --------- ---------VF111544734001
001243589
0.00
V
Q
VF123456789002
000065587
300.00
F
M
VF592107603003
000000327
0.00
V
M
*** End of Data ***
Vendor-Id: _____________________
Add
Display
Modify
(PF5=flip)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Recurring Payment Browse by Vendor Screen panel 2
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DREQSVN
< 1 more
ACT
--__
__
__
RE-NO
-----200009
200108
200010
***** Browse Recurring Payment by Vendor *****
Beg-Dt
---------11/01/2007
11/01/2007
11/01/2007
End-Dt
Agcy-Sc
---------- ------06/01/2008
P
03/01/2008
A
06/01/2008
A
*** End of Data ***
DREMSVN2
3:06 PM
Cmpt-Sc
------A
A
A
Vendor-Id: _____________________
Add
Display
Modify
(PF5=flip)
Maintain Recurring Payment Display/Modify Screen panel 1
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DREQMRM
Oct 1,07
***** Maintain Recurring Payment *****
*Action (D,M)
RE-NO
J 200010
L1 L2 L3 L4 L5 *EO
85 10 02 02 000 00
ENC-AMT
7000.00
*GL
71100
__
*CAT
040000
BF-ORG
YR
00
BF-EO
*STATE PROGRAM
1112110000 000000
AMT-CHANGE
VR *OBJECT
02 221000
QTY
PPI
*TRDT
OFS
*AU
BF-OBJ
DREMMRM1
1 MORE >
*PID
*VENDOR-ID
VF592107603003
SUB-VENDOR-ID
AB
*REC-DT
CF
BI
*OCA
*GRANT
BF-CAT/YR
*PROJECT-ID
QTY-CHANGE
BF-CF
GF
10
SF
1
*ECAT
FID
000001
EN-EGL
GY
*EP
EN-GL
94100
*CNTRT
*EGL
BE
85100000
CY
*EOB
EF
IBI
00
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF
LEFT RIGHT
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Maintain Recurring Payment Display/Modify Screen panel 2
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DREQMRM
< 1 more
*Action (D,M)
RE-NO
J 200010
Vendor Name
Description
Approval-Id
*Beginning Date
*Payment Type
Payment Amount
Total Amount
*Agency Status
CFO Status
***** Maintain Recurring Payment *****
DREMMRM2
3:06 PM
__
CAT
Vendor-Id
040000
VF592107603003
AMERICAN TELEPHONE
Sub-Vendor-Id
Invoice
000000327
ELECTRICITY
11012007
V
7000.00
A
A
*Approval Type
*Ending Date
*Payment Cycle
*Maximum Payment
06012008
M
1400.00
Agency Reason
CFO Reason
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF
LEFT RIGHT
Browse Recurring Payments by Recurring Payment ID
If a TYPE of "RE" and a BLANK SEL Code were entered on any screen, the Recurring
Payments Mini Menu screen will display (see screen earlier in this chapter). If an Action
Code of "RI" is input on line 12, the Browse Recurring Payment by Recurring Payment ID
screen (Panel 1) will display (see next pages).
The operator will find a listing, by recurring payment number, of each recurring payment
entered into the system by the operator's security clearance level. By using the ACT (action)
column the operator can input the following: "A" (add a new recurring payment record); "D"
(display a specific recurring payment record details); "M" (modify a specific recurring payment
record). The operator can depress the PF8 key to scroll the display forward or PF7 to scroll
the display backward. On line 22 the Vendor-Id field can be input to search for a specific
vendor number in the file. Scrolling RIGHT (PF11) will display the second screen (Panel 2) of
the Browse Recurring Payment by Recurring Payment ID screen.
Next to any recurring payment, in the ACT (action) column, the operator can input the
following: "A" (add), "D" (display), "M" (modify). If an "A" is entered and the ENTER key
depressed, the Maintain Recurring Payment Add screen will display. If a "D" (display) or "M"
(modify) are input, and the ENTER key depressed, the Maintain Recurring Payment
Display/Modify screen will display (see next pages).
To modify a recurring payment, the operator can TAB to the field to be changed on the first
modify screen (Panel 1). To modify ENC-AMT or QTY, the operator must use AMT-CHANGE
and QTY-CHANGE. A positive amount input in AMT-CHANGE or QTY-CHANGE will
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
increase ENC-AMT or QTY by the entered amount. A negative amount input in the AMTCHANGE or QTY-CHANGE field will decrease the ENC-AMT or QTY fields by the entered
amount. After scrolling RIGHT (PF11) the second modify screen (Panel 2) will display the
remaining fields. The TAB key can be used to move to the field to be changed.
If the *Agency Status Code and CFO Status Code are both equal to "A" or "P", the following
fields are protected and cannot be changed on the first Maintain Recurring Payment screen:
First screen (Panel 1 - see next pages) RE-NO, L1-L5, *EO, VR, *OBJECT, QTY, OFS, BI,
*GRANT, GY, *CNTRT, CY, EF, *PROJECT-ID, GF, SF, FID, BE, and IBI.
If the *Agency Status code and CFO Status code are both equal to "A" or "P", the following
fields are not protected and can be changed on the first Maintain Recurring Payment screen:
First screen (Panel 1 - see next pages) *ACTION, AMT-CHANGE, QTY-CHANGE, PPI,
*VENDOR-ID, SUB-VENDOR-ID, ENC-AMT, *TRDT, AB, *REC-DT, CF, EN-EGL, EN-GL,
*GL, *CAT, YR, *AU, *PID, *OCA, BF-ORG, BF-EO, BF-OBJ, BF-CAT/YR, BF-CF, *ECAT,
*EP,*EGL, *EOB, and *STATE PROGRAM.
If the *Agency Status code and CFO Status code are both equal to "A", the following fields
are protected and cannot be changed on the second Maintain Recurring Payment screen:
Second screen (Panel 2 – see next pages) RE-NO, CAT, Vendor-Id, Vendor Name, SubVendor-Id, CFO Status, and
CFO Reason.
If the *Agency Status code and CFP Status codes are both equal to "A", the following fields
are not protected and can be changed on the second Maintain Recurring Payment screen:
Second screen (Panel 2 - see next pages) *Action, Invoice, Description, Approval-Id,
Approval Type, *Beginning Date, *Ending Date, *Payment Type, *Payment Cycle, Payment,
Amount, *Maximum Payment, Total Amount, *Agency Status, and Agency Reason.
If the *Agency Status Code and CFO Status Code are both equal to "P", the following fields
are protected and cannot be changed on the second Maintain Recurring Payment screen:
Second screen (Panel 2 - see next pages) RE-NO, CAT, Vendor-Id, Vendor Name, SubVendor-Id, Approval-Id, *Approval Type, *Beginning Date, *Payment Type, *Payment Cycle,
Payment Amount, *Maximum Payment, Total Amount, CFO Status, and
CFO Reason.
If the *Agency Status Code and CFO Status Codes are both equal to "P", the following fields
are not protected and can be changed on the second Maintain Recurring Payment screen.
Second screen (Panel 2 - see next pages) *Action, Invoice, Description, *Ending Date,
*Agency Status, and Agency Reason.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Special Situations
If *Agency Status = "D", RECORD CANNOT BE REACTIVATED OR CHANGED TO ANY
OTHER STATUS.
If *Agency Status = "P", and CFO Status = "A", ONLY *Agency Status and Agency Reason
can be changed. No other fields can be changed.
If *Agency Status = "A", user CANNOT change *Agency Status to "S".
If *Agency Status = "S", user can ONLY change *Agency Status and Agency Reason. No
other fields can be changed.
If *Agency Status = "P", and CFO Status = "R", user can ONLY change Agency Status and
Agency Reason. No other fields can be changed.
If CFO Status = "S", NO fields can be changed.
If CFO Status = "U", ONLY *Agency Status can be changed to a "D", and Agency Reason can
be changed. NO other fields can be changed.
The following Program Functions are available:
PF1 - HELP screens displayed
PF2 - QUIT to exit the current application
PF3 - RETRN (Return) to the MINI MENU or Current screen from HELP
PF4 - MAIN menu return
PF5 - FLIP to change PF key setup
PF6 - PREF (Preference) to change Dialogue setup
PF7 - BKWRD (Backward) to scroll backward
PF8 - FRWD (Forward) to scroll forward
PF10 - LEFT scroll
PF11 - RIGHT scroll
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Recurring Payment Browse by Payment ID panel 1
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DREQSRI ***** Browse Recurring Payment by Recurring Payment ID *****
Oct 1,07
ACT
--__
__
__
RE-NO
-----200008
200009
200010
DREMSRI1
1 more >
Vendor-Id
Invoice
Payment-Amt
Pmnt-Type Pmnt-Cycle
--------------------- --------- -------------- --------- ---------VF123456789002
000065587
300.00
F
M
VF111544734001
001243589
0.00
V
Q
VF592197603003
000000327
0.00
V
M
*** End of Data ***
RE-NO: J ______
Add
Display
Modify
(PF5=flip)
Recurring Payment Browse by Payment ID panel 2
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DREQSRI ***** Browse Recurring Payment by Recurring Payment ID *****
< 1 more
ACT
--__
__
__
RE-NO
-----200008
200009
200010
Beg-Dt
---------11/01/2007
11/01/2007
11/01/2007
End-Dt
Agcy-Sc
---------- ------03/01/2008
A
06/01/2008
P
06/01/2008
A
*** End of Data ***
DREMSRI2
3:06 PM
Cmpt-Sc
------A
A
A
RE-NO: J ______
Add
Display
Effective Date:
September 1, 2007
Modify
(PF5=flip)
Supersedes:
2003
Chapter 12
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Browse Recurring Payments by Payments Schedule
If a TYPE of "RE" and a BLANK SEL Code are entered on any screen, the Recurring
Payments Mini Menu screen will display (see screen earlier in this chapter). If an Action
Code of "PS" were input on line 12 the Browse Recurring Payment Schedule screen will
display. See next pages.
The Browse Recurring Payment Schedule is an INQUIRY only screen. The operator can
scroll forward (PF8) and scroll backward (PF7) or can enter the Recurring Payment Id on line
22 and depress the ENTER key to have the system search for a specific Recurring Payment.
The "J" is system-generated.
The following fields are displayed on the first screen (Panel l) of the Recurring Payment
Schedule File and are for inquiry only.
RE-NO
Recurring Payment Number.
Vendor-Id
Vendor identification number.
SWDN
Statewide Document Number.
TRDT
Transaction date.
Payment-Amt
Payment amount.
Schd-Dt
Payment scheduled date.
The following Program Function keys are available:
PF1 - HELP screens displayed
PF2 - QUIT to exit the current application
PF3 - RETRN (Return) to the MINI MENU or Current screen from HELP
PF4 - MAIN menu return
PF5 - FLIP to change PF key setup
PF10 - LEFT scroll
PF11 - RIGHT scroll
By scrolling RIGHT (PF11) the following fields are displayed on the second screen (Panel 2)
of the Recurring Payment Schedule File and are displayed for inquiry only.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 18
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Wrt-No
Warrant Number.
Wrt-Issued-Dt
Warrant Issued Date.
Wrt-Sc
Warrant Status Code.
Wrt-Type
Warrant Type.
Wrt-Can-Dt
Warrant Cancelled date.
Pymt-Sc
Payment Status Code.
The following Program Function keys are available:
PF1 - HELP screens displayed
PF2 - QUIT to exit the current application
PF3 - RETRN (Return) to the MINI MENU or Current screen from HELP
PF4 - MAIN menu return
PF5 - FLIP to change PF key setup
PF7 - BKWRD (Backward) to scroll backward
PF8 - FRWD (Forward) to scroll forward
PF10 - LEFT scroll
PF11 - RIGHT scroll
Recurring Payment Browse by Payment Schedule Screen panel 1
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DREQBPS
Oct 1,07
RE-NO
-----200001
200002
200003
***** Recurring Payment Schedule *****
1 more >
Vendor-ID
SWDN
TRDT
--------------------- --------------- -------VF592197603003
D0000011347
09/08/07
VF593232323001
D0000012476
09/09/07
VF592135467002
D0000025013
09/10/07
*** End of Data ***
Payment-Amt
------------100.00
500.00
1000.00
Schd-Dt
---------09/08/2007
09/09/2007
09/10/2007
RE-NO: J
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--HELP QUIT RETRN MAIN FLIP
BKWRD FRWRD
LEFT RIGHT
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 19
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Recurring Payment Browse by Payment Schedule Screen panel 2
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DREQBPS
< 1 more
RE-NO
-----200001
200002
200003
***** Recurring Payment Schedule *****
3:57 PM
Wrt-No
------0002494
0002821
0003716
Wrt-Issue-Dt
Wrt-Sc
----------------09/08/2007
2
09/09/2007
2
09/10/2007
2
*** End of Data ***
Wrt-Type
-------4
4
4
Wrt-Can-Dt
----------
Pymt-Sc
------P
P
P
RE-NO: J
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--HELP QUIT RETRN MAIN FLIP
BKWRD FRWRD
LEFT RIGHT
Payment Status Codes
D = Deleted
P = Paid / Posted
C = Rejected-Account Code does not exist
U = Unprocessed
Warrant Status Codes
1 = Outstanding
2 = Paid
3 = Cancelled
Agency Status Codes
A = Awaiting Approval
P = Processed (Approved)
S = Suspended
D = Deleted
R = Rejected
C = Cancelled
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 20
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CFO Status Codes
A = Awaiting Approval
P = Processed (Approved)
S = Suspended
R = Rejected
C = Changed
U = Unapproved
CFO’S Sensitive Data
Vendor ID
Vendor Long Name
Category
Payment Ending Date
Benefiting Category
Benefiting Year
Florida Fact:
The state bird is the
mockingbird.
(source:myflorida.com
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 12
Page 21
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 13 UNENCUMBERED DISBURSEMENTS, DISBURSEMENT CORRECTIONS,
& REFUND OF OVERPAYMENT OF TAXES
TR51 - Unencumbered Disbursements are used to record expenditures and cash
disbursements when an encumbrance or a liability was not previously recorded. To make
corrections to these entries after nightly update (the Detail and Master files have already been
updated), the disbursement entries can only be reversed in TR58 - Disbursement Corrections
and reentered in either TR51, when a voucher is required, or TR58, when a voucher is not
required. TR58 is also used to correct prior day errors made through TR53 - Payable
Disbursements and TR70 - Encumbered Disbursements. TR57 - Refund of Overpayment of
Taxes are used to refund overpayments made by vendors and agencies. Corrections to these
entries can only be made on the current day of input.
These transactions are discussed in detail on the following pages.
Unencumbered Disbursements (TR51)
Disbursement Corrections (TR58)
Refund of Overpayment of Taxes (TR57)
TR51 - Unencumbered Disbursements
This transaction is used to record cash disbursements where no encumbrance or liability was
previously established and to record credit memos. A Credit Memo is an invoice crediting the
agency's account instead of issuing a refund of cash to the agency. The agency may then
use the Credit Memo to reduce the amount owed for a current invoice from that same Vendor.
The agency would input two transactions, one recording a debit for the full amount of the
invoice and one in the full amount of the credit memo. During nightly processing, the system
will place both items on the same voucher schedule. The voucher schedule will reflect both
entries and display the net amount owed to the vendor on one voucher schedule. Note: The
debit amount should exceed the credit amount by at least one cent (1¢ or $0.01), and the 29digit code must be the same for both the debit and credit accounting entry. The most
common accounting entry into the agency's FLAIR records is as follows:
To record a disbursement:
S.F.
GL Code
Description
DR
7****
13100
12200
11200
Expenditures
Unexpended Gen Rev Releases or
Released Cash in State Treasury or
Cash in Bank
X
1
2,3
8
Effective Date:
September 1, 2007
Supersedes:
2003
CR
I/A
X
X
X
I
A
A
A
Chapter 13
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
To record a credit memo:
S.F.
GL Code
Description
DR
1
2,3
8
13100
12200
11200
7****
Unexpended Gen Rev Releases or
Released Cash in State Treasury or
Cash in Bank
Expenditures
X
X
X
CR
I/A
X
A
A
A
I
The general ledger code for Expenditures (7****) may be entered by the operator or retrieved
from the Expansion Set File. To record an increase in expenditures, the operator should input
a positive amount which will be entered as a debit to the 7**** account. To record a Credit
Memo, the operator should input a negative amount which will be entered as a credit to the
7**** account.
When Unencumbered Disbursements are recorded, the Available Balance File is updated as
follows:
SF=1
Fund Cash
N/A*
Fund Release
+/- amount
Organization Cash
N/A*
Organization Allotment +/- amount
SF=2,3
+/- amount
+/- amount
+/- amount
+/- amount
SF=8
+/- amount
N/A*
+/- amount
+/- amount
*N/A = Not applicable
+/- = Increase/Decrease
NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (same as
Fund Cash and Organization Allotment above). This update will take place only if the Grant,
Contract, and/or Project fields are input.
Inputting TR51 Transactions
Single Transaction Input
If a TYPE of "51" and a SEL code of "S" are entered on any screen, the Single Input Request
Screen will display (see next pages). Procedures for use of this screen are described below.
On line 6, the operator will find his/her organization security clearance along with the
following codes ready for input.
L1 L2 L3 L4 L5
Effective Date:
September 1, 2007
Organization level; required field.
Supersedes:
2003
Chapter 13
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request is made on line 21, the operator should then depress the ENTER key and the
Single Input screen will display the fully expanded transaction (see next pages). Procedures
for the use of this screen are described below.
On line 5, the operator will find the fields displayed from the previous screen. These fields
are protected and cannot be changed.
Also included on line 5, are the following data codes.
CF
Certified Forward Indicator; optional field; if used a "C" must be
input.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
On line 8, the operator will find the following fields displayed ready for input.
AMOUNT
Transaction amount; required field; positive amounts for
disbursements and negative amounts for credit memos.
VENDOR-ID
Vendor Identification Number; optional field.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YYYY
defaults to current year but may be overridden. When goods or
services are delivered prior to the entry of the transaction into
FLAIR, enter the latter of the date the invoice is received or the
goods or services are received, inspected and approved for
payment. When an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(00000000). Please refer to Section 215.422, Florida Statutes, or
Chapter 3A - 24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
G
Grouping character; optional field.
VOUCH-NO
Voucher Number; required if BI=X.
LINE
Voucher Line Number; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document Number; optional field.
B
Batch character; optional field.
On line 11, the operator will find the following fields displayed ready for input.
INVOICE
Invoice number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
CK-DT
Local Fund Check Number; required if BI is $ or C.
Local Fund Check Date; optional field.
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB/CF
Benefiting Object Code/Benefiting Certified Forward Indicator;
optional fields.
BF-CAT/YR
Benefiting Appropriation Category/ Benefiting Year; defaults to
"00" if left blank.
The VENDOR-ID, BF-ORG, BF-EO, BF-OB and BF-CAT must be entered in one of the
following combinations:
a.
If VENDOR-ID is a, Statewide, FLAIR Regular (V), Employee (E), or Client (C)
Vendor, then only the VENDOR-ID is entered.
b.
If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI)
indicating a JT transaction or a cash disbursement to a local fund, the benefiting
object (BF-OB) and benefiting category (BF-CAT) are both required and the BFOB must be a State Standard Object Code. All other benefiting data should be
left blank.
c.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),
expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing
and receiving organizations are within the same operating level, the system will
generate the JT receipt entries (TR99) during nightly update. See chapter 14.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 14, the operator will find the following fields displayed. These fields are retrieved from
the Expansion Set Record but may be overridden (changed). These fields will be blank if an
Expansion Set Record is not accessed, but the data codes may be added.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to "00" if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 14 are retrieved from the Expansion Option Record. These fields
may be overridden (changed), but if changed, the entered data code must be on the Title File.
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered, edited against the grant
information file. If grant information file contains a *CSFA code,
then edited against the contract and grant title file.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field; BI must equal Z to bypass
Contractual Voucher Auditing. If entered, edited against the
contract information file. If contract information file contains
*CSFA code, then edited against the contract and grant title file.
CY
Contract Year; optional field.
OCA
AU
Other Cost Accumulator; optional field.
Agency Unique; optional field.
*CSFA = Catalog State Financial Assistance
On line 17, the operator will find the following fields displayed. These data codes are
retrieved from the Expansion Option record and are protected (cannot be changed), with the
exception of BE, IBI, State Program and Project ID, which may be overridden.
GF
GAAFR Fund.
SF
State Fund.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
FID
Fund Identifier.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; required field.
EF
External Fund.
STATE PROGRAM State Program Number; required field.
PROJECT ID
Project Identification Number; optional field.
On line 20, the operator will find the following fields displayed ready for input.
BPIN
Beginning Property Item Number; optional field.
COUNT
Property Item Counter; optional field.
UNITS
Optional field.
TIME
Optional field.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen will be returned. If no request is made on line 22, the transaction will be
processed, and a Single Input screen will return with all the data from the last transaction
displayed except CF, AMOUNT, QUANTITY, UNITS, TIME, AB, YR, TRN-DT, BF-CAT/YR,
BPIN, and VENDOR (if vendor is an account code).
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays the screen before any input was made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
51S Unencumbered Disbursements Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
51S1
10/01/2007
TR 51 - UNENCUMBERED DISBURSEMENTS - SINGLE INPUT - REQUEST
L1 L2 L3 L4 L5
85
13:14:18
EO VR OBJECT PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
51S Unencumbered Disbursements Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
51S2
TR 51 - UNENCUMBERED DISBURSEMENTS - SINGLE INPUT 10/01/2007
L1 L2 L3 L4 L5 EO VR OBJECT
85 00 00 00 000 00 02 380000
CF
PPI
....AMOUNT.... VENDOR-ID
INVOICE
GL
EGL EOB
71100
GF SF FID
BE
IBI
20 2 020001 85100000 00
BPIN
COUNT
SUB-VENDOR-ID
TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
2007 V
AB ..QUANTITY.. CK-NO
CAT
YR
040000 00
DESCRIPTION
13:15:05
ECAT
EF
CK-DT PID BF-ORG
EP
GRANT
246B
STATE-PROGRAM
1112110000 000000
B
BF-EO BF-OB/CF BF-CAT/YR
GY CNTRT CY
AAAAA
OCA AU
PROJECT ID
...UNITS... ...TIME...
NEXT: L1-L5 85 00 00 00 000 EO 00 VR
OBJECT 380000 PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Multiple Transaction Input
If a TYPE of "51" and a SEL code of "A" are entered on any screen, the Multiple Input screen
will display (see next pages). This screen is used to enter up to three transactions at a time
with no Expansion File data displayed. When using the Multiple Input screen, the Expansion
Option Record must be accessed. No override capability is allowed when using the Multiple
Input screen. Procedures for use of this screen are described below.
On lines 9 - 19, the operator may input up to three transactions with the following data codes.
L1 L2 L3 L4 L5
Organization level; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
CF
Certified Forward Indicator; optional field; if used a "C" must be
input.
YR
Year; optional field
PPI
Prior Period Indicator; defaults to current period if left blank.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
AMOUNT
Transaction amount; required field; positive amounts for
disbursements and negative amounts for credit memos.
VENDOR-ID
Vendor Identification Number; optional field.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YYYY
defaults to current year but may be overridden. When goods or
services are delivered prior to the entry of the transaction into
FLAIR, enter the latter of the date the invoice is received or the
goods or services are received, inspected and approved for
payment. When an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(00000000). Please refer to Section 215.422, Florida Statutes, or
Chapter 3A - 24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
G
Grouping character; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
VOUCH-NO
Voucher Number; required if BI=X.
LINE
Voucher Line Number; optional field.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document Number; optional field.
B
Batch Character; optional field.
INVOICE
Invoice Number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
Local Fund Check Number; required if BI is $ or C.
CK-DT
Local Fund Check Date; optional field.
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB/CF
Benefiting Object Code/Benefiting Certified Forward Indicator;
optional fields.
BF-CAT/YR
Benefiting Appropriation Category/ Benefiting Year; defaults to"00"
if left blank.
The VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT must be entered in one of the
following combinations:
a.
If VENDOR-ID is a Regular (V), Employee (E), or Client (C) Vendor, then only
the VENDOR-ID is entered.
b.
If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI)
indicating a JT transaction or a cash disbursement to a local fund, the benefiting
object (BF-OB) and benefiting category (BF-CAT) are both required and the BFOB must be a State Standard Object Code. All other benefiting data should be
left blank.
c.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),
expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing
and receiving organizations are within the same operating level, the system will
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
generate the JT receipt entries (TR99) during nightly update. See chapter 14.
NOTE: The operator may use the "DUP" key in all fields except Organization L1, QUANTITY,
and AMOUNT.
Line 21 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions will be processed and
the requested screen will be returned. If no entry is made on line 21, the Multiple Input
screen will return with lines 9 - 11 completed as on the previous screen except AMOUNT,
QUANTITY, AB, YR, BF-CAT/YR, and VENDOR (if vendor is an account code).
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
51A Unencumbered Disbursements Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
51A1
10/01/2007
TR 51 - UNENCUMBERED DISBURSEMENTS - MUTIPLE INPUT
13:15:44
L1 L2 L3 L4 L5 EO VR OBJECT CF YR PPI DESCRIPTION
SUB-VENDOR-ID
....AMOUNT.... VENDOR-ID
TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
B
INVOICE
AB ..QUANTITY.. CK-NO CK-DT
PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR
85
2007
V
2007
V
2007
V
85
85
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR51 Transactions
If a TYPE of "51" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry
by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display
(see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, User I.D., GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, and
VOUCH-NO and LINE. Only transactions within the operator's site and meeting the search
criteria will be displayed. If a data code is not entered all unencumbered disbursement
transactions within the operator's site will be displayed in L2 - L5 order.
After completing the Request Screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first three
entries on the file meeting the search criteria will be displayed. (See next pages.) The
operator will find the requested accounting entries as they appear on the Daily Input File.
This data is protected and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
51 I Unencumbered Disbursements Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
51I1
10/01/2007 13:16:11
TR 51 - UNENCUMBERED DISBURSEMENTS – SINGLE INQUIRY BY SITE – REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
USER ID
BF-EO
GF SF FID
BE
IBI
VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
51 I Unencumbered Disbursements Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
51I2
TR 51 - UNENC DISB - SINGLE INQUIRY BY SITE
L1 L2 L3 L4 L5 EO VR OBJECT CF PPI DESCRIPTION
85 00 00 00 000 00 02 380000
OFFICE SUPPLIES
....AMOUNT.... VENDOR-ID
6000.00 VF599876543001
INVOICE
23887
CAT
YR
040000 00
AB ..QUANTITY.. CK-NO
GL
EGL EOB
71100
GF SF FID
20 2 020001
BPIN
BE
IBI
85100000 00
COUNT
ECAT
EF
...UNITS....
10/01/2007 13:16:27
SUB-VENDOR-ID
MC TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
A 10/01/2007
CK-DT
EP
PID BF-ORG
GRANT
246B
STATE PROGRAM
1112110000 000000
B
BF-EO BF-OB/CF BF-CAT/YR
GY
CNTRT CY
AAAAAA
OCA
AU
PROJECT ID
...TIME...
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VOUCH-NO LINE VENDOR-ID
85
V
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
51M Unencumbered Disbursements Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
51M1
10/01/2007 13:36:11
TR 51 - UNENCUMBERED DISBURSEMENTS - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
USER ID GF SF FID
85
BF-ORG
BF-EO VOUCH-NO LINE
V
BE
IBI
VENDOR-ID
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
51M Unencumbered Disbursements Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
51M2
TR 51 - UNENC DISB - MULTIPLE INQUIRY BY SITE
10/01/2007
13:40:15
X L1 L2 L3 L4 L5 EO VR OBJECT CF YR PPI DESCRIPTION
SUB-VENDOR-ID
....AMOUNT....VENDOR-ID
MC TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
INVOICE
AB..QUANTITY.. CK-NO CK-DT PID BF-ORG BF-EO BF-OB/CF BF-CAT/YR
85 00 00 00 000 00 02 380000
00
OFFICE SUPPLIES
6000.00 VF599876543001
A 10012007
23887
85 10 02 02 213 00 02 261000
500.00 VN323232323001
3647
00
TRAVEL
1 10012007
85 10 02 02 213 00 02 380000
200.00 VN323232323001
5209
00
OFFICE SUPPLIES
1 10012007
NEXT:
L1 L2 L3 L4 L5
85
GF SF FID
TYPE
IBI VOUCH-NO LINE VENDOR-ID
V
B
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR51 Transactions
The Single Update by Site screenis used to make changes or corrections to transactions
entering the system on the current day. To make corrections to unencumbered disbursement
entries entered on a prior day, the operator will have to use TR58, Disbursement Corrections.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File.
The operator may change existing data on update by tabbing to the field to be changed and
typing in the new data. Certain data codes may not be changed. These are:
L1 L2 L3 L4 L5
EO
VR
OBJECT
GF, SF, FID
EF
The following codes may not be deleted, but may be changed:
AMOUNT
VENDOR
TRN-DT
VOUCH-NO (if BI = X)
INVOICE
CK-NO (if BI = $ or C)
CAT
GL
BE & IBI
STATE PROGRAM
The Single Update by Site screen may be used to transfer to an input screen within TR51 or
to a different function or transaction. If the TYPE and/or SEL fields are left blank, the system
will return to the original mode of Inquiry used to access the Update screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
There is no next request Line on the Single Update by Site screen. If another record(s) is to
be updated, then the operator must first retrieve the record in Inquiry and follow the
procedures outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
51U Unencumbered Disbursement Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
51U1
10/01/2007
13:40:30
TR 51 - UNENC DISB - SINGLE UPDATE BY SITE
DEL
L1 L2 L3 L4 L5 EO VR OBJECT
85 00 00 00 000 00 02 380000
CF
....AMOUNT.... VENDOR-ID
6000.00
VF599876543001
INVOICE
23887
AB ..QUANTITY.. CK-NO
CAT
YR
040000 00
GL
EGL EOB
71100
ECAT
GF SF FID
BE
IBI
20 2 020001 85100000 00
BPIN
COUNT
EF
...UNITS....
PPI
DESCRIPTION
OFFICE SUPPLIES
SUB-VENDOR ID
TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
10012007
V
CK-DT
EP
PID BF-ORG
GRANT
246B
B
BF-EO BF-OB/CF BF-CAT/YR
GY
STATE PROGRAM
1112110000 000000
CNTRT CY
AAAAA
OCA
AU
PROJECT ID
...TIME...
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR58 - Disbursement Corrections
Transaction 58 is used to make corrections to all disbursements other than Revolving Fund
Disbursements that entered the system prior to the current day (not on the Daily Input File). It
may be used to correct both disbursement and credit memo entries. If TR58 is used to
reverse an entry that needs to be re-entered and re-vouchered, the reentry must be made in
TR51.
Transaction 58 entries are not included in the vouchering process. If TR58 is used to reverse
an entry that needs to be reentered but does not need to be re-vouchered, the reentry must
be made in TR58.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On the next page are examples of these types of corrections.
Example 1:
Using TR51, an unencumbered disbursement for office supplies was recorded with the wrong
Other Cost Accumulator.
Transaction 51
OCA GL Code
A11 71100
Description
Expenditures-Current
Amount
$1,100
To correct this, the operator should enter a TR58, reverse the original unencumbered
disbursement transaction with a negative dollar amount, and then input the entry with the
correct Other Cost Accumulator as shown below.
Transaction 58
OCA GL Code
A11 71100
Description
Expenditures-Current
Amount
$-1,100
A12
Expenditures-Current
$ 1,100
71100
Since the disbursement was vouchered correctly it can be reentered with a TR58.
Example 2:
Using TR51, a disbursement of $150 was recorded as $100.
Transaction 51
Object
261000
GL Code
71100
Description
Expenditures-Current
Amount
$100
To correct this AMOUNT, the operator should enter a TR58, and reverse the original
disbursement.
Transaction 58
Object
261000
GL Code
71100
Description
Expenditures-Current
Amount
$-100
Since this transaction needs to be re-vouchered for the correct amount, it should be reentered
in TR51 as follows:
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Transaction 51
Object
261000
GL Code
71100
Description
Expenditures-Current
Amount
$150
Examples of the most common entries that will be generated with a TR 58 are given below:
To Reverse out the Disbursement:
S.F.
GL Code
Description
DR
1
2,3
13100
12200
7****
Unexpended Gen Rev Releases or
Released Cash in State Treasury
Expenditures
X
X
CR
I/A
X
A
A
I
CR
I/A
X
X
I
A
A
To enter the correct Disbursement:
S.F.
GL Code
Description
DR
7****
13100
12200
Expenditures
Unexpended Gen Rev Releases or
Released Cash in State Treasury
X
1
2,3
The General Ledger code for Expenditures (7****) is retrieved from the Expansion Set Record
or entered by the operator on the input screen.
When Disbursement Corrections are recorded, the Available Balance File is updated as
follows:
SF=1
Fund Cash
N/A*
Fund Release
+/- amount
Organization Cash
N/A*
Organization Allotment +/- amount
*N/A = Not applicable
+/- = Increase/Decrease
SF=2,3
+/- amount
+/- amount
+/- amount
+/- amount
SF=8
+/- amount
N/A*
+/- amount
+/- amount
NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (same as
Fund Cash and Organization Allotment above). This update will take place only if the Grant,
Contract, and/or Project fields are input
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR 58 & Subsidiary Legders
Transaction 58 does not update the Accounts Payable Subsidiary (8S) or Encumbrances
Subsidiary (6S). If a correction is made through TR58, an adjustment may be needed to the
appropriate subsidiary. The adjustment can only be made in one of the following ways:
1.
Re-enter the Accounts Payable through Transaction 80 and/or the
Encumbrance through Transaction 60,or
2.
Update the appropriate subsidiary through Accounts Payable Subsidiary Update
(8S Update) and/or Encumbrances Subsidiary Update (6S Update).
Inputting TR58 Transactions
Single Transaction Input
If a TYPE of "58" and a SEL code of "S" are entered on any screen, the Single Input Request
screen will display (see next pages). Procedures for use of this screen are described below.
On line 6 of the Single Input Request screen, the operator will find his/her organization
security clearance along with the following data codes ready for input.
L1 L2 L3 L4 L5
Organization level; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request is made on line 21, the operator should then depress the ENTER key and the
Single Input screen will display the fully expanded transaction. Procedures for the use of this
screen are described below.
On line 5, the operator will find the following fields displayed ready for input.
VOUCH-NO
Original Disbursement Voucher Number; required field.
LINE
Original Voucher Line Number; optional field.
DESCRIPTION
Optional field.
STATE-DOC
Statewide Document Number; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 18
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Also on line 5, the operator will find other fields displayed from the previous screen. These
fields are protected.
On line 8, the operator will find the following fields displayed ready for input.
AMOUNT
Transaction amount; required field; positive and negative amounts
accepted.
VENDOR-ID
Vendor Identification Number; required field.
CF
Certified Forward Indicator; optional field.
TRN-DT
Transaction Date; defaults to current date if left blank
(MMDDYYYY).
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document Number; optional field.
B
Batch Character; optional field.
On line 11, the operator will find the following fields displayed ready for input.
INVOICE
Invoice number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
Local Fund Check Number; required if BI is $ or C.
CK-DT
Local Fund Check Date; optional field.
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB/CF
Benefiting Object/ Benefiting Certified Forward Indicator; optional
fields.
BF-CAT/YR
Benefiting Appropriation Category/ Benefiting Year; defaults to
"00" if left blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 19
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The VENDOR-ID, BF-ORG, BF-EO, BF-OB and BF-CAT must be entered in one of the
following combinations:
a.
If VENDOR-ID is a Statewide, FLAIR Regular (V), Employee (E), or Client (C)
Vendor, then only the VENDOR-ID is entered.
b.
If VENDOR-ID is a 21- digit FLAIR Account Code (L1 GF SF FID BE IBI)
indicating a JT transaction or a cash disbursement to a local fund, the benefiting
object (BF-OB) and benefiting category (BF-CAT) are both required and the BFOB must be a State Standard Object Code. All other benefiting data can only
be left blank.
c.
If the VENDOR-ID is left blank; the benefiting organization (BF-ORG), the
benefiting expansion option (BF-EO) and the benefiting object (BF-OB) must be
input. If the disbursing and receiving organizations are within the same
operating level, the system will generate the JT receipt entries (TR99) during
nightly update. See chapter 14.
On line 14, the operator will find the following fields displayed. These fields are retrieved from
the Expansion Set Record, but may be overridden (changed). These fields will be blank if an
Expansion Set Record is not accessed, and the data codes may be added.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to "00" if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional
field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 14 are retrieved from the Expansion Option record. These fields
may be overridden (changed), but if changed, the entered data code must be on the Title File.
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered, edited against the Grant
Information File. If Grant Information File contains a *CSFA Code,
then edited against the Contract and Grant Title File.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field. If entered, edited against the
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 20
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Contract Information File. If Contract Information File contains a
*CSFA Code, then edited against the Contract and Grant Title
File.
CY
Contract year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
*CSFA = Catalog State Financial Assistance
On line 17, the operator will find the following fields displayed. These data codes are
retrieved from the Expansion Option record and are protected (cannot be changed), with the
exception of BE, IBI, State Program and Project ID, which may be overridden.
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; required field.
EF
External Fund.
STATE PROGRAM State Program; required field.
PROJECT ID
Project Identifier; optional field.
VOT
Voucher Type; protected field.
On line 20, the following fields are available for input:
BPIN
Beginning Property Item Number; optional field.
COUNT
Property Item Counter; optional field.
UNITS
Optional field.
TIME
Optional field.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction will be processed and the
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 21
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
requested screen will be returned. If no request is made on line 22, the transaction will be
processed and a Single Input Screen will return with all other data from the last transaction
displayed except AMOUNT, QUANTITY, UNITS, TIME, and AB.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
58S Disbursements Corrections Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
58S1
10/01/2007
TR 58 - DISBURSEMENTS CORRECTION - SINGLE INPUT - REQUEST
L1 L2 L3 L4 L5
85
14:40:50
EO VR OBJECT PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 22
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
58S Disbursements Corrections Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
58S2
TR 58 - DISBURSEMENTS CORRECTION - SINGLE INPUT
10/01/2007
VOUCH-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION
V
85 10 02 02 213 00 02 380000
....AMOUNT.... VENDOR-ID
INVOICE
AB..QUANTITY.. CK-NO
CAT
YR
040000 00
GL
EGL EOB
71100
GF SF FID
BE
IBI
10 1 000001 85100000 00
BPIN
CF TRN-DT
COUNT
ECAT
EF
CK-DT
EP
SUB-VENDOR-ID
PID BF-ORG
GRANT
STATE-PROGRAM
1112110000 000000
14:41:49
STATE-DOC
BI OTHER-DOC
B
BF-EO BF-OB/CF BF-CAT/YR
GY CNTRT CY
OCA
PROJECT ID
VOT
AU
...UNITS.... ...TIME...
NEXT: L1-L5 85 10 02 02 213 EO 00 VR
OBJECT 261000 PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a TYPE of "58" and a SEL code of "A" are entered on any screen, the Multiple Input screen
will display (see next pages). This screen is used to enter up to three transactions at a time
with no Expansion File data displayed. No override capability is allowed when using the
Multiple Input screen. Procedures for the use of this screen are described below.
On line 9 - 19 of the Multiple Input screen, the operator will find the following data fields
displayed ready for input.
VOUCH-NO
Original Disbursement Voucher Number; required field.
LINE
Original Voucher Line Number; optional field.
L1 L2 L3 L4 L5
Organization Code; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 23
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
DESCRIPTION
Optional field.
STATE-DOC
Statewide Document Number; optional field.
VOT
Voucher Type; protected field.
AMOUNT
Transaction Amount; required field; positive and negative amounts
accepted.
VENDOR-ID
Vendor Identification Number; optional field.
CF
Certified Forward Indicator; optional field; if used "C" must be
input.
TRN-DT
Transaction Date; defaults to current date when left blank
(MMDDYYYY).
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document Number; optional field.
INVOICE
Vendor's Invoice Number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
Local Fund Check Number; required if BI is $ or C.
CK-DT
Local Fund Check Date; optional field.
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB/CF
Benefiting Object/Benefiting Certified Forward Indicator; optional
fields.
BF-CAT/YR
Benefiting Appropriation Category/ Benefiting Year; defaults to
"00" if left blank.
NOTE: The operator may use the "DUP" key in all the fields except ORGANIZATION L1,
QUANTITY, and AMOUNT.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 24
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Line 21 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions will be processed and
the requested screen will be returned. If no request is made on line 21, the Multiple Input
screen will return with lines 9 - 11 completed as on the last transaction on the previous screen
except AMOUNT, QUANTITY, and AB.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
58A Disbursements Corrections Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
58A1
10/01/2007
TR 58 - DISBURSEMENTS CORRECTION - MULTIPLE INPUT
15:20:02
VOUCH-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION
STATE-DOC VOT
....AMOUNT.... VENDOR-ID
CF TRN-DT
SUB-VENDOR-ID BI OTHER-DOC
B
INVOICE
AB ..QUANTITY.. CK-NO CK-DT
PID BF-ORG
BF-EO BF-OB/CF BF-CAT/YR
V
85
V
85
V
85
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 25
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR58 Transactions
If a TYPE of "58" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry
by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M") will display
(see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, User I.D., GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, and
VOUCH-NO and LINE. Only transactions within the operator's site and meeting the search
criteria will be displayed. If a data code is not entered all Disbursement Correction
transactions within the operator's site will be displayed in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first three
entries on the file meeting the search criteria will be displayed The operator will find the
requested accounting entries as they appear on the Daily Input File. This data is protected
and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 26
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
58I Disbursements Correction Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
58I1
10/01/2007 15:41:52
TR 58 - DISBURSEMENTS CORRECTION - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
USER ID
BF-EO
GF SF FID
VOUCH-NO
V
BE
IBI
VENDOR-ID
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
58I Disbursements Correction Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
58I2
TR 58 - DISB CORRECTION - SINGLE INQUIRY BY SITE
VOUCH-NO LINE
V MD1122 0001
L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION
85 10 02 02 213 00 02 380000
OFFICE SUPPLIES
....AMOUNT.... VENDOR-ID
2000.00 VF592197603003
INVOICE
7722
AB ..QUANTITY.. CK-NO
CAT
YR
040000 00
GL
EGL EOB
71100
GF SF FID
BE
IBI
10 1 000001 85100000 00
BPIN
10/01/2007
COUNT
ECAT
EF
CF TRN-DT
SUB-VENDOR-ID
10012007
CK-DT
EP
PID BF-ORG
GRANT
246B
STATE-PROGRAM
1112110000 000000
15:42:41
STATE-DOC
BI OTHER-DOC
B
BF-EO BF-OB/CF BF-CAT/YR
GY CNTRT CY
OCA
PROJECT ID
VOT
AU
...UNITS.... ...TIME...
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
VOUCH-NO LINE
85
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 27
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
58M Disbursements Correction Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
58M1
10/01/2007 16:48:12
TR 58 - DISBURSEMENTS CORRECTION - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
BF-EO
USER ID
GF SF FID
BE
IBI
VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
ENTER- PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
58M Disbursements Correction Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
58M2
10/01/2007 16:49:14
TR 58 - DISBURSEMENTS CORRECTION - MULTIPLE INQUIRY BY SITE
X VOUCH-NO LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION
STATE-DOC VOT
....AMOUNT.... VENDOR-ID
CF TRN-DT
SUB-VENDOR-ID BI OTHER-DOC
B
INVOICE
AB ..QUANTITY.. CK-NO CK-DT
PID BF-ORG
BF-EO BF-OB/CF BF-CAT/YR
V MD1122
85 20 04 00 000 BB 05 380000
OFFICE SUPPLIES
-20.00 VF599885121001
10012007
070585
V MD1122
85 20 04 00 000 BB 05 380000
OFFICE SUPPLIES
20.00 VF599885121001
10012007
070585
TYPE
SEL
L1 L2 L3 L4 L5
GF SF FID
BE
IBI VENDOR-ID
VOUCH-NO LINE
85
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 28
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR58 Transactions
The Single Update by Site Screen is used to make changes or corrections to transactions
entering the system on the current day. To make corrections to disbursement correction
entries entered on a prior day, the operator will have to reverse the original entry and reenter
it correctly.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the
“X” field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data.
Certain data codes may NOT be changed. These are:
L1 L2 L3 L4 L5
EO
VR
OBJECT
GF, SF, FID
EF
The following codes may NOT be deleted, but may be changed:
VOUCH NO
CAT
AMOUNT
GL
VENDOR-ID
BE & IBI
TRN-DT
STATE PROGRAM
INVOICE
VOT
CK-NO (required if BI is $ or C)
The Single Update by Site screen may be used to transfer to an input screen within TR58 or
to a different function or transaction. If the TYPE and/or SEL fields are left blank, the system
will return to the original mode of Inquiry used to access the Update screen.
There is no next request Line on the Single Update by Site screen. If another record(s) is to
be updated, then the operator must first retrieve the record in Inquiry and follow the
procedures outlined on the previous page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 29
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
58U Disbursements Correction Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
58U1
10/01/2007
TR 58 - DISBURSEMENTS CORRECTION - SINGLE UPDATE BY SITE
DELETE:
VOUCH-NO LINE
V MD1122
L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION
85 20 04 00 000 BB 05 380000
OFFICE SUPPLIES
....AMOUNT.... VENDOR-ID
-20.00
VF599885121001
INVOICE
070585
AB..QUANTITY.. CK-NO
CAT
YR
040000 00
GL
EGL EOB
77300
GF SF FID
BE
IBI
50 2 050001 85200000 00
BPIN
COUNT
ECAT
EF
CF TRN-DT
SUB-VENDOR-ID
10012007
CK-DT
EP
PID BF-ORG
GRANT
STATE-PROGRAM
1112110000 000000
17:01:06
STATE-DOC
BI OTHER-DOC
B
BF-EO BF-OB/CF BF-CAT/YR
GY CNTRT CY
OCA
PROJECT ID
VOT
AU
...UNITS.... ...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Automated TR58 Transactions
Disbursement TR51, 53, 55, and 70 rejected by Central Accounting require a TR58 to correct
the agency’s records. When a rejection occurs, an Automated Batch TR58 is initiated. The
Automated Batch TR58 is a two-night process that creates a file of those vouchers to be
corrected (reversed). The actual reversal, Automated Batch TR58, is run on the second night
and reverses the voucher line(s), line by line. The vouchers successfully reversed will appear
in the agency’s Daily Detail Report. The Terminal Id (TR2TID) for the Automated Batch TR58
will be AUTO for regular disbursements, PCRD for Purchasing Card disbursements, and
RPAY for Recurring Payments disbursements.
The most common reason for voucher rejection from Central Accounting is due to negative
cash balances for 5 days. See chapter 26 status codes.
Some vouchers may not be successfully matched to create the Automated Batch TR58 and
will require a manual TR58. These transactions appear on the Batch TR58 Error Report the
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 30
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
second morning with the following message: “226F - CANNOT CREATE AUTO TR58, NO
MATCH ON HISTORY FILE COULD BE FOUND.”
If a disbursement transaction was originally rejected because of a voucher print error
(duplicate voucher number, line number, invalid object total, invoice total, etc.) it print out with
the regular vouchers every morning as a voucher error report, just as it currently does. The
TR58 to reverse the error will not show up in the history file until the following night. Rejected
Purchasing Card disbursements and Recurring Payments will be backed out or deleted from
the appropriate subsystem.
The Automated Batch TR58 will also reverse the rejected Journal Transfers and reverse the
TR99 (Automated JT Receipts) if applicable.
TR57 - Refund of Overpayment of Taxes
The TR57 is used to process Overpayment of Taxes made by vendors and/or agencies. This
gives the agency capability to enter Journal Transfers and/or vouchers for refund of
Overpayment of Taxes from a specific fund code, e.g. 430000 10 1 000902 43100XXX-00
2200XX 00, that is provided by the system. These journal transfers and vouchers created
through this transaction are not subject to the statistical sampling process. Also, there are no
accounting entries associated with the TR57, unless an agency processes a journal transfer
using BF-ORG, BF-EO, BF-OBJ, and leaving the Vendor-ID field blank. If this type of transfer
is made, then a TR99 (Automated JT Receipt) will automatically be generated. See chapter
14.
The TR57 has no affect on the available balance file, unless an automated JT Receipt (TR99)
is generated. See chapter 14.
Inputting TR57 Transactions
Single Transaction Input
If a TYPE of "57" and a SEL of "S" are entered on any screen, the Single Input Request
Screen will display the fully expanded transaction (see next pages). Procedures for the use
of this screen are described below.
On line 6, the operator will find the following fields displayed and ready for input.
L1 L2 L3 L4 L5
Organization level; required field; L1 is protected.
OBJECT
This field is protected and has an established value.
DESCRIPTION
Optional Field
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 31
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
ORIGINAL
DEPOSIT
Required numeric field; 1st two digits ACCOUNT CODE
are protected.
On line 9, the operator will find the following fields displayed and ready for input.
AMOUNT
Transaction amount; required field; positive amounts only.
VENDOR-ID
Vendor Identification Number; optional field
TRN-DT
Transaction Date; required field; MMDDYYYY format; YYYY
defaults to current year, but may be overridden. Must be less than
or equal to current year.
G
Grouping Character; optional field.
VOUCHER-NO
Voucher Number; optional field. If input, first digit must be an
alpha character.
LINE
Voucher Line Number; optional field; if entered, VOUCHER-NO
must also be entered.
On line 12, the operator will find the following fields displayed and ready for input.
GL
General Ledger Code; protected field.
BF-ORG
Benefiting Organization; optional field.
EO
Expansion Option; optional field.
BF-OB
Benefiting Object Code; optional field.
BF-CAT/YR
Benefiting Category/Benefiting Year; optional field.
CNTRT
Contract Number; optional field.
OTHER-DOC
Other Document Number; optional field.
The VENDOR-ID, BF-ORG, BF-EO, and BF-CAT must be entered in one of the following
combinations:
a.
VENDOR-ID is a Regular (V), Employee (E), or Client (C) Vendor, then only the
VENDOR-ID is entered.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 32
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
b.
If VENDOR-ID is a 21-digit FLAIR Account Code (L1, GF, SF, FID, BE, IBI)
indicating a JT transaction, the benefiting object (BF-OB) and benefiting
category (BF-CAT) are both required and the BF-OB must be a State Standard
Object Code. All other benefiting data can only be left blank.
c.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),
expansion option (EO), and object (BF-OB) must be input. If the disbursing and
receiving organizations are within the same operating level, the system will
generate the JT Receipt entries (TR99) during nightly update. See chapter 14.
On line 15, the operator will find the following fields displayed. These fields, except for the
last two digits of the category, will be provided by the system and will also be protected.
OLO
Operating Level Organization.
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; required field.
CAT
Appropriation Category; the first four digits are protected. The last
two digits of the category must be input by the user as either 20
(refund of state revenues) or 30 (refund of non-state revenues).
YR
Appropriation Year.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen will be returned. If no request is made on line 21, the transaction will be
processed, and a Single Input screen will return with the OLO, GF, SF, FID, BE, IBI, first four
digits of CAT, YR, OBJECT, GL, L1, and 1st two digits of Original Account Code protected.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 33
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
57S Overpayment of Taxes Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
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23
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57S1
10/01/2007
10:15:44
TR 57 - OVERPAYMENT OF TAXES - SINGLE INPUT - REQUEST
L1 L2 L3 L4 L5
85
AMOUNT
OBJECT
860000
DESCRIPTION
VENDOR-ID
GL
71100
BF-ORG
OLO
430000
GF
10
SF
1
EO
FID
000902
ORIGINAL DEPOSIT ACCOUNT CODE
85
TRN-DT
2007
BF-OB
BE
431000100
BF-CAT/YR
IBI CAT
00 2200
G
CNTRT
VOUCHER-NO
V
LINE
OTHER-DOC
YR
00
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR57 Transactions
If a TYPE of "57" and a SEL Code of "I" are entered on any screen, the Single Inquiry by
Request screen ("I") will be displayed (see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, Original Deposit Account Code, Vendor-ID, BF-ORG, BF-EO,
VOUCHER-NO, and LINE. Only transactions within the operator's site and meeting the
search criteria will be displayed. If data code is not entered, all Overpayment of Taxes
transactions within the operator's site will be displayed in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. The
requested Single Inquiry screen will be displayed. The operator will find the requested entries
as they appear on the Daily Input File. This data is protected and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 34
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions.
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
57I Overpayment of Taxes Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
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20
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57I1
10/01/2007
TR 57 - OVERPAYMENT OF TAXES - SINGLE INQUIRY - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
ORIGINAL DEPOSIT ACCOUNT CODE
85
BF-EO
12:38:29
VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 35
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
57I Overpayment of Taxes Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
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20
21
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57I2
10/01/2007 15:16:43
TR 57 - OVERPAYMENT OF TAXES - SINGLE INQUIRY
L1 L2 L3 L4 L5 OBJECT
85 10 02 02 000 860000
AMOUNT
73.00
GL
71100
BF-ORG
OLO
430000
GF
10
DESCRIPTION
ABC PLUMBING
VENDOR-ID
VF599876543001
SF
1
ORIGINAL DEPOSIT ACCOUNT CODE
85101000001851000000004000000
TRN-DT
10012007
BF-EO
BF-OB
FID
000902
BE
43100100
G
BF-CAT/YR
IBI
00
VOUCHER-NO
CNTRT
CAT
220020
LINE
OTHER-DOC
YR
00
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5
ORIGINAL DEPOSIT ACCOUNT CODE
VENDOR-ID
85
85
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR57 Transactions
The Single Update screen can only be used to make changes or corrections to transactions
entering the system on the current day. To make corrections to entries processed on a prior
day, the operator will need to reprocess the transaction. However, if the transaction originally
created an automated JT Receipt, then a TR96 can only be used to back out the incorrect
TR99 that was automatically generated. See chapter 14.
The operator can access the Single Update screen by retrieving, in Single Inquiry, the record
to be changed; putting an "U" in the SEL field at the bottom of the screen, and depressing the
ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes are protected on this
screen. These are:
OLO
GF, SF, FID
YR
First 4 digits of CATEGORY
GL
OBJECT
L1
ORIGINAL DEPOSIT ACCOUNT CODE (1st two digits)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 36
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The following data codes may NOT be deleted, but may be changed:
L2 - L5
AMOUNT
TRN-DT
Last 2 digits of CATEGORY
ORIGINAL DEPOSIT ACCOUNT CODE
VENDOR and/or BF info (ORG, EO,
CAT)
BE & IBI
The operator may transfer to a different function or transaction, by using the TYPE and SEL
fields on Line 22 of the Single Update screen.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
There is no NEXT Line on the Single Update screen. If another record(s) is to be updated,
then the operator must first retrieve the record in Inquiry and follow the procedures outlined in
the paragraphs above.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 37
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
57U Overpayment of Taxes Single Update Screen
01
02
03
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05
06
07
08
09
10
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13
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57U1
10/01/2007
17:11:42
TR 57 - OVERPAYMENT OF TAXES - SINGLE UPDATE - REQUEST
DEL
L1 L2 L3 L4 L5
85 10 02 02 000
AMOUNT
73.00
OBJECT
860000
DESCRIPTION
ABC PLUMBING
VENDOR-ID
VF599876543001
GL
71100
BF-ORG
OLO
430000
GF
10
SF
1
ORIGINAL DEPOSIT ACCOUNT CODE
85 101000001851000000004000000
TRN-DT
10012007
EO BF-OB
BF-CAT/YR
FID
BE
000902 43100100
IBI CAT
00 2200 20
G
CNTRT
VOUCHER-NO
V
LINE
OTHER-DOC
YR
00
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Florida Fact:
The longest river is the
St. Johns River which is
273 miles long.
(source:myflorida.com
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 13
Page 38
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 14 DIRECT DEPOSIT RECEIPTS, JOURNAL TRANSFER RECEIPTS, &
RECEIPTS CORRECTIONS
Direct deposit receipts are cash receipts that are deposited directly to the State Treasury from
the operating fund that generated the revenue or expense refund. These direct deposit
receipts are recorded through TR30.
JT Receipts record the receipt of funds transferred from another State CFO’s account.
Transfers from other state agencies should be recorded through TR96 - JT Receipts. If the
transfer of funds is within an agency's operating organization, the agencies have the option of
having the system generate the JT receipt entries during nightly update. To select this option,
the BF-ORG, BF-EO, and BF-OB must be included on the disbursement transfer. These
generated entries carry a Transaction Type of "99" on the Detail File.
These transactions are discussed in detail on the following pages.
Direct Deposit Cash Receipts (TR30)
Journal Transfer Receipts (TR96)
Automated Journal Transfer Receipts (TR99)
Cash Receipts & Clearing Fund File (TR3S)
TR30 – Direct Deposit Receipts
This transaction is used to record Cash Receipts where monies are deposited directly to the
fund that generated the revenue or the expense refund. If an entry is made using TR30 and
an error is found in the entry after nightly update, the original entry should be reversed and
reentered using TR30. Examples of the most common accounting entries for TR 30 are as
follows:
Collection of Revenue (Object = Revenue Object Code; CAT = Revenue Source):
S.F.
GL Code
Description
DR
1
2
8
54600
12100
11200
6****
Collections - St. Gen. Rev.
or
Unrel. Cash in State Treasury
or
Cash in Bank
Revenue/Receipts
X
X
X
Effective Date:
September 1, 2007
Supersedes:
2003
CR
I/A
X
A
A
A
I
Chapter 14
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Collection of Expense Refund (Object = Expenditure Object Code):
S.F.
GL Code
Description
DR
1
2
8
54600
12100
11200
7****
*Collections - St. Gen. Rev.
or
*Unrel. Cash in State Treasury or
**Cash in Bank
**Expenditures
X
X
X
CR
I/A
X
A
A
A
I
*CAT = 001800
**CAT = Original Appropriation Category
NOTE: The category of 001800 (refunds) will remain posted in agency accounting records
until such time as the TR79 (Automated Expenditure Refund) is automated by the system
reversing the category from that of 001800 to reflect the original appropriation category of
input. See chapter 20 for additional information.
The entry to Revenues (6****) or Expenditures (7****) is retrieved from the Expansion Set File
or entered by the operator and it initiates the entries to the appropriate accounts. To record
an increase of revenue or a refund of an expenditure, the operator should input a positive
amount which will be entered as a credit to the 6**** or the 7**** account. To record a
decrease of funds, the operator should enter a negative amount which will be entered as a
debit to the 6**** or the 7**** account.
When Direct Deposit Receipts are recorded, the Available Balance File is updated as follows:
Fund Cash
Fund Release
Revenue Object Code
Expend. Object Code
Organization Cash
Organization Allotment
Revenue Object Code
Expend. Object Code
SF=1
SF=2,3
SF=8
N/A*
+/- amount
+/- amount
N/A*
+/- amount
N/A*
N/A*
+/- amount
+/- amount
N/A*
N/A*
+/- amount
N/A*
+/- amount
N/A*
+/- amount
N/A*
+/- amount
*N/A = Not applicable
+/- = Increase/Decrease
A TR30 entry will generate a record on the Cash Receipts and Clearing Fund File (TR3S).
When an entry is for a local fund (SF=8) or has a Bookkeeping Indicator (BI) of N, this entry
will only update the agency's records. However, a TR30 item that is for some other state fund
type and has a BI equal to blank will update the agency's records and be moved to the
Treasurer's Receipt System for further processing. See Chapter 20 for more details on
Treasury Receipt processing.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (same as
Fund Cash and Organization Allotment above). This update will take place only if the Grant,
Contract, and/or Project fields are input.
Inputting TR30 Transactions
Single Transaction Input
If a TYPE of "30" and a SEL code of "S" are entered on any screen, the Single Input Request
screen will display (see next pages). Procedures for the use of this screen are described
below.
On line 6, the operator will find his/her organization clearance along with the following data
codes ready for input:
L1 L2 L3 L4 L5
Organization level to which the receipt is to be recorded; required
field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
LOC IND
Letter of Credit Indicator; optional field. If entered, must equal “X”.
Grant
Grant number; optional field.
GY
Grant year; optional field.
After input of the above fields, the operator should depress the ENTER key and the Single
Input screen will display the fully expanded transaction as requested on the Single Input
Request screen. Procedures for the use of this screen are described below.
On line 5, the operator will find the following fields displayed ready for input.
DEP-NO
Cash Receipts Deposit Number; required field.
LINE
Cash Receipts Deposit Line Number; optional field.
CF
Certified Forward Indicator; optional field. If used, a "C" must be
input.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Also on line 5, the operator will find the fields displayed from the previous screen. These
fields are protected and cannot be changed. In addition, displayed is TRN-DT (Transaction
Date) that will default to the current date if left blank. The PPI (Prior Period Indicator) field will
default to the current period if left blank.
On line 8, the operator will find the following fields displayed ready for input.
AMOUNT
Transaction amount; required field; positive and negative amounts
accepted.
BI
Bookkeeping Indicator; optional field; if used, an "N" must be
input.
VENDOR-ID
Vendor Identification Number; optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
QUANTITY
Optional field.
On line 11, the operator will find the following fields displayed ready for input.
INVOICE
Invoice number; optional field.
DESCRIPTION
Optional field.
ORIG-RCPT
Original Receipt Number; optional field.
OTHER-DOC
Other Document Number; optional field.
B
Batch character; optional field.
PID
Product Identifier; optional field.
On line 14, the operator will find the following fields displayed. These fields are retrieved from
the Expansion Set Record if it is accessed, but may be overridden (changed). These fields
will be blank if an Expansion Set Record is not accessed, and the data codes may be added.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to "00" if left blank.
GL
EGL
General Ledger Code; required field.
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The following fields on line 14 are retrieved from the Expansion Option Record. These fields
may be overridden (changed), but if changed, the data code entered must be on the Title File.
EP
External Program; optional field.
GRANT
GY
Grant Number; required field if X is entered under the LOC IND
field. Grant number will be validated against the Grant title file. If
valid on grant title file, grant information file must have a letter of
credit.
Grant Year; optional field.
CNTRT
Contract Number; optional field.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
On line 17, the operator will find the following fields displayed. These data codes are
retrieved from the Expansion Option Record, and all are protected (cannot be changed),
except for BE, IBI, State Program and Project ID.
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; required field.
EF
External Fund.
STATE-PROGRAM State Program Number; required field. If changed edited against
the title file.
PROJECT ID
Project Identification Number; optional field.
On line 20, the following fields are displayed for input:
BPIN
Beginning Property Item Number; optional field.
UNITS
Optional field.
TIME
Optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key, the transaction will be processed and the
requested screen and transaction will be returned. If no request is made on line 22, the
operator should depress the ENTER key and the transaction will be processed. A Single
Input screen will return with all of the data from the last transaction except AMOUNT, CF,
UNITS, QUANTITY, and TIME displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen before any input was made.
PF12- escapes and does not process current screen.
30S Direct Deposit Receipts Single Input Request screen
01
02
03
04
05
06
07
08
09
10
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30S1
10/01/2007
TR 30 - DIRECT DEPOSIT RECEIPTS - SINGLE INPUT - REQUEST
L1 L2 L3 L4 L5 EO VR OBJECT PPI
85 10 02 02 213 00
380000
LOC IND
13:29:08
GRANT GY
NOTE: ENTER 'X' IN LOC IND TO RECORD LETTER OF CREDIT CASH RECEIPT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
30S Direct Deposit Receipts Single Input screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
30S2
DEP-NO
C
TR 30 - DIRECT DEPOSIT RECEIPTS - SINGLE INPUT
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 02 380000
...AMOUNT.....
INVOICE
CAT
YR
040000 00
BI
VENDOR-ID
GF SF FID
BE
IBI
10 1 000001 85100000 00
BPIN
...UNITS....
ORIG-RCPT
ECAT
TRN-DT
SUB-VENDOR-ID
DESCRIPTION
GL
EGL EOB
71100
CF
10/01/2007
EP
00
EF
GRANT
...TIME...
PPI
..QUANTITY..
OTHER-DOC
B
GY CNTRT CY
OCA
STATE-PROGRAM
1112110000 000000
13:31:43
PID
AU
PROJECT ID
LOC#
NEXT:
TYPE
SEL
L1-L5 85 10 02 02 213 EO 00 VR
OBJECT 380000 PPI
LOC IND
GRT/GY
TR
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a Transaction Type of "30" and a selection code of "A" are entered on any screen, the
Multiple Input screen will display (see next pages). This screen is used to enter up to four
transactions at a time with no Expansion File data displayed. When using the Multiple Input
screen, the Expansion Files must be accessed. No override capability is allowed when using
the Multiple Input screen. Procedures for the use of this screen are described below.
On line 5, the operator will find the following data fields displayed ready for input.
DEP-NO
Cash Receipts Deposit Number; required field.
TRN-DT
Transaction Date; defaults to current date if left blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
On lines 10 - 21, the operator may input up to four transactions with the following data codes.
LINE
Cash Receipts Deposit Line Number; optional field.
L1 L2 L3 L4 L5
Organization code to which the receipt is being recorded; required
field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
CF
Certified Forward Indicator; optional field. If used, a "C" must be
input.
VENDOR-ID
Vendor Identification Number; optional field.
INVOICE
Optional field.
PID
Product Identifier; optional field.
B
Batch character; optional field.
BI
Bookkeeping Indicator; optional field; if used, an "N" must be
input.
AMOUNT
Transaction amount; required field; positive and negative amounts
accepted.
ORIG-RCPT
Original Receipt Number; optional field.
OTHER-DOC
Other Document Number; optional field.
DESCRIPTION
Optional field.
QUANTITY
Optional field.
LOC IND.
Letter of Credit Indicator; optional field. If entered, must equal “X”.
The operator may use the "DUP" key in all fields except ORGANIZATION L1, QUANTITY,
and AMOUNT.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions will be processed and
the requested screen and transaction displayed. If no entry is made on line 23, the Multiple
Input screen will return with lines 5 and 10 completed as on the last transaction of the
previous screen except AMOUNT, QUANTITY, and CF.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
30A Direct Deposit Receipts Multiple Input screen
01
02
03
04
05
06
07
08
09
10
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30A1
10/01/2007
TR 30 - DIRECT DEPOSIT RECEIPTS - MULTIPLE INPUT
DEP-NO C
TRN-DT
09:27:31
PPI
LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR-ID
...AMOUNT.... ORIG-RCPT
OTHER-DOC
DESCRIPTION
INVOICE
PID B BI
..QUANTITY.. LOC-IND
85
85
85
85
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR30 Transactions
If a TYPE of "30" and a SEL code of "I" or "M" are entered on any screen, the Single Inquiry
by Site Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M"), will display
(see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, USER ID, VENDOR-ID, DEP-NO and LINE and LOC IND. Only
transactions within the operator's site and meeting the search criteria will be displayed. If a
data code is not entered, all Direct Deposit Receipt transactions within the operator's site will
be displayed in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries
on the file meeting the search criteria will be displayed. (see next pages). The operator will
find the requested accounting entries as they appear on the Daily Input File. This data is
protected and cannot be changed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
30I Direct Deposit Receipts Single Inquiry Request screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
30I1
10/01/2007 09:38:19
TR 30 - DIRECT DEPOSIT RECEIPTS - SINGLE INQUIRY BY SITE – REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DEP-NO
C
LINE
LOC #
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
30I Direct Deposit Receipts Single Inquiry screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
30I2
10/01/2007
TR 30 - DIRECT DEPOSIT RECEIPTS - SINGLE INQUIRY BY SITE
DEP-NO
C 100
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 000 AA 02 380000
...AMOUNT..... BI
1072.84
INVOICE
CAT
YR
040000 00
VENDOR-ID
DESCRIPTION
GL
71100
EGL
EOB
CF
TRN-DT
PPI
10/01/2007
SUB-VENDOR-ID
ORIG-RCPT
B
ECAT
GRANT
EP
GF SF FID
BE
IBI EF BPIN
20 2 010001 85100000 00
PID
09:50:40
OTHER-DOC
..QUANTITY..
STATE PROGRAM
1112110000 000000
OCA
AU
GY CNTRT CY PROJECT
...UNITS.... ...TIME... LOC#
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 USER-ID VENDOR-ID
DEP-NO
LINE LOC#
85
C
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
30M Direct Deposit Receipts Multiple Inquiry Request screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
30M1
10/01/2007 13:44:07
TR 30 - DIRECT DEPOSIT RECEIPTS - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DEP-NO
C
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
30M Direct Deposit Receipts Multiple Inquiry screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
30M2
10/01/2007 13:44:17
TR 30 - DIRECT DEPOSIT RECEIPTS - MULTIPLE INQUIRY BY SITE
DEP-NO C 990059
TRN-DT 10/01/2007
PPI
X LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR-ID
...AMOUNT.... BI ORIG-RCPT
OTHER-DOC
DESCRIPTION
85 10 01 01 211 01 01 380000
VF599876543001
101.00
REFUND
85 20 04 04 233 BB 01 261000
456.34
INVOICE
PID
..QUANTITY.. B
VF599876543001
TICKET REFUND
L1 L2 L3 L4 L5 USER ID VENDOR-ID
DEP-NO
LINE
TYPE
SEL
85
C
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR30 Transactions
The Single Update by Site screen can only be used to make changes or corrections to
transactions entering the system on the current day (see next pages). To make corrections to
Direct Deposit Receipt entries entered on a prior day, the operator should submit the reversal
and reentry using TR30 input screens.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the
SEL field at the bottom of the screen, and depressing the ENTER Key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the
“X” field, and depressing the ENTER Key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
DEP-NO
L1 L2 L3 L4 L5
EO
Effective Date:
September 1, 2007
IBI
GF, SF, FID
EF
Supersedes:
2003
Chapter 14
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
VR
OBJECT
LOC # (If present)
The following codes may not be deleted, but may be changed:
AMOUNT
BE & IBI
GRANT (if LOC # is present)
CAT
STATE PROGRAM
GL
The Single Update by Site screen may be used to transfer to an input screen within TR30 or
to a different function or transaction. If the TYPE and/or SEL fields are left blank, the system
will return to the original mode of Inquiry used to access the Update screen.
There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Transaction 30U Direct Deposit Receipts Single Update screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
30U1
DELETE:
10/01/2007
TR 30 - DIRECT DEPOSIT RECEIPTS - SINGLE UPDATE BY SITE
DEP-NO
C 100
...AMOUNT.....
1072.84
LINE
BI
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 000 AA 02 002000
VENDOR-ID
INVOICE
ORIG-RCPT
CAT
YR
000200 00
GL
EGL EOB
61200
BPIN
...UNITS....
SUB-VENDOR-ID
DESCRIPTION
GF SF FID
BE
IBI
20 2 010001 85100000 00
CF
ECAT
EP
EF
OTHER-DOC
GRANT
...TIME...
TRN-DT
10/01/2007
PPI
..QUANTITY..
B
PID
GY CNTRT CY
STATE-PROGRAM
1112110000 000000
10:30:02
OCA
AU
PROJECT-ID
LOC#
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR96 – Journal Transfer Receipts
This transaction is used to record the receipt of funds transferred from another State Fund.
These receipts may be revenue related or expense refunds. If an entry is made using TR 96
and an error is found in the entry after nightly update, the original entry should be reversed
and reentered using TR 96. Examples of the most common accounting entries for
Transaction 96 are as follows:
Revenue Receipt (Object = Revenue Object Code; CAT = Revenue Source):
S.F.
GL Code
Description
DR
1
2
8
54600
12100
11200
6****
Collections - St. Gen. Rev. or
Unrel. Cash in State Treasury or
Cash in Bank
Revenues/Receipts
X
X
X
CR
I/A
X
A
A
A
I
Expense Refund Receipt (Object = Expenditure Object Code; CAT = Original Appropriation
Category)
S.F. GL Code
Description
DR
1
2
8
Unexpended Gen. Rev. Releases or
Rel. Cash in State Treasury or
Cash in Bank
Expenditures
X
X
X
13100
12200
11200
7****
CR
I/A
X
A
A
A
I
The General Ledger Code for Revenues (6****) or Expenditures (7****) is retrieved from the
Expansion Set record or entered by the operator. To record an increase of funds, the
operator should input a positive amount which will be entered as a credit to the 6**** or the
7**** account. To record a decrease of funds, the operator should enter a negative amount
which will be entered as a debit to the 6**** or 7**** account.
When Journal Transfer Receipts are recorded, the Available Balance File is updated as
follows:
SF=1
SF=2,3
SF=8
Fund Cash
Fund Release
Revenue Object Code
Expend. Object Code
Organization Cash
Organization Allotment
Revenue Object Code
Expend. Object Code
*N/A = Not applicable
Effective Date:
September 1, 2007
N/A*
+/- amount
+/- amount
N/A*
+/- amount
N/A*
N/A*
+/- amount
+/- amount
N/A*
N/A*
+/- amount
N/A*
+/- amount
N/A*
+/- amount
N/A*
+/- amount
+/- = Increase/Decrease
Supersedes:
2003
Chapter 14
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (same as
Fund Cash and Organization Allotment above). This update will take place only if the Grant,
Contract, and/or Project fields are input.
Inputting TR96 Transactions
Single Transaction Input
If a TYPE of "96" and a SEL code of "S" are entered on any screen, the Single Input Request
screen, will display (see next pages). Procedures for the use of this screen are described
below.
On line 6, the operator will find his/her organization security clearance along with the
following data codes ready for data entry.
L1 L2 L3 L4 L5
Organization level to which the receipt is to be recorded; required
field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request is made on line 22 will display the fully expanded transaction as requested on
the Single Input Request screen. Procedures for use of this screen are described below.
On line 6, the operator will find the following fields displayed ready for input.
DOC-NO
Document Number; required field.
LINE
Document Line Number; optional field.
CF
Certified Forward; optional field. If used, a "C" must be input.
TRN-DT
STATE-DOC
Transaction Date; defaults to current date if left blank.
State Document Number; optional field.
Also on line 6, the operator will find the fields displayed from the previous screen. These
fields are protected and cannot be changed.
On line 9, the operator will find the following fields displayed ready for input.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
AMOUNT
Transaction amount; required field; positive and negative amounts
accepted.
VENDOR-ID
Vendor Identification Number; optional field; must be on the
Account Description Vendor File if entered.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
QUANTITY
Optional field.
On line 12, the operator will find the following fields displayed ready for input.
INVOICE
Invoice number; optional field.
DESCRIPTION
Optional field.
OTHER-DOC
Other Document Number; optional field.
B
Batch character; optional field.
PID
Product Identifier; optional field.
BPIN
Beginning Property Item Number; optional field.
PROJECT ID
Project Identification Number; optional field.
On line 15, the operator will find the following fields displayed. These fields are retrieved from
the Expansion Set record, but may be overridden (changed). These fields will be blank if an
Expansion Set record is not accessed, and the data codes may be added.
CAT
Appropriation Category; required field.
YR
Year of Appropriation; defaults to "00" if left blank.
GL
General Ledger Code; required field.
EGL
EOB
External General Ledger Code; optional field.
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 15 are retrieved from the Expansion Option Record. These fields
may be overridden (changed), but if changed, the entered data code must be on the Title File.
EP
Effective Date:
September 1, 2007
External Program; optional field.
Supersedes:
2003
Chapter 14
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
GRANT
Grant Number; optional field. If entered, edited against Grant
information file.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field. If entered, edited against the
Contract information file.
CY
Contract Year; optional field
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
On line 18, the operator will find the following fields displayed. These data codes are
retrieved from the Expansion Option record and are protected (cannot be changed), with the
exception of State Program, BE, AND IBI which may be overridden.
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity; required Field
IBI
Internal Budget Indicator; required Field
EF
External Fund.
STATE-PROGRAM State Program Number; required field. If changed edited against
the Title File.
The following fields are also displayed for input:
UNITS
TIME
Optional field.
Optional field.
Line 21 or 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen and transaction will be returned. If no request is made on line 21 or 22, the
transaction will be processed and a Single Input screen will return with all of the data from the
last transaction except CF, AMOUNT, QUANTITY, and TIME displayed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
96S JT Receipts Single Input Request screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
96S1
L1 L2 L3 L4 L5
85
10/01/2007
TR 96 - JT RECEIPTS - SINGLE INPUT - REQUEST
13:44:48
EO VR OBJECT PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 18
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
96S JT Receipts Single Input screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
96S2
DOC-NO
C
10/01/2007
TR 96 - JT RECEIPTS - SINGLE INPUT
LINE
....AMOUNT....
INVOICE
CAT
YR
040000 00
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 000 BB 02 380000
VENDOR-ID
DESCRIPTION
GL
EGL EOB
71100
TRN-DT
SUB-VENDOR-ID
OTHER-DOC
ECAT
CF
EP
B
PID
PPI
GF SF FID
BE
IBI EF STATE-PROGRAM
10 1 020001 85100000 00
1112110000 000000
STATE-DOC
..QUANTITY..
BPIN
GRANT
246B
13:45:02
PROJECT ID
GY CNTRT CY
AAAAA
...UNITS....
OCA
AU
...TIME...
NEXT:
L1 L2 L3 L4 L5 EO VR OBJECT PPI
TYPE
SEL
85 10 02 02 000 BB
380000
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---Pf10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction 96 Input
If a Transaction Type of "96" and a selection code of "A" are entered on any screen, the
Multiple Input screen will display (see next pages). This screen is used to enter up to four
transactions at a time with no Expansion File data displayed. When using the Multiple Input
screen, the Expansion Files must be accessed. No override capability is allowed when using
the Multiple Input screen. Procedures for the use of this screen are described below.
On line 5, the operator will find the following data fields displayed ready for input.
DOC-NO
Document Number; required field.
TRN-DT
Transaction Date; defaults to current date if left blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
STATE-DOC
State Document Number; optional field.
On lines 10 - 20, the operator may input up to four transactions with the following data codes.
LINE
Effective Date:
September 1, 2007
Document Line Number; optional field.
Supersedes:
2003
Chapter 14
Page 19
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
L1 L2 L3 L4 L5
Organization code to which the receipt is being recorded; required
field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
CF
Certified Forward Indicator; optional field. If used, a "C" must be
input.
VENDOR-ID
Vendor Identification Number; optional field; must be on Account
Description File if entered.
INVOICE
Vendor's Invoice Number; optional field.
PID
Product Identifier; optional field.
AMOUNT
Transaction amount; required field; positive and negative amounts
accepted.
OTHER-DOC
Other Document Number; optional field.
DESCRIPTION
Optional field.
QUANTITY
Optional field.
B
Batch character; optional field.
The operator may use the "DUP" key in all fields except ORGANIZATION L1, QUANTITY,
and AMOUNT.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions will be processed and
the requested screen and transaction displayed. If no entry is made on line 22, the Multiple
Input screen will return with lines 5 and 11 completed as on the previous screen except
AMOUNT, CF and QUANTITY.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 20
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
96A JT Receipts Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
96A1
10/01/2007
13:45:23
TR 96 - JT RECEIPTS - MULTIPLE INPUT
DOC-NO C
LINE
TRN-DT
L1 L2 L3 L4 L5
....AMOUNT....
EO VR OBJECT
OTHER-DOC
PPI
STATE-DOC
CF VENDOR-ID
DESCRIPTION
INVOICE
..QUANTITY
PID
B
85
85
85
85
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR96 Transactions
If a TYPE of "96" and a SEL code of "I" are entered on any screen, the Single Inquiry by Site
Request screen ("I"), or the Multiple Inquiry by Site Request screen ("M"), will display (see
next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, USER-ID, VENDOR-ID, DOC-NO, and LINE. Only transactions within the
operator's site and meeting the search criteria will be displayed. If a data code is not entered,
all JT Receipt transactions within the operator's site will be displayed in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries
on the file meeting the search criteria will be displayed. The operator will find the requested
accounting entries as they appear on the Daily Input File. This data is protected and cannot
be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 21
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
96I JT Receipts Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
96I1
10/01/2007
TR 96 - JT RECEIPTS - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DOC-NO
C
13:45:41
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 22
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
96I JT Receipts Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
96I2
DOC-NO
C 99137
10/01/2007
TR 96 - JT RECEIPTS - SINGLE INQUIRY BY SITE
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 02 261000
....AMOUNT....
354.00
VENDOR-ID
851010000018510000000
INVOICE
DESCRIPTION
TRAVEL REFUND
CAT
YR
040000 00
GL
71100
EGL
EOB
GF SF FID
BE
IBI
10 1 000001 85100000 00
OTHER-DOC
ECAT
EF
CF
TRN-DT PPI
10/01/2007
SUB-VENDOR-ID
B
PID
BPIN
13:45:48
STATE-DOC
..QUANTITY..
PROJECT ID
EP GRANT
GY CNTRT CY OCA
AU
STATE-PROGRAM
1112110000 000000
...UNITS.... ...TIME...
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5
USER ID VENDOR-ID
DOC-NO
LINE
85
C
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
96M JT Receipts Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
96M1
10/01/2007
TR 96 - JT RECEIPTS - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DOC-NO
C
13:46:02
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 23
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
96M JT Receipts Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
96M2
TR 96 - JT RECEIPTS - MULTIPLE INQUIRY BY SITE
DOC-NO C 99137
TRN-DT 10/01/2007
X LINE L1 L2 L3 L4 L5 EO VR OBJECT CF
....AMOUNT....
OTHER-DOC
85 10 02 02 213 00 02 261000
354.00
85 10 02 02 000 A1 02 261000
576.00
PPI
10/01/2007
13:46:11
STATE-DOC
VENDOR-ID
INVOICE
PID
DESCRIPTION
..QUANTITY.. B
851010000018510000000
TRAVEL REFUND
852020200018520000000
TRAVEL REFUND
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5
USER ID VENDOR-ID
DOC-NO
LINE
85
C
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR96 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day (see next pages). To make corrections to JT Receipt
entries entered on a prior day, the operator will have to reverse the original entry and re-enter
it correctly.
The operator can access the Single Update by Site screen in either one of two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a "U" in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a "U" in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a "D" in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data.
Certain data codes may not be changed. These are:
L1 L2 L3 L4 L5
EO
VR
GF, SF, FID
EF
OBJECT
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 24
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The following codes may not be deleted, but may be changed:
DOC-NO
AMOUNT
CAT
GL
BE & IBI
STATE PROGRAM
The Single Update by Site screen may be used to transfer to an input screen within TR96 or
to a different function or transaction. If the TYPE and/or SEL fields are left blank, the system
will return to the original mode of Inquiry used to access the Update screen.
There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
96U JT Receipts Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
96U1
10/01/2007
TR 96 - JT RECEIPTS - SINGLE UPDATE BY SITE
13:46:11
DELETE:
DOC-NO
LINE
C 99137
....AMOUNT....
354.00
INVOICE
L1 L2 L3 L4 L5 EO VR OBJECT
CF TRN-DT PPI STATE-DOC
85 10 02 02 213 00 02 261000
10012007
VENDOR-ID
SUB-VENDOR-ID
..QUANTITY..
851010000018510000000
DESCRIPTION
TRAVEL REFUND
CAT
YR GL
EGL
040000 00 71100
GF
10
SF
1
EOB
OTHER-DOC
ECAT
FID
BE
IBI
000001 85100000 00
B
PID
EP GRANT
EF STATE-PROGRAM
1112110000 000000
BPIN
PROJECT ID
GY CNTRT CY OCA
AU
...UNITS.... ...TIME...
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 25
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR99 - Automated Journal Transfer Receipts
Transaction 99 , Automated JT Receipts, records the receipt of funds transferred from
another fund within the same operating organization (Department in most instances). This is
an optional process that takes place during nightly update. This process is initiated when the
agency records the transfer through a disbursement transaction type.
To generate the Automated JT Receipt entries, the operator must input BF-ORG, BF-EO, and
BF-OB and leave the VENDOR-ID field blank. Anytime this benefiting data is entered on a
disbursement transaction, these Automated JT Receipt entries will be generated, eliminating
the need to record the JT Receipts through TR96.
The entries that are generated when this option is selected are:
Revenue Receipt (Object = Revenue Object Code; CAT = Revenue Source):
SF
GL
Description
DR
1
2
8
54600
12100
11200
6****
Collections - St. Gen Rev or
Unrel. Cash in State Treas. or
Cash in Bank
Revenue/Receipts
X
X
X
CR
I/A
X
A
A
A
A
Expense Refund Receipt (Object Code = Expenditure Object Code; CAT = Original
Appropriation Category):
SF
GL
Description
DR
1
2
8
13100
12200
11200
7****
Unexpend. Gen. Rev. Releases or
Rel. Cash in State Treasury or
Cash in Bank
Expenditures
X
X
X
CR
I/A
X
A
A
A
A
When automated JT Receipts are generated, the Available Balance File is updated as
follows:
SF=1
SF=2,3
SF=8
Fund Cash
Fund Release
Revenue Object Code
Expend. Object Code
Organization Cash
Organization Allotment
Revenue Object Code
Expend. Object Code
N/A = Not Applicable
Effective Date:
September 1, 2007
N/A*
+/- amount
+/- amount
N/A*
+/- amount
N/A*
N/A*
+/- amount
+/- amount
N/A*
N/A*
+/- amount
N/A*
+/- amount
N/A*
N/A*
+/- amount +/- amount
+/- = Increase/Decrease
Supersedes:
2003
Chapter 14
Page 26
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
NOTE: Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (same as
Fund Cash and Organization Allotment above). This update will take place only if the Grant,
Contract, and/or Project fields are input.
TR3S - Cash Receipts & Clearing Fund File
The Cash Receipts and Clearing Fund File is an auxiliary file that maintains a record for each
cash receipt transaction entering the system (except JT receipts and Revolving Fund
Reimbursements) that have not been cleared from the file. It is available for inquiry purposes
only.
A record is created on the Cash Receipts and Clearing Fund File when a cash receipt or cash
receipt correction is recorded in one of the following cash receipt transactions:
TR30 - Direct Deposit Receipts
TR31 - Clearing Fund Receipts
TR33 - Direct Deposit Receivable Receipts
TR34 - Clearing Fund Receivable Receipts
Cash Receipts remain on the Cash Receipts and Clearing Fund File until the agency requests
either the Clear the Clearing Fund process or Detail of Direct Deposit Receipts Report. Both
requests are made through the Cash Receipts Utility Program (CP) (For further information
about these processes, see chapter 18). If an agency does not request a Detail of Direct
Deposit Receipts Report or Clear the Clearing Fund File for a period of 45 days, Cash
Receipt items will be systematically purged from the file.
Inquiring into the Cash Receipts and Clearing Fund File
If a TYPE of “3S” and a select code of “I” or “M” are entered on any screen, the Single Inquiry
Request screen (“I”) or Multiple Inquiry Request screen (“M”) will display (see next pages.)
Procedures for the use of these screens are described below.
The operator may enter the appropriate data codes to request the record to be retrieved from
the Cash Receipts and Clearing Fund File and inquired upon. To inquire on Clearing Fund
transactions, the Clearing Fund Identifier must be entered on the Request screen. If the
Clearing Fund FID is not entered, only Direct Deposit Receipts display. Only transactions
meeting the search criteria display. The available search criteria are Organization Code,
Fund, BE, IBI, CAT, VENDOR-ID, DOC-NO, LINE, and Clearing Fund Number. If a data
code is not entered, the system will display all transactions, beginning with the first record on
file. These records are displayed in input order by organization.
After completing the Request Screen, the operator should depress the ENTER key. On
Single Inquiry, the requested transaction will be returned with its fully expanded data on the
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 27
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Single Inquiry screen. On Multiple Inquiry, the first four transactions on file meeting the
search criteria will display (see next pages). These entries are displayed as they are carried
on the Cash Receipts and Clearing Fund File. This data is protected.
Line 22 may be used to transfer to a different screen (see chapter 8). If no request is made
on line 22, the next transaction on the file meeting the original search criteria will display.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
3SI Cash Receipts & Clearing File Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3SI1
10/01/2007 13:46:49
3S - CASH RECEIPTS & CLEARING FUND FILE - SINGLE INQUIRY - REQUEST
L1 L2 L3 L4 L5
85
DOC-NO
C
NOTE:
LINE
GF SF FID
BE
IBI CAT
VENDOR-ID
CLR
CLEARING FUND MUST BE ENTERED TO INQUIRE ON CLEARING FUND TRANSACTIONS
TYPE
SEL
ENTER -PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 28
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
3SI Cash Receipts & Clearing File Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3SI2
10/01/2007
3S - CASH RECEIPTS & CLEARING FUND FILE - SINGLE INQUIRY
DOC-NO
C 3344
LINE
....AMOUNT....
500.00
INVOICE
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 02 261000
BI VENDOR-ID
DESCRIPTION
TRAVEL REFUND
CAT
YR GL
EGL EOB ECAT
040000 00 71100
GF SF FID
BE
IBI
10 1 000001 85100000 00
CF
CR-DT
10/01/2007
SUB-VENDOR-ID
OTHER-DOC
SECOND-DOC
13:46:57
TR-TP
30
..QUANTITY..
PID
PROJECT ID
STATE-PROGRAM
EP GRANT GY CNTRT CY OCA
1112110000 000000
EF
AU
CLR
NEXT:
L1 L2 L3 L4 L5 VENDOR-ID
DOC-NO
LINE CLR
85
C
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
3SM Cash Receipts & Clearing File Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3SM1
10/01/2007 13:47:14
3S - CASH RECEIPTS & CLEARING FUND FILE - MULTIPLE INQUIRY - REQUEST
L1 L2 L3 L4 L5
85
DOC-NO
C
NOTE:
LINE
GF SF FID
BE
IBI
CAT
VENDOR-ID
CLR
CLEARING FUND MUST BE ENTERED TO INQUIRE ON CLEARING FUND TRANSACTIONS
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 29
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
3SM Cash Receipts & Clearing File Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3SM2
3S - CASH RECEIPT & CLR FUND FILE-MULTIPLE INQUIRY
DOC-NO C 12345
CR-DT 10/01/2007
10/01/2007
09:53:04
CLR
X LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR-ID
....AMOUNT.... BI SECOND-DOC OTHER-DOC
DESCRIPTION
85 20 03 03 000 00 02 261000
140.75
INVOICE
PID
..QUANITY.. TRTP
30
NEXT:
L1 L2 L3 L4 L5
VENDOR-ID
DOC-NO
LINE
CLR
85
C
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Florida Fact:
Florida was acquired from
Spain as a U.S. territory
in 1821.
(source:myflorida.com)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 14
Page 30
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 15 TRANSFER FUNCTION (TF)
The Transfer Function (TF) is used to:
1) Transfer revenue from one revenue FLAIR Account Code to another revenue
FLAIR Account Code,
2) Transfer revenue within the same FLAIR Account Code,
3) Make corrections to deposits that have cleared the Treasury and Central
Accounting, and
4) Allocate revenue to two or more splits (maximum of twenty).
The Transfer Function provides functionality to eliminate many zero Treasury Receipts.
Revenues collected by an agency may be transferred within that agency or to another
agency. However, the following restrictions do apply:
1) State Fund (SF) = 1 transfers must be transferred within the same agency, except
2) The Department of Revenue (OLO 730000) may transfer SF = 1 revenues to another
agency.
Transfers consist of two sides: the sending (Sender) and the receiving (Receiver). The two
sides may be within the same agency or between agencies. Each side has unique screens
used to process transfers.
The Transfer Function is status code driven. An understanding of the status codes is
necessary to process the transfer.
Status Codes used in the Transfer Function:
A-
Awaiting transfer OLO processing, system assigned when the transfer is initiated by
the Sender. When Status Code = ”A,” the Receiver cannot complete the receiving side
screens.
D-
Deleted, manually changed by the Sender.
T-
Transferred, manually changed by the Sender. When the Status Code is changed to
“T,” the Receiver can complete the receiving side screens.
P-
Ready for processing, manually changed by the Receiver. When the Status Code is
changed to “P,” the transfer will be processed during nightly processing.
R-
Rejected, manually changed by the Receiver.
S-
Sent to nightly processing, when Status Code is changed to “P,” the system changes
the Status Code to “S” during nightly processing.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
C-
Completed, when the system changes the Status Code to “S” during nightly processing
and all edits pass, the system then changes the Status Code to “C.”
N-
Central posting reject, if the Status Code remains “S” for five days, Central will reject
the transfer and change the Status Code to “N” on both sides.
The system will purge any transfers with a status code of “A,” T,” “D,” “R,” ”N,” or ”C” that
have had no activity for fourteen calendar days.
The process for using the Transaction Function:
(1)
The Sender initiates the transfer.
(2)
When the Sender enters the transfer, the system assigns the transfer a Status Code of
“A.”
(3)
At the time the Sender depresses the ENTER key, (transfer is in Status Code “A”) the
system assigns the transfer a SWDN (Statewide Document Number) beginning with
“R.”
(4)
A record is also created on the receiver side with a status code of “A,” but the record
may only be displayed, at this time.
(5)
The Sender can manually change the status code from “A” to “D” or “T,” and the
Receiver Status Code is then automatically changed to “D” or “T.” If changed to “D,”
no further action is required. The system will purge the record automatically after
fourteen calendar days. The Status Code is changed to “T” when the Sender is ready
for the Receiver to process the transfer.
(6)
If the Sender changed the status code to “T,” the Receiver can do one of two things:
(a)
(b)
(7)
Reject the transfer by changing the Status Code to “R,” (this will also update the
Sender Status Code to “R”). No further action is required. The record for both
the Receiver and Sender will be purged in fourteen calendar days.
Enter information to complete the Receiver side of the transfer, and manually
change the Status Code to “P.”
If the Status Code is changed to “P” by the Receiver, during nightly processing:
(a)
(b)
(c)
(d)
(e)
Two Transaction 94’s are created, one for the sending side, and one for the
receiving side.
Available Balances for both sides are updated.
Status Codes are system changed to “S” for both.
If all edits pass, the Status Codes are system changed to “C” for the Sender and
Receiver.
The Revenue Transfer is posted by Central Accounting to both FLAIR Account
Codes.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
(f)
(g)
A voucher will be generated for the Sender entitled: “Revenue Transfer – Retain
all Documentation.”
If edits fail, the Status Code remains an “S.” Central Accounting will attempt to
post the voucher for five days; and if not posted, it will be purged from the
Voucher Audit File. The system will change the Status Code to “N” on both
sides of the transfer. If purged, the system will generate Transaction 94’s to
reverse the original Transaction 94 entries for both the Sender and Receiver.
When the Receiver manually changes the status code from “T” to “P,” during nightly
processing, the following TR 94 accounting entries are created:
Sending side:
S.F.
GL Code
15XXX
16XXX
33100
388XX
389XX
488XX
6****
Description
Receivables Non-Governmental or
Due From Governmental Units or
Deposits Payable
or
Unearned Revenue Current or
Deferred Revenues
or
Unearned Revenue – Long Term or
Revenue
1
2
8
54600
12100
11200
Collections – General Rev. or
Unreleased Cash in Treasury or
Cash in Bank
Dr
X
X
X
X
X
X
X
Cr
X
X
X
I/A
I
I
I
I
I
I
I
A
A
A
Receiving side:
S.F.
GL Code
Description
Dr
1
2
8
54600
12100
11200
Collections – General Rev. or
Unreleased Cash in Treasury or
Cash in Bank
X
X
X
15XXX
16XXX
33100
388XX
389XX
488XX
6****
Receivables Non-Governmental or
Due From Governmental Units or
Deposits Payable
or
Unearned Revenue Current or
Deferred Revenues or
Unearned Revenue – Long Term or
Revenue
Effective Date:
September 1, 2007
Supersedes:
2003
Cr
I/A
A
A
A
X
X
X
X
X
X
X
I
I
I
I
I
I
I
Chapter 15
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The Available Balance File is also updated during nightly processing:
Sending side:
Fund Cash
Fund Release
Organization Cash
Organization Allotment
SF=1
SF=2,3
SF=8
N/A
N/A
N/A
N/A
- amount
N/A
- amount
N/A
- amount
N/A
- amount
N/A
SF=1
SF=2,3
SF=8
N/A
N/A
N/A
N/A
+ amount
N/A
+ amount
N/A
Receiving side:
Fund Cash
Fund Release
Organization Cash
Organization Allotment
+ amount
N/A
+ amount
N/A
Help windows. When an asterisk (*) is displayed before a field name, a help screen is
available containing a list of items to select from or a definition of the field. To access the
help screen, depress the PF1 key while the cursor is in the desired field. To select from a list
of items, type an “S” in the ACT column beside the desired item and depress the ENTER key.
The system will “populate” the field with the item selected.
The following Program Functions are available in the Transfer Function:
PF1 - Help key. A help menu is available when an asterisk(*) is next to the field name.
Depress PF1 to open the help screen.
PF2 - Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 - Return. Used to close a help window or return to a previous screen. Does not
process any information entered on the screen.
PF4 - Main. Returns the user to the FLAIR main accounting menu. Does not process any
information entered on the screen.
PF5 - Flip. Used to change the “look” of the PF keys - how they are displayed on the
screen.
PF6 - Preferences. The user has the flexibility to “program” how the screen will behave
after a successful screen modification.
PF7 - Backward. Used to page backward one screen at a time.
PF8 - Forward. Used to page forward one screen at a time.
PF9 - Expand All. Used when the entire reallocation must be re-expanded because the
Organization Code, Expansion Option, or Object Code was changed on the
reallocation.
PF10 - Left. Move left one panel.
PF11 - Right. Move right one panel.
PF12 - Process. Used when a value is placed in the Action (*AC) field for one line of
reallocation.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The Revenue Transfers Mini Menu Screen
By typing “TF” in the TYPE Field on any FLAIR screen, and depressing ENTER, the Revenue
Transfer Mini Menu screen will display. Both the Sending and Receiving sides of the transfer
utilize this screen. The mini menu screen is used to access the appropriate screen to add a
revenue transfer, browse a revenue transfer, or request reports associated with revenue
transfers. The Sending side uses the RV, RS, and RQ Codes. The RR and RC Codes are
used by the Receiving side.
Revenue Transfers Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DTFQMN
Dec 16,07
***** REVENUE TRANSFERS MINI MENU *****
DTFMMN
03:53 PM
CODE FUNCTION
---- ----------------------------------------------------------------------SENDING:
*L1-L5
*EO VR *OBJECT
RV
ADD REVENUE CORR/REALLOC
90********* __ __ ______
RS
BROWSE REVENUE CORR/REALLOC
RQ
REVENUE CORR/REALLOC REPORT REQUEST
RECEIVING:
RR
BROWSE REVENUE CORR/REALLOC
RC
RECEIPTS REPORT REQUEST
CODE: __
TYPE: __
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--HELP QUIT RETRN MAIN FLIP
To access the appropriate screen, type the Code desired, in the space on line 20, and
depress the ENTER key. The available codes are:
RV
ADD REVENUE CORR/REALLOC – used by the Sender to add a revenue transfer
RS
BROWSE REVENUE CORR/REALLOC – used by the Sender to browse transfers
initiated by the Sender
RQ
REVENUE CORR/REALLOC REPORT REQUEST – used by the Sender to request a
summary report displaying information about sending transfers in “P” status (ready for
processing)
RR
BROWSE REVENUE CORR/REALLOC – used by the Receiver to browse transfers
being sent to the Receiver
RC
RECEIPTS REPORT REQUEST – used by the Receiver to request a summary report
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
displaying the receiving information about transfers in “P” status (ready for processing)
To access another FLAIR function, type the two letter Function Code in the type field on line
21, and depress the ENTER key.
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
Add Revenue Correction/Reallocation
Revenue Transfers Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DTFQMN
Dec 16,07
***** REVENUE TRANSFERS MINI MENU *****
DTFMMN
03:54 PM
CODE FUNCTION
---- ----------------------------------------------------------------------SENDING:
*L1-L5
*EO VR *OBJECT
RV
ADD REVENUE CORR/REALLOC
9010******* bb __ 002000
RS
BROWSE REVENUE CORR/REALLOC
RQ
REVENUE CORR/REALLOC REPORT REQUEST
RECEIVING:
RR
BROWSE REVENUE CORR/REALLOC
RC
RECEIPTS REPORT REQUEST
CODE: rv
TYPE: __
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--HELP QUIT RETRN MAIN FLIP
To add a revenue transfer, type “RV” in the CODE field on line 20, the sending L1-L5 code,
EO, and OBJECT Code on line 8, and depress ENTER. The REVENUE CORR/REALLOC
MAINT – SENDING screen will display (see next pages).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
*L1-L5 – Organization Code; required, *L1 must equal the L1 of the sender
*EO – Expansion Option; required, if left blank, will default to 00
VR – Expansion Option Version; optional, if left blank will default to most recent
Expansion Option Version
*OBJECT – required, must be > 000999 and < 059100
To access another FLAIR function, type the two letter Function Code in the type field on line
21, and depress the ENTER key.
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
Revenue Correction/Reallocation Maintenance – Sending Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
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19
20
21
22
23
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DTFQMRVA
Dec 16,07
*ACTION (A)
*TRANS TYPE
1
***** REVENUE CORR/REALLOC MAINT - SENDING *****
A
CONTACT NAME
Tony Freeman
EO VR OBJECT *TRN-DT
BB 01 002000
PHONE
850 410 9999
...AMOUNT....
1500.00
*CAT
YR *GL
INVOICE
000200 00 61200 Nov 2007
B OTHER-DOC
..QUANTITY.
REC CONTACT NAME
*TRANS OLO *SC L1 L2 L3 L4 L5
900000
A 90 10 00 00 000
VOUCH-NO LINE GF SF FID
BE
IBI
V
20 2 000001 90200000 00
BKI DESCRIPTION
*GRANT GY *CNTRT CY *PID *EGL *SUB-VENDOR-ID
*STATE PROGRAM
1112110000 000000
DTFMMRV1
11:21 AM
...UNITS...
REC PHONE
*EOB *ECAT
...TIME..
REC-ORG
*PROJECT ID
*EP EF *OCA
*AU
STATUTE
REC-EO REC-VR REC-OBJ
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 4 the following field is displayed:
*ACTION – “A” is automated (adding a record); protected
On line 6 the following fields are displayed, some are protected and some are available for
input as described below:
*TRANS TYPE – Transfer Type; type of revenue transfer being sent; required. Values
that are available for input are:
1. Treasury Receipt Transfer - recording the transference of cash previously
deposited in the Treasury. (Creates a Central Accounting TR40.) TR40-cash
deposit into the State Treasury. Revenue categories applicable: 000099001599.
2. Transfer Receipt Transfer - recording the transference of a non-operating
transfer receipt of cash. (Creates a Central Accounting TR49.) TR49-generally
records moving funds from one agency to another. Revenue categories
applicable: 000099-001899.
3. Journal Receipt Transfer – recording the transference of an operating transfer
receipt of cash. (Creates a Central Accounting TR45.) TR45-transference of
funds when something is being paid for (e.g. rent, phone bill, etc.) Revenue
categories applicable: 000099-001899, but may not equal category 001600.
Note: When entering a revenue to revenue transfer, the agency should determine the central
accounting transaction type originally created when the revenue was received by the agency
(TR40, TR49, TR49) and then use that to determine the Transfer Type appropriate to a
particular revenue transfer.
Fields on line 6 continued:
CONTACT NAME – Contact name of Sender; required
PHONE – Telephone number of Sender; required
*TRANS OLO - Transfer OLO; required
*SC - Status Code; “A” is displayed; can be changed to “T”
L1 L2 L3 L4 L5- protected
On line 9 the following fields are protected or available for input:
EO - Expansion Option; protected
VR - Expansion Option Version; protected
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
OBJECT - Object Code; protected
*TRN-DT - Transaction Date; defaults to the current date if left blank
AMOUNT - Transfer amount; required, must be positive
VOUCH-NO - Voucher Number; optional, if used, first digit must be a letter
LINE - Voucher Number Line; optional, only used if a Voucher Number is entered,
cannot = 0000, must be numeric
GF - GAAFR Fund; protected
SF - State Fund; protected
FID - Fund Identifier; protected
BE - Budget Entity; if left blank, will default to 00000000
IBI - Internal Budget Indicator; if left blank, will default to 00
On line 12 the following fields are protected or available for input:
*CAT - Category; required, must be > 000099 and < 001600
YR - Revenue Year; required, must = 00
*GL - General Ledger Code; required, must be 15XXX, 16XXX, 33100, 388XX, 389XX,
488XX, or 6XXXX. If category = 000700 or 000701, then GL must = 614XX, 621XX, or
683XX. If category = 001510, then GL must = 655XX or 656XX. If category =
0003XX, then GL must = 611xx
INVOICE - Invoice Number; required
B - Batch Character; optional
OTHER-DOC - Other Document Number; optional
BKI - Bookkeeping Indicator; optional, “N” is the only valid input. If used, the *TRANS
OLO must = the sender’s OLO and the Sending and Receiving FLAIR Account Codes
must be equal.
DESCRIPTION - optional
*PROJECT ID - Project Identification Number; optional
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 15 the following fields are protected or available for input:
*GRANT - Grant Number; optional, unless the category = 000700, 000701, or 001510
then required, Grant Type must not = “N”
GY - Grant Year; optional
*CNTRT - Contract Number; optional
CY - Contract Year; optional
*PID - Product Identifier; optional
*EGL - External General Ledger Code; optional
*SUB-VENDOR-ID - Sub-Vendor Identification Number; optional
*EOB - External Object Code; optional
*ECAT - External Category; optional
*EP - External Program; optional
EF - External Fund; protected
*OCA - Other Cost Accumulator; optional
*AU - Agency Unique; optional.
On line 18 the following fields are available for input:
*STATE PROGRAM - State Program Number; required, may be changed, must be
correlated to Budget Entity
QUANTITY - optional
UNITS - optional
TIME - optional
STATUTE - optional
On line 21 the following fields are available for input:
REC CONTACT NAME - Receiving Contact Name; optional
REC PHONE - Receiving Phone Number; optional
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
REC-ORG - Receiving Organization Code; optional, required if REC-OBJ is used
REC-EO - Receiving Expansion Option; optional, will default to 00 if left blank and
REC-ORG is used
REC-VR - Receiving Expansion Option Version; optional, if REC-EO is entered will
default to most current version
REC-OBJ - Receiving Object Code; optional, required if REC-ORG is used, if input
must be > 000999 and < 059100
After completing the necessary fields, depress the ENTER key. If all edits pass, the message
“SENDER/RECEIVER RECS added successfully” will display on the screen. Continue with
another record or depress the PF3 key to exit the screen.
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful
screen modification.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Browse Revenue Correction/Reallocation - Sending
Revenue Transfers Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DTFQMN
Dec 16,07
***** REVENUE TRANSFERS MINI MENU *****
DTFMMN
09:15 AM
CODE FUNCTION
---- ----------------------------------------------------------------------SENDING:
*L1-L5
*EO VR *OBJECT
RV
ADD REVENUE CORR/REALLOC
90********* __ __ ______
RS
BROWSE REVENUE CORR/REALLOC
RQ
REVENUE CORR/REALLOC REPORT REQUEST
RECEIVING:
RR
BROWSE REVENUE CORR/REALLOC
RC
RECEIPTS REPORT REQUEST
CODE: rs
TYPE: __
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--HELP QUIT RETRN MAIN FLIP
To browse revenue transfers (from the sending side), type “RS” in the CODE field on line 20
of the REVENUE TRANS-FERS MINI MENU and depress ENTER. The REV CORRECTION/
REALLOCATION BROWSE – SEND AGENCY will display (see next pages).
To access another FLAIR function, type the two letter Function Code in the type field on line
21, and depress the ENTER key.
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Rev Correction/Allocation Browse – Send Agency Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DTFQSRS ***** REV CORRECTION/REALLOCATION BROWSE - SEND AGENCY ***** DTFMSRS1
Dec.16,07
09:16 AM
ACT
--__
__
__
__
__
__
__
__
__
S
C
A
A
D
P
R
T
T
T
T
REC
OLO
-----850000
900000
850000
900000
900000
850000
850000
870000
900000
ACCOUNT CODE
(GF SF FID BE IBI)
------------------2020000029001010100
2020000029001010100
2020000029001010100
2020000029001010100
2020000029001010100
2020000029001010100
2020000029001010100
2020000029001010100
2020000029001010100
*** End
STATEWIDE
DOC-NUMBER AMOUNT
INVOICE
----------- ------------- --------R3000000048
500.00 NOV 2007
R3000000044
100.00 NOV 2007
R3000000046
259.00 06172007
R3000000043
100.00 122
R3000000045
125.00 11302007
R3000000041
100.00 NOV 2007
R3000000047
1000.00 NOV 2007
R3000000040
10.00 123
R3000000042
10.00 NOV 2007
of Data ***
TRANS
DATE
-------12162007
12162007
12102007
12142007
12142007
12132007
12132007
12132007
12132007
SC _ REC OLO ______ GF __ SF _ FID ______ BE ________ IBI __ SWDN ___________
Display
Modify
(PF5=flip)
The Sending agency revenue transfers are listed in status code order, and within a status
code, OLO order. Line 21 may be used to browse the list by Status Code and by OLO, Fund,
or Statewide Document Number within that status code. To browse by a particular status
code type the status code in the space provided and depress the ENTER key, and all items
with the entered status code will display. The other fields on line 21 may be entered with a
particular status code to further define the display. The other fields on line 21 must be used
in conjunction with the status code (SC) field.
To display (inquire on) a record, type “D” in the ACT field of the desired record and depress
ENTER. The REVENUE CORRECTION/REALLOCATION MAINTENANCE - SENDING
screen on the next page will display.
To modify (update) a record, type “M” in the ACT field of the desired record and depress
ENTER. The REVENUE CORRECTION/REALLOCATION MAINTENANCE – SENDING
screen will display. If Status Code = “S” (sent to nightly processing) or “C” (completed
transaction) no changes may be made.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Revenue Correction/Reallocation Maintenance. – Sending screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
SENDER/RECEIVER RECS displayed successfully
DTFQMRVM
***** REVENUE CORR/REALLOC MAINT - SENDING *****
DTFMMRV1
Dec 26,07
3:43 PM
*ACTION (D,M)
*TRANS TYPE
CONTACT NAME
PHONE
*TRANS OLO *SC L1 L2 L3 L4 L5
1
JAMES SMITH
850 410 9999
850000
A 90 10 00 00 000
EO VR OBJECT *TRN-DT
BB 01 002000 12162007
...AMOUNT....
500.00
*CAT
YR *GL
INVOICE
000200 00 61200 NOV 2007
VOUCH-NO LINE GF SF FID
BE
IBI
V
20 2 000001 90200000 00
B OTHER-DOC
BKI DESCRIPTION
*GRANT GY *CNTRT CY *PID *EGL *SUB-VENDOR-ID
*STATE PROGRAM
1112110000 000000
..QUANTITY.
SWDN
REC CONTACT NAME
R3000000048
...UNITS...
*EOB *ECAT
...TIME..
*PROJECT ID
*EP EF *OCA
*AU
STATUTE
REC PHONE
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF
If security for the user = “I” (inquire), a “D” (display only) will be seen in the *ACTION field and
no action is permitted.
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful
screen modification.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Revenue Correction/Reallocation Maintenance - Sending Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
Enter changes
DTFQMRVM
Dec 16,07
*ACTION (D,M)
*TRANS TYPE
1
***** REVENUE CORR/REALLOC MAINT - SENDING *****
M
CONTACT NAME
JAMES SMITH
EO VR OBJECT *TRN-DT
BB 01 002000 12162007
PHONE
*TRANS OLO *SC L1 L2 L3 L4 L5
850 410 9999
850000
A 90 10 00 00 000
...AMOUNT....
500.00
*CAT
YR *GL
INVOICE
000200 00 61200 NOV 2007
VOUCH-NO LINE GF SF FID
BE
IBI
V
20 2 000001 90200000 00
B OTHER-DOC
BKI DESCRIPTION
*GRANT GY *CNTRT CY *PID *EGL *SUB-VENDOR-ID
*STATE PROGRAM
1112110000 000000
..QUANTITY.
SWDN
REC CONTACT NAME
R3000000048
DTFMMRV1
3:51 PM
...UNITS...
*EOB *ECAT
...TIME..
*PROJECT ID
*EP EF *OCA
*AU
STATUTE
REC PHONE
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF
If security for user = “U” (update) “D,M” will display in the *ACTION field and “M” (modify) will
display in the space below the *ACTION field (line 6). If “M” is displayed on line 6, fields may
be modified by typing over the displayed data, or by typing in new data and depressing the
ENTER key. If Status Code = “S” (sent to nightly processing) or “C” (completed transaction)
the record may not be modified.
Unless assigned by the user, the voucher number and line number are system assigned,
when the Status Code is changed from “A” to “T” by the Sender, and the ENTER key is
depressed. When Status Code = “T” or “P” VOUCH-No and LINE are protected.
Fields that are protected and cannot be modified are:
*TRANS TYPE
*TRANS OLO
L1 L2 L3 L4 L5
EO
VR
OBJECT
GF
SF
FID
BE if *TRANS OLO is different than Sender’s OLO
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
IBI if *TRANS OLO is different than Sender’s OLO
EF
SWDN
REC CONTACT
REC PHONE
After completing all fields, depress the ENTER key. If all edits pass, the message “SENDER/
RECEIVER RECS modified successfully” will display on the screen.
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful
screen modification.
Revenue Correlation/Reallocation Report Request – Sending
Revenue Transfers Mini Menu screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DTFQMN
Dec 16,07
***** REVENUE TRANSFERS MINI MENU *****
DTFMMN
09:31 AM
CODE FUNCTION
---- ----------------------------------------------------------------------SENDING:
*L1-L5
*EO VR *OBJECT
RV
ADD REVENUE CORR/REALLOC
90********* __ __ ______
RS
BROWSE REVENUE CORR/REALLOC
RQ
REVENUE CORR/REALLOC REPORT REQUEST
RECEIVING:
RR
BROWSE REVENUE CORR/REALLOC
RC
RECEIPTS REPORT REQUEST
CODE: rq
TYPE: __
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--HELP QUIT RETRN MAIN FLIP
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
To request the summary report: DTFRRCRA (a list of the sending revenue transfers ready for
processing, Status Code = “P”), type “RQ” in the CODE field, on line 20, of the Revenue
Transfers Mini Menu screen and depress ENTER. The Revenue Correction/Reallocation
Report Request screen will display (see below).
To access another FLAIR function, type the two letter Function Code in the type field on line
21, and depress the ENTER key.
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
Revenue Correction/Allocation Report Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DTFQMRQ
***** REVENUE CORRECTION/REALLOCATION REPORT REQUEST *****
Dec 16,07
REVENUE CORR/REALLOC REPORT REQUEST:
STARTING STATEWIDE DOC-NUMBER:
ENDING STATEWIDE DOC-NUMBER:
FUND/ACCT CODE:
L1
90
GF
SF
X
FID
DTFMMRQ1
09:35 AM
PRINTER DESTINATION:-T4416
RDS FORM ID:
BE
IBI
CAT
YR
1.
TO REQUEST A REPORT OF THE REVENUE CORRECTIONS/REALLOCATIONS TO BE
PROCESSED TONIGHT, ENTER AN 'X' IN REPORT REQUEST.
2.
IF STARTING AND ENDING STATEWIDE DOC-NUMBERS ARE LEFT BLANK, ALL
CORRECTION/REALLOCATION TRANSACTIONS WILL BE LISTED.
3.
THE TRANSACTIONS PRINTED ARE ONLY FOR THE SITE ASSOCIATED WITH
YOUR SIGN-ON.
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--HELP QUIT RETRN MAIN FLIP
To request the summary report: DTFRRCRA, complete the following request:
Line 5, type an “X” to the right of REVENUE CORR/REALLOC REPORT REQUEST
Line 5, PRINTER DESTINATION, if left blank, the printer destination will default to the
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
printer on the VTAM Table, if entered the printer must be on VTAM Table
Line 6, STARTING STATEWIDE DOC-NUMBER, optional
Line 6, RDS FORM ID, optional; cannot be used with a printer destination
Line 7, ENDING STATEWIDE DOC-NUMBER, optional
Line 10, FUND/ACCT CODE, optional; if input, L1 (protected), GF, SF, FID, BE, IBI are
required or L1 (protected), GF, SF, FID, BE, IBI, CAT, and YR are required.
NOTE: Use Starting and Ending Statewide Document Number or Fund/Acc Code, but not
both.
After completing all desired fields, depress the ENTER key. If all edits pass, and an “X” is
entered in the REPORT REQUEST field, a “pop-up window” will display the message
“*AC#### was submitted”. The asterisk (*) is the Database (H for HAC, and N for NAC) and
#### is the terminal ID.
Revenue Correction/Reallocation Report Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
Press ENTER to continue
DTFQMRQ
***** REVENUE CORRECTION/REALLOCATION REPORT REQUEST *****
Dec 16,07
REVENUE CORR/REALLOC REPORT REQUEST:
STARTING STATEWIDE DOC-NUMBER:
ENDING STATEWIDE DOC-NUMBER:
L1
GF
SF
X
FID
DTFMMRQ1
09:36 AM
PRINTER DESTINATION: T4416
RDS FORM ID:
BE
IBI
CAT
YR
FUND/ACCT C
NAC#170
WAS SUBMITTED.
1.
TO REQUEST A
PROCESSED TO
CATIONS TO BE
2.
IF STARTING AND ENDING STATEWIDE DOC-NUMBERS ARE LEFT BLANK, ALL
CORRECTION/REALLOCATION TRANSACTIONS WILL BE LISTED.
3.
THE TRANSACTIONS PRINTED ARE ONLY FOR THE SITE ASSOCIATED WITH
YOUR SIGN-ON.
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--HELP QUIT RETRN MAIN FLIP
The requested report will immediately print. Depress the PF3 key or the ENTER key to
remove the “pop-up window”.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 18
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
entered information.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
Browse Revenue Correction/Reallocation – Receiving
Revenue Transfers Mini Menu Screen
01
02
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DTFQMN
Dec 16,07
***** REVENUE TRANSFERS MINI MENU *****
DTFMMN
09:59 AM
CODE FUNCTION
---- ----------------------------------------------------------------------SENDING:
*L1-L5
*EO VR *OBJECT
RV
ADD REVENUE CORR/REALLOC
85********* __ __ ______
RS
BROWSE REVENUE CORR/REALLOC
RQ
REVENUE CORR/REALLOC REPORT REQUEST
RECEIVING:
RR
BROWSE REVENUE CORR/REALLOC
RC
RECEIPTS REPORT REQUEST
CODE: rr
TYPE: __
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--HELP QUIT RETRN MAIN FLIP
To browse the revenue transfers available for receiving, type “RR” in the CODE field on line
20, and depress the ENTER key. The REVENUE REALLOCATION/ CORRECTIONS
BROWSE – RECEIVING AGENCY screen will display (see next pages).
To access another FLAIR function, type the two letter Function Code in the type field on line
21, and depress ENTER.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 19
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
entered information.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
Revenue Reallocation/Correction Browse Receiving Agency Screen
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DTFQSRR
Dec 16,07
ACT
--__
__
__
__
__
S
C
A
D
P
T
T
SC _
***** REVENUE REALLOCATION/CORRECTION BROWSE *****
- RECEIVING AGENCY -
SENDING
OLO
------900000
900000
900000
900000
900000
STATEWIDE
VENDOR NUMBER
DOC-NUMBER
AMOUNT
DESCRIPTION
--------------------- ------------ ------------ --------------902020000029001010100 R3000000049
1500.00
902020000029001010100 R3000000041
100.00 TRSF LICENSE FE
902020000029001010100 R3000000046
259.00
902020000029001010100 R3000000047
1000.00
902020000029001010100 R3000000048
500.00
*** End of Data ***
SENDING OLO ______
Display
DTFMSRR
10:15 AM
Modify
SWDN ___________
(PF5=flip)
The receiving revenue transfers are listed in status code order, and within a status code, OLO
order. Line 21 may be used to browse the list by status code and by OLO or Statewide
Document Number within the status code. To browse by a particular status code, type the
status code in the space provided and depress ENTER and all items with the entered status
code will display. The other fields on line 21 may be entered with a particular status code to
further define the display. The other fields on line 21 must be used in conjunction with the
status code (SC).
To display (inquire on) a record, type “D” in the ACT field of the desired record and depress
ENTER. Panel #1 of the REVENUE CORRECTION/REALLOCATION MAINTENANCE –
RECEIVING screen on the will display (see next pages).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 20
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
To modify (update) a record, type “M” in the ACT field of the desired record and depress
ENTER. Panel #1 of the REVENUE CORRECTION/REALLOCATION MAINTENANCE –
RECEIVING screen on page 31 will display. An “M” will display in the *ACTION field. If
Status Code = “S” (sent to nightly processing), “C” (completed transaction), “N” (central
posting reject), “A” (awaiting transfer OLO processing), or “D” (deleted) no changes may be
made.
The Revenue Corrections/Reallocation Maintenance – Receiving screen consists of four
panels. Panel #1 has five lines of heading information. All heading information is protected
except line 9 of Panel #1: the REC CONTACT NAME, REC PHONE, and *SC. Panels #2 –
#4 have the same first four lines of heading information as Panel #1, but not line 9. By
depressing PF10 (to move to the left) or PF11 (to move to the right), panel #2 – panel #4 will
display.
Panel 1 of 4 - Revenue Correction/Reallocation Maintenance Receiving Screen
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Enter changes
DTFQMRR
***** REVENUE CORR/REALLOC MAINT - RECEIVING *****
Dec 16,07
*ACTION (D,M) M_ AMOUNT 1000.00
TRANSFER CONTACT NAME JAMES JONES
DESCRIPTION
VENDOR ID
STATUTE
STATEWIDE
REC CONTACT NAME A R Smith_______
REC
DTFMMRR1
3 more >
TRANSFERRING OLO 900000
PHONE 850 410-1233
902020000029001010100 CAT 000200
DOC R3000000043
PHONE 850 413 9999
*SC T
LN *AC AMOUNT
*ORG(L1-L5) *EO VR *OBJECT GF SF FID
BE
IBI *CAT
1_ _ 1000.00______ 85200000000 BC 01 002000 20 2 000001 85010101 00 000200
__ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______
__ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______
__ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______
__ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______
__ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______
__ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______
__ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______
__ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______
__ _ _____________ ___________ __ __ ______ __ _ ______ ________ __ ______
Display
Modify
(PF5=flip)
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF BKWRD FRWRD X-ALL LEFT RIGHT PRCSS
If security for the user = “U”(update), “D,M” will display in the *ACTION field, (line 5), and an
“M” will be seen beside the *ACTION field. If an “M” is displayed beside the *ACTION field,
fields may be modified (updated) by typing over the displayed data, or by typing in new data.
If the Status Code = “S” (sent to nightly processing), “C” (completed transaction), “N” (central
posting reject), “A” (awaiting transfer OLO processing), or “D” (deleted) no changes may be
made.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 21
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Heading Descriptions of the Revenue Corrections/ Reallocation Maintenance – Receiving
Screen:
*Action - Defaults to the input from the Browse screen.
Amount - Amount of the total transfer being sent by the Sender; protected.
Transferring OLO - The sending OLO of the transfer; protected
Transfer Contact Name - The contact name of the sending side of the transfer;
protected
Phone - The telephone number of the transferring contact person; protected
Description - The description from the Sender; protected
Vendor ID - The L1, GF, SF, FID, BE, IBI of the FLAIR Account Code sending the
transfer; protected
Cat - The revenue category of the FLAIR Account Code sending the transfer; protected
Statute - The statute entered by the sending side of the transfer; protected
Statewide Doc - The Statewide Document Number assigned to the transfer. Assigned
by the system; protected
Rec Contact Name - The contact name of the receiving side of the transfer; required
Rec Phone - The phone number of the receiving side contact person; required
*SC - If the status code is changed, use only “R” (reject) or “P” (ready for processing)
On line 12 the following fields are protected or available for input:
LN - Line number, system generated 1 – 20; protected.
*AC - Action field; optional. To process only one line of information. Valid input is: E –
to expand the data on that line, P – to purge the data on that line, or R – to refresh the
expansion data to the last correct data that was input. To process an action with one of
the values above, depress the PF12 key.
AMOUNT - Amount of the transfer applied to this line; required. The receiving side of
the transfer may record the transfer on one line or split the transfer between twenty
lines. The sum total of the lines must equal the total amount for the transfer shown in
the Amount field of the heading information.
*ORG(L1-L5) - FLAIR Organization Code or Level 1 through Level 5 code for this line;
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 22
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
required.
*EO - Expansion Option; optional. If left blank will default to 00.
VR - Expansion Option Version; optional, if left blank will default to most recent
Expansion Option Version
*OBJECT - Object Code; required, must be > 000999 and < 059100
GF - GAAFR Fund; protected.
SF - State Fund; protected.
FID - Fund Identifier; protected.
BE - Budget Entity; required. If blank will default to 00000000.
IBI - Internal Budget Indicator; required. If blank will default to 00.
*CAT – Category; required. Must be > 000099 and < 001600. If transfer is between
different OLO’s, the first four digits of category must = the first four digits of sending
side category.
NOTE: Receiving FLAIR Account Code cannot = Sending FLAIR Account Code unless
Sending side has BKI = “N”.
Depress PF10 (move left one panel) or PF11 (move right one panel) if needed. After
completing all fields on all panels, depress the ENTER key TWICE. If all edits pass, the
message “TF-RECEIVING modified successfully” will display on the screen.
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful
screen modification.
PF7 – Backward. Used to page backward one page.
PF8 – Forward. Used to page forward one page.
PF9 - Expand All. Used when the entire reallocation must be re-expanded because
the Organization Code, Expansion Option, or Object Code were changed on the
reallocation.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 23
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
PF10 – Left. Move left one panel.
PF11 – Right. Move right one panel
PF12 – Process. Used when a value is placed in the Action (*AC) field for one line of
reallocation.
Panel 2 of 4 - Revenue Correction/Reallocation Maintenance Receiving Screen
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16
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20
21
22
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Scrolling performed.
DTFQMRR
***** REVENUE CORR/REALLOC MAINT - RECEIVING *****
< 1 more
*ACTION (D,M) M_ AMOUNT 1000.00
TRANSFER CONTACT NAME JAMES JONES
DESCRIPTION
VENDOR ID
STATUTE
STATEWIDE
DTFMMRR2
2 more >
TRANSFERRING OLO 900000
PHONE 850 410-1233
902020000029001010100 CAT 000200
DOC R3000000043
LN YR *GL *TRN-DT
RECEIPT-NO LINE INVOICE
B OTHER-DOC
DESCRIPTION
1_ 00 61200 06282007 R ______
____ _________ _ ___________ ________________
__ __ _____ ________ R ______
____ _________ _ ___________ ________________
__ __ _____ ________ R ______
____ _________ _ ___________ ________________
__ __ _____ ________ R ______
____ _________ _ ___________ ________________
__ __ _____ ________ R ______
____ _________ _ ___________ ________________
__ __ _____ ________ R ______
____ _________ _ ___________ ________________
__ __ _____ ________ R ______
____ _________ _ ___________ ________________
__ __ _____ ________ R ______
____ _________ _ ___________ ________________
__ __ _____ ________ R ______
____ _________ _ ___________ ________________
__ __ _____ ________ R ______
____ _________ _ ___________ ________________
Display
Modify
(PF5=flip)
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF BKWRD FRWRD X-ALL LEFT RIGHT PRCSS
On line 12 the following fields are protected or available for input:
LN - Line number; system generated 1 – 20; protected.
YR - Category Year; required, must = 00.
*GL - General Ledger Code; required, must be 15XXX, 16XXX, 33100, 388XX, 389XX,
488XX, or 6XXXX. If category = 000700 or 000701, then GL must = 614XX, 621XX, or
683XX. If category = 001510, then GL must = 655XX or 656XX. If category =
0003XX, then GL must = 611XX.
*TRN-DT - Transaction Date; defaults to the current date if left blank
RECEIPT-NO - Receipt Number; optional, system assigned “R”
LINE - optional, valid only if Receipt No is used
INVOICE - optional
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 24
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
B - Batch Character; optional
OTHER-DOC - Other Document Number; optional
Description - optional
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful
screen modification.
PF7 – Backward. Used to page backward one page.
PF8 – Forward. Used to page forward one page.
PF9 - Expand All. Used when the entire reallocation must be re-expanded because the
Organization Code, Expansion Option, or Object Code were changed on the
reallocation.
PF10 – Left. Move left one panel.
PF11 – Right. Move right one panel
PF12 – Process. Used when a value is placed in the Action (*AC) field for one line of
reallocation.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 25
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Panel 3 of 4 - Revenue Correction/Reallocation Maintenance Receiving Screen
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02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
Scrolling performed.
DTFQMRR
***** REVENUE CORR/REALLOC MAINT - RECEIVING *****
< 2 more
DTFMMRR3
1 more >
*ACTION (D,M) M_ AMOUNT 1000.00
TRANSFERRING OLO 900000
TRANSFER CONTACT NAME JAMES JONES
PHONE 850 410-1233
DESCRIPTION
VENDOR ID 902020000029001010100 CAT 000200
STATUTE
STATEWIDE DOC R3000000043
LN *PROJECT-ID *GRANT GY *CNTRT CY *PID *EGL *SUB-VENDOR-ID *EOB *ECAT
*EP
1_ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __
__ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __
__ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __
__ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __
__ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __
__ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __
__ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __
__ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __
__ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __
__ ___________ _____ __ _____ __ ___ ___ ______________ ___ ______ __
Display
Modify
(PF5=flip)
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF BKWRD FRWRD X-ALL LEFT RIGHT PRCSS
On line 12 the following fields are protected or available for input:
LN - Line number, system generated 1 – 20; protected.
*PROJECT –ID - Project Identification Number; optional
*GRANT - Grant Number; optional, unless category = 000700, 000701, or 001510 then
required, Grant Type must not = “N”
GY - Grant Year; optional, valid only with *GRANT
*CNTRT - Contract Number; optional
CY - Contract Year; optional, valid only with *CNTRT
*PID - Product Identifier; optional
*EGL - External General Ledger Code; optional
*SUB-VENDOR-ID - Sub-Vendor Identification Number; optional
*EOB - External Object Code; optional
*ECAT - External Category; optional
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 26
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
*EP - External Program; optional
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful
screen modification.
PF7 – Backward. Used to page backward one page.
PF8 – Forward. Used to page forward one page.
PF9 - Expand All. Used when the entire reallocation must be re-expanded because the
Organization Code, Expansion Option, or Object Code were changed on the
reallocation.
PF10 – Left. Move left one panel.
PF11 – Right. Move right one panel
PF12 – Process. Used when a value is placed in the Action (*AC) field for one line of
reallocation.
Panel 4 of 4 - Revenue Correction/Reallocation Maintenance Receiving Screen
01
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05
06
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08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
Scrolling performed.
DTFQMRR
***** REVENUE CORR/REALLOC MAINT - RECEIVING *****
< 3 more
*ACTION (D,M) M_ AMOUNT 1000.00
TRANSFER CONTACT NAME JAMES JONES
DESCRIPTION
VENDOR ID
STATUTE
STATEWIDE
DTFMMRR4
10:39 AM
TRANSFERRING OLO 900000
PHONE 850 410-1233
902020000029001010100 CAT 000200
DOC R3000000043
LN EF *OCA
*AU *STATE PROGRAM
..QUANTITY. ...UNITS... ...TIME..
1_ _
_____ __ 1112110000 000000 ____________ ____________ __________
__ _
_____ __ __________ ______ ____________ ____________ __________
__ _
_____ __ __________ ______ ____________ ____________ __________
__ _
_____ __ __________ ______ ____________ ____________ __________
__ _
_____ __ __________ ______ ____________ ____________ __________
__ _
_____ __ __________ ______ ____________ ____________ __________
__ _
_____ __ __________ ______ ____________ ____________ __________
__ _
_____ __ __________ ______ ____________ ____________ __________
__ _
_____ __ __________ ______ ____________ ____________ __________
__ _
_____ __ __________ ______ ____________ ____________ __________
Display
Modify
(PF5=flip)
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONFM HELP QUIT RETRN MAIN FLIP PREF BKWRD FRWRD X-ALL LEFT RIGHT PRCSS
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 27
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 12 the following fields are protected or available for input:
LN - Line number, system generated 1 – 20; protected
EF - External Fund; protected
*OCA - Other Cost Accumulator; optional
*AU - Agency Unique; optional
*STATE PROGRAM - State Program Number; required, if changed it must be
correlated to Budget Entity
QUANTITY - optional
UNITS - optional
TIME - optional
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
PF6 – Preferences. Flexibility to “program” the behavior of the screen after a successful
screen modification.
PF7 – Backward. Used to page backward one page.
PF8 – Forward. Used to page forward one page.
PF9 - Expand All. Used when the entire reallocation must be re-expanded because the
Organization Code, Expansion Option, or Object Code were changed on the
reallocation.
PF10 – Left. Move left one panel.
PF11 – Right. Move right one pane
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 28
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Revenue Corrections/Reallocation Report Request – Receiving
Revenue Transfers Mini Menu Screen
01
02
03
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05
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07
08
09
10
11
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14
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20
21
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23
24
DTFQMN
Dec 16,07
***** REVENUE TRANSFERS MINI MENU *****
DTFMMN
11:42 AM
CODE FUNCTION
---- ----------------------------------------------------------------------SENDING:
*L1-L5
*EO VR *OBJECT
RV
ADD REVENUE CORR/REALLOC
85********* __ __ ______
RS
BROWSE REVENUE CORR/REALLOC
RQ
REVENUE CORR/REALLOC REPORT REQUEST
RECEIVING:
RR
BROWSE REVENUE CORR/REALLOC
RC
RECEIPTS REPORT REQUEST
CODE: rc
TYPE: __
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--HELP QUIT RETRN MAIN FLIP
To request the summary report: DTFRRCPT (a list of receiving revenue transfers ready for
processing, Status Code = “P”), type “RC” in the CODE field, on line 20, of the Revenue
Transfers Mini Menu screen and depress ENTER. The Revenue Receipts Report Request
screen will display.
To access another FLAIR function, type the two letter Function Code in the type field on line
21, and depress the ENTER key.
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 29
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Revenue Receipts Report Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
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23
24
DTFQMRC
Dec 16,07
***** REVENUE RECEIPTS REPORT REQUEST *****
REVENUE RECEIPTS REPORT REQUEST:
STARTING STATEWIDE DOC-NUMBER:
ENDING STATEWIDE DOC-NUMBER:
FUND/ACCT CODE:
L1
85
GF
SF FID
DTFMMRC1
11:43 AM
PRINTER DESTINATION:
RDS FORM ID:
BE
IBI
CAT
YR
1.
TO REQUEST A REPORT OF THE RECEIPTS TO BE PROCESSED TONIGHT, ENTER
AN 'X' IN THE REPORT REQUEST.
2.
IF STARTING AND ENDING STATEWIDE DOC-NUMBERS ARE LEFT BLANK, ALL
RECEIPTS WILL BE LISTED,
3.
THE TRANSACTIONS PRINTED ARE ONLY FOR THE SITE ASSOCIATED WITH
YOUR SIGN-ON.
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--HELP QUIT RETRN MAIN FLIP
To request the summary report: DTFRRCPT, complete the following request:
Line 5, type an “X” to the right of REVENUE RECEIPTS REPORT REQUEST, then
type in the PRINTER DESTINATION; if left blank, the printer destination will default to
the printer on the VTAM Table; if entered it must be on VTAM Table
Line 6, STARTING STATEWIDE DOC-NUMBER; optional
Line 6, RDS FORM ID; optional, cannot be used with printer destination
Line 7, ENDING STATEWIDE DOC-NUMBER; optional
Line 10, FUND/ACCT CODE; optional, if input, L1 (protected), GF, SF, FID, BE, IBI are
required or L1 (protected), GF, SF, ID, BE, IBI, CAT, and YR are required.
NOTE: Use Starting and Ending Statewide Document Number or Fund/Acc Code, but not
both.
After completing all desired fields, depress the ENTER key. If all edits pass, and an “X” is
entered in the REPORT REQUEST field, a “pop-up window” will display the message
“*AC#### was submitted”. The asterisk (*) is the Database (H for HAC, S for SAC, and N for
NAC) and #### is the terminal ID.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 30
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Revenue Receipts Report Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
Press ENTER to continue
DTFQMRC
***** REVENUE RECEIPTS REPORT REQUEST *****
Dec 16,07
REVENUE RECEIPTS REPORT REQUEST:
STARTING STATEWIDE DOC-NUMBER:
ENDING STATEWIDE DOC-NUMBER:
L1
GF
x
DTFMMRC1
11:43 AM
PRINTER DESTINATION: t4416
RDS FORM ID:
SF FID
BE
IBI
CAT
YR
FUND/ACCT C
NAC#170
WAS SUBMITTED.
1.
TO REQUEST A
AN 'X' IN TH
ONIGHT, ENTER
2.
IF STARTING AND ENDING STATEWIDE DOC-NUMBERS ARE LEFT BLANK, ALL
RECEIPTS WILL BE LISTED,
3.
THE TRANSACTIONS PRINTED ARE ONLY FOR THE SITE ASSOCIATED WITH
YOUR SIGN-ON.
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--HELP QUIT RETRN MAIN FLIP
The requested report will immediately print.
Depress the PF3 key or the ENTER key to remove the “pop-up window”.
The following Program Functions are available:
PF1 – Help. A help menu is available when an asterisk (*) precedes a field name.
PF2 – Quit. Depress PF2 to exit FLAIR. Does not process any information entered on the
screen.
PF3 – Return. Close a help window or return to a previous screen. Does not process any
information entered on the screen.
PF4 – Main. Return to the FLAIR main accounting menu. Does not process any information
entered on the screen.
PF5 – Flip. Change the “look” of the PF keys.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 15
Page 31
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 16 ACCOUNTS RECEIVABLE TRANSACTIONS
An Accounts Receivable is defined by GAAFR as “an asset account reflecting amounts owing
on open account from private persons or organizations for goods or services furnished by a
government.” In FLAIR, Accounts Receivable are recorded through TR90 - Accounts
Receivable, or TR91 - Memo Accounts Receivable. Whenever a Receivable is entered it is
simultaneously recorded on the Accounts Receivable Subsidiary which can be inquired upon
and updated through TR9S.
Direct Deposit Receivable Receipts are recorded through transactions, TR33 - Direct Deposit
Receivable Receipts, or TR97 JT Receivable Receipts.
Corrections to TR33 entries not on the Daily Input File should be made through TR33 by
reversing the original entry and inputting the correction. Corrections to TR97 entries should
be made through TR97 in the same manner.
These transactions are discussed in detail in this chapter:
Accounts Receivable (TR90)
Memo Accounts Receivable (TR91)
Accounts Receivable Subsidiary (TR9S)
Direct Deposit Receivable Receipts (TR33)
JT Receivable Receipts (TR97)
TR90 Accounts Receivable
Transaction 90 is used to record the sale of goods and services on credit or to record a
current year expenditure refund due but not yet received. This transaction updates the
Accounts Receivable General Ledger account and the Accounts Receivable Subsidiary.
The most common accounting entries generated by TR90 are given below.
If Object Code = Revenue Object Code:
GL Code
Description
DR
15***
16***
6****
Accounts Receivable or
Due from Governmental Units
Revenues/Receipts
X
X
Effective Date:
September 1, 2007
Supersedes:
2003
CR
I/A
X
I
I
I
Chapter 16
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
If Object Code = Expenditure Object Code:
GL Code
Description
DR
15***
16***
7****
Accounts Receivables or
Due from Governmental Units
Expenditures
X
X
CR
I/A
X
I
I
I
The General Ledger Code for Receivables is entered on the input screen by the operator.
The General Ledger Code for Expenditures (7****) or Revenue (6****) may be retrieved from
the Expansion Set record or entered by the operator. To record a positive receivable line
item, the operator should enter a positive amount that will be entered as a debit to the
receivable account. To record a negative receivable line item, the operator should input a
negative amount that will be entered as a credit to the receivable account.
No Available Balance Update occurs at this time. All update is postponed until a TR33 Direct Deposit Receivable Receipts, TR34 - Clearing Fund Receivable Receipts, or TR97 –
Journal Transfer Receivable Receipts is recorded. These transactions will remove the
receivable from the subsidiary and update the Available Balance File.
Inputting TR90 Transactions
Single Transaction Input
If a TYPE of “90” and a SEL code of “S” are entered on any screen, the Single Input Request
screen will display (see next pages). Procedures for the use of this screen are described
below.
On line 6, the operator should enter the appropriate data in the following fields:
AR-NO
Accounts Receivable Document Number; required field.
L1 L2 L3 L4 L5
Organization; required field.
CF
Certified Forward Indicator; optional field; if used, a “C” must
be input.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request is made on line 22, the operator should then depress the ENTER key, and the
Single Input screen will display (see next pages). Procedures for the use of this screen are
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
described below:
On line 5, the fields return from the previous screen. These fields are protected and cannot
be changed. Also displayed on line 5 are TRN-DT (Transaction Date) and CF (Certified
Forward). Transaction date will default to the current date if left blank.
On line 8, the operator will find the following fields displayed ready for input:
AMOUNT
Transaction Amount; required field; positive and negative amounts
accepted.
VENDOR-ID
Vendor Identification Number; required field.
RAI
Revolving Account Indicator; optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
QUANTITY
Optional field.
On line 11, the following fields are ready for input:
AR-GL
Accounts Receivable General Ledger Code; required field.
AR-EGL
Accounts Receivable External General Ledger Code; optional
field.
INVOICE
Invoice Number; optional field.
DESCRIPTION
Optional field.
OTHER-DOC
Other Document Number; optional field.
B
Batch Character; optional field.
PID
Product Identifier; optional field.
On line 14, the following fields display. These fields are retrieved from the Expansion Set
record if it is accessed, but may be overridden (changed). These fields will be blank if an
Expansion Set record is not accessed, but the data codes may be added.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EOB
External Object Code; optional field.
ECAT
External Category Code; optional field.
The following fields on line 14 are retrieved from the Expansion Option Record. These fields
may be overridden (changed), but if changed, the entered data code must be on the Title File.
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered, edited against the
Grant Information File.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field. If entered, edited against the
Contract Information File.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
On line 17, the following fields display. These data codes are retrieved from the Expansion
Option record and are protected (cannot be changed) with the exception of Received Date,
BE, IBI, State Program, and Project ID. See below for their respective characteristics.
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity; required field.
IBI
Indicator Budget Indicator; required field.
EF
External Fund.
CLR
Clearing Fund Identifier.
RCV-DT
Received Date.
STATE-PROGRAM
State Program Number; required field.
PROJECT ID
Project Identifier.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 20, the following fields are for input:
BPIN
Beginning Property Item Number; optional field.
UNITS
Optional field.
TIME
Optional field.
Line 21 or 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction is processed and the
requested screen returns. If no request is made on line 21 or 22, the transaction is processed
and a Single Input screen returns with all other data from the last transaction except
AMOUNT, QUANTITY, UNITS, TIME, CF, and BPIN displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
90S Accounts Receivable Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
90S1
AR-NO
R
09/02/2007
TR 90 - ACCOUNTS RECEIVABLE - SINGLE INPUT - REQUEST
L1 L2 L3 L4 L5
85
EO VR OBJECT
13:21:52
PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
90S Accounts Receivable Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
90S2
TR 90 - ACCOUNTS RECEIVABLE - SINGLE INPUT
AR-NO
R 111
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 000 00 02 003000
....AMOUNT....
AR-GL
AR-EGL
CAT
YR
000300 00
VENDOR-ID
INVOICE
DESCRIPTION
GL
EGL EOB
61100
ECAT
GF SF FID
BE
IBI
10 1 020001 85100000 00
BPIN
...UNITS....
RAI
EP
EF CLR
CF
TRN-DT
SUB-VENDOR-ID
13:48:15
PPI
..QUANTITY..
OTHER-DOC
GRANT
246B
RCV-DT
09/02/2007
B
GY CNTRT CY
AAAAA
PID
OCA
STATE-PROGRAM
1112110000 000000
AU
PROJECT ID
...TIME...
TYPE
SEL
NEXT: AR-NO R 111
L1-L5 85 00 00 00 000 EO 74 VR
OBJECT 380000 PPI
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a Transaction TYPE of “90” and a SEL code of "A" are entered on any screen, the Multiple
Input Request screen returns (see next pages). This screen is used to process up to four
transactions at a time with no Expansion File data displayed. When using the Multiple Input
screen, an Expansion Option record and Expansion Set record must be accessed.
Procedures for the use of this screen are described below.
On line 6, the operator should enter the AR-NO (Accounts Receivable Document Number)
and depress the ENTER key. The Multiple Input screen displays (see next pages).
Procedures for the use of this screen are described below.
On line 5, the AR-NO returns from the original request data and is protected. The following
fields are available for input.
VENDOR-ID
Vendor Identification Number; required field.
TRN-DT
Transaction Date; required field; defaults to current date if left
blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
On lines 10 - 20, up to four transactions may be entered with the following data codes:
L1 L2 L3 L4 L5
Effective Date:
September 1, 2007
Organization; required field.
Supersedes:
2003
Chapter 16
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
YR
Appropriation Year; defaults to “00” if left blank.
CF
Certified Forward Indicator; optional field; if used, a “C” must in
input.
AR-GL
Accounts Receivable General Ledger Code; required field.
AR-EGL
Accounts Receivable External General Ledger Code; optional
field.
INVOICE
Vendor’s Invoice Number; optional field.
OTHER-DOC
Other Document Number; optional field.
RCV-DT
Received Date; optional field.
AMOUNT
Transaction Amount; required field; positive and negative
amounts are accepted.
RAI
Revolving Account Indicator; optional field.
SUB-VENDOR-ID
Sub-Vendor Identification Number; optional field.
DESCRIPTION
Optional field.
QUANTITY
Optional field.
PID
Product Identifier; optional field.
B
Batch Character; optional field.
The operator may use the “DUP” key in all fields except ORGANIZATION L1, QUANTITY,
and AMOUNT.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions process and the
requested screen return.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
If no request is made on line 22, the Multiple Input screen returns with all other data from last
transaction except CF, AMOUNT and QUANTITY.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
90A Accounts Receivable Multiple Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
90A1
09/02/2007
TR 90 - ACCOUNTS RECEIVABLE - MULTIPLE INPUT - REQUEST
13:48:51
AR-NO
R
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
90A Accounts Receivable Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
90A2
AR-NO
R 114
TR 90 - ACCOUNTS RECEIVABLE - MULTIPLE INPUT 09/02/2007
VENDOR-ID
VF134924710003
TRN-DT
10012007
13:49:06
PPI
L1 L2 L3 L4 L5 EO VR OBJECT YR CF AR-GL AR-EGL INVOICE
OTHER-DOC
RCV-DT
.... AMOUNT.... RAI SUB-VENDOR-ID DESCRIPTION
..QUANTITY.. PID B
85 20 04 00 000 BB
004000
15100
85
85
85
NEXT: AR-NO R 114
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR90 Transactions
If a TYPE of “90” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry by Site
Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) as returns (see next
pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, USER ID, GF, SF, FID, BE, IBI, VENDOR-ID, AR-NO, and LINE. Only
transactions within the operator's site and meeting the search criteria will be displayed. If a
data code is not entered all receivable transactions within the operator’s site will be displayed
in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries
on the file meeting the search criteria will be displayed. (see next pages). The operator will
find the requested accounting entries as they appear on the Daily Input File. This data is
protected and cannot be changed.
The next request line may be used to transfer to a different screen or process a new request.
If no request is made, the next entry on file meeting the original search criteria displays.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
90I Accounts Receivable Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
90I1
09/02/2007
TR 90 - ACCOUNTS RECEIVABLE - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
AR-NO
R
USER ID
GF SF FID
BE
IBI
13:49:42
VENDOR-ID
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
90I Accounts Receivable Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
90I2
TR 90 - ACCTS REC - SINGLE INQUIRY BY SITE
AR-NO R 201
0001
AR-EGL
CAT
YR CF GL
040000 00 71100
INVOICE
...UNITS....
SUB-VENDOR-ID
DESCRIPTION
EGL EOB
GF SF FID
BE
IBI
10 1 000001 85100000 00
BPIN
13:49:52
L1-L5 85 10 02 02 213 EO 00 VR 02 OBJECT 261000
....AMOUNT.... VENDOR-ID
700.00 851010000018510000000
AR-GL
16100
09/02/2007
ECAT
EF CLR
EP
..QUANTITY..
OTHER-DOC
GRANT
B
GY CNTRT CY
STATE-PROGRAM
1112110000 000000
PPI
TRN-DT
09022007
PID
OCA
RAI
AU
PROJECT ID
...TIME...
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
AR-NO
LINE
85
R
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
90M Accounts Receivable Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
90M1
09/02/2007 13:50:09
TR 90 - ACCOUNTS RECEIVABLE - MULTIPLE INQUIRY BY SITE – REQUEST
L1 L2 L3 L4 L5
85
AR-NO
R
USER-ID
GF SF FID
BE
IBI
VENDOR-ID
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
90M Accounts Receivable Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
90M2
AR-NO
R 220
09/02/2007 13:50:18
TR 90 - ACCOUNTS RECEIVABLE - MULTIPLE INQUIRY BY SITE
VENDOR-ID
TRN-DT
851010000185100000000 09/02/2007
X LINE L1 L2 L3 L4 L5 EO VR OBJECT YR
CF
....AMOUNT.... RAI SUB-VENDOR-ID
0001
85 10 02 02 213 00 02 261000
100.00
00
PPI
AR-GL AR-EGL INVOICE
OTHER-DOC
DESCRIPTION
..QUANTITY.. PID B
161000
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBIVENDOR-ID
AR-NO
LINE
85
R
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR90 Transactions
The Single Update by Site screen, as shown on the next page, is used to make changes or
corrections to transactions entering the system on the current day. To make corrections to
Accounts Receivable entries entered on a prior day, the operator should use TR9S (Accounts
Receivable Subsidiary) Update screens.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
AR-NO and LINE
L1 L2 L3 L4 L5
EO
Effective Date:
September 1, 2007
OBJECT
GF, SF, FID
EF
Supersedes:
2003
Chapter 16
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
VR
CLR
The following codes may not be deleted, but may be changed:
AR-GL
TRN-DT
AMOUNT
VENDOR-ID
CAT
GL
BE & IBI
STATE PROGRAM
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry
used to access the Update screen.
There is no NEXT line on the Single Update by Site screen. If another record(s) is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
90U Accounts Receivable Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
90U1
DEL
09/02/2007
TR 90 - ACCOUNTS RECEIVABLE - SINGLE UPDATE BY SITE
AR-NO
R 201
. ...AMOUNT....
700.00
AR-GL
16100
AR-EGL
LINE
0001
VENDOR-ID
851010000018510000000
INVOICE
CAT
YR GL
EGL
040000 00 71100
EOB
GF SF FID
BE
IBI
10 1 000001 85100000 00
BPIN
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 02 261000
RAI
DESCRIPTION
ECAT
EF
...UNITS....
OTHER-DOC
EP GRANT
CLR
SUB-VENDOR-ID
TRN-DT
09022007
PPI
..QUANTITY..
B
GY CNTRT CY OCA
STATE PROGRAM
1112110000 000000
13:50:31
PID
AU
PROJECT ID
...TIME...
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR91 Memo Accounts Receivable
Transaction 91 is used to record the sale of goods and services on credit or to record an
expenditure refund to be received but not yet due. This sets up an Accounts Receivable
record on the Accounts Receivable Subsidiary but does not affect the General Ledger.
If a memo receivable is to be recorded for the sale of goods or services, the operator should
enter a positive amount to a Revenue General Ledger Code (6****). If a memo receivable is
to be recorded for an expenditure refund, the operator should enter a positive amount to an
Expenditure General Ledger Code (7****). To decrease a Memo Receivable, a negative
amount should be entered to the appropriate 6**** or 7**** General Ledger Code.
No Available Balance Update occurs at this time. All update is postponed until a TR33 Direct Deposit Receivable Receipts, TR34 - Clearing Fund Receivable Receipts, or TR97 –
Journal Transfer Receivable Receipts is recorded. These transactions remove the receivable
from the Subsidiary and update the Available Balance File.
Inputting TR91 Transactions
Single Transaction Input
If a TYPE of “91” and a SEL code of “S” are entered on any screen, the Single Input Request
screen will display (see next pages). Procedures for the use of this screen are described
below.
On line 6, the operator should enter the appropriate data in the following fields:
AR-NO
Accounts Receivable Document Number; required field.
L1 L2 L3 L4 L5
Organization; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request is made on line 22 the operator should depress the ENTER key and the Single
Input screen displays the fully expanded transaction. Procedures for the use of this screen
are described below.
On line 6, the fields return from the previous screen. These fields are protected and cannot
be changed. Also displayed is TRN-DT (Transaction Date). This is a required field; defaults
to current date if left blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 9, the operator will find the following fields displayed ready for input.
AMOUNT
Transaction amount; required field; positive and negative
amounts accepted.
VENDOR-ID
Vendor Identification Number; required field.
RAI
Revolving Account Indicator; optional field.
SUB-VENDOR-ID
Sub-Vendor Identification Number; optional field.
QUANTITY
Optional field.
On line 12, the following fields are ready for input.
INVOICE
Invoice number; optional field.
DESCRIPTION
Optional field.
OTHER-DOC
Other Document Number; optional field.
B
Batch character; optional field.
PID
Product Identifier; optional field.
On line 15, the following fields display. These fields are retrieved from the Expansion Set
record if it is accessed, but may be overridden (changed). These fields will be blank if an
Expansion Set record is not accessed but the data codes may be added.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category Code; optional field.
The following fields on line 15 are retrieved from the Expansion Option Record. These fields
may be overridden (changed), but if changed, the entered data code must be on the Title File.
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered, edited against the
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Grant Information File.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field. If entered, edited against the
Contract Information File.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
On line 18, the following fields display. These data codes are retrieved from the Expansion
Option Record and are protected (cannot be changed), with the exception of the BE, IBI, and
State Program.
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; required field.
EF
External Fund.
CLR
Clearing Fund Identifier.
The following fields also display for input.
RCV-DT
Received Date; optional field.
STATE-PROGRAM
State Program Number; required field.
BPIN
Beginning Property Item Number; optional field.
UNITS
Optional field.
TIME
Optional field.
Line 21 or 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen and transaction will be returned. If no request is made on line 21 or 22, the
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
transaction will be processed and a Single Input screen will return with all data from the last
transaction except AMOUNT, QUANTITY, YR, UNITS, TIME, and BPIN displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
91S Memo Accounts Receivable Single Input Request Screen
01
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10
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21
22
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24
91S1
TR 91 - MEMO ACCOUNTS RECEIVABLE - SINGLE INPUT
AR-NO
R
L1 L2 L3 L4 L5
85
EO VR OBJECT
09/02/2007
REQUEST
13:50:49
PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
91S Memo Accounts Receivable Single Input Screen
01
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91S2
09/02/2007
TR 91 - MEMO ACCOUNTS RECEIVABLE - SINGLE INPUT
AR-NO
R 118
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 000 00 02 003000
....AMOUNT...
INVOICE
CAT
YR
000300 00
VENDOR-ID
VF134924710003
DESCRIPTION
GL
61100
EGL EOB
..
.UNITS....
ECAT
EP
EF CLR
..
PPI
SUB-VENDOR-ID
OTHER-DOC
GF SF FID
BE
IBI
10 1 020001 85100000 00
BPIN
RAI
TRN-DT
10012007
GRANT
246B
RCV-DT
B
PID
13:51:14
..QUANTITY..
PROJECT ID
GY CNTRT CY
AAAAA
OCA
AU
STATE-PROGRAM
1112110000 000000
.TIME....
TYPE
SEL
NEXT: AR-NO R 111
L1-L5 85 00 00 00 000 EO 74 VR
OBJECT 380000 PPI
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a Transaction Type of “91” and a selection code of “A” are entered on any screen, the
Multiple Input Request screen will display (see next pages). This screen is used to enter up to
four transactions at a time with no Expansion File data displayed. Procedures for the use of
this screen are described below.
On line 6, the operator should enter the AR-NO (Accounts Receivable Document Number)
and depress the ENTER key. The Multiple Input screen displays. Procedures for the use of
this screen are described below.
On line 5, the following data fields are displayed.
AR-NO
Accounts Receivable Document Number; protected field.
VENDOR-ID
Vendor Identification Number; required field.
TRN-DT
Transaction Date; required field; defaults to current date if left
blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
On lines 10 - 20, up to four transactions may be entered with the following data codes:
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 18
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
L1 L2 L3 L4 L5
Organization; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
YR
Year of Appropriation; defaults to “00” if left blank.
INVOICE
Vendor’s Invoice Number; optional field
OTHER-DOC
Other Document Number; optional field.
RCV-DT
Received Date; optional field;
AMOUNT
Transaction Amount; required field; positive and negative
amounts accepted.
RAI
Revolving Account Indicator; optional field
SUB-VENDOR-ID
Sub-Vendor Identification Number; optional field.
DESCRIPTION
Optional field.
QUANTITY
Optional field.
PID
Product Identifier; optional field
B
Batch character; optional field.
The operator may use the “DUP” key in all fields except Organization L1, QUANTITY, and
AMOUNT.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions are processed and the
requested screen displayed. If no entry is made on line 22, the Multiple Input screen returns
with all other data from last transaction returned except AMOUNT, QUANTITY, and YR.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 19
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
91A Memo Accounts Receivable Multiple Input Request Screen
01
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91A1
09/02/2007
TR 91 - MEMO ACCOUNTS RECEIVABLE - MULTIPLE INPUT - REQUEST
13:51:41
AR-NO
R
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
91A Memo Accounts Receivable Multiple Input Screen
01
02
03
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05
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10
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91A2
09/02/2007
TR 91 - MEMO ACCOUNTS RECEIVABLE - MULTIPLE INPUT
AR-NO R 211
VENDOR-ID VF134924710003
L1 L2 L3 L4 L5 EO VR OBJECT YR
.....AMOUNT....
RAI SUB-VENDOR-ID
85 20 04 00 000 BB
INVOICE
DESCRIPTION
13:51:50
TRN-DT 09022007
PPI
OTHER-DOC
RCV-DT
..QUANTITY..PID B
004000
85
85
85
NEXT: AR-NO R 111
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 20
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR91 Transactions
If a TYPE of “91” and a SEL code of “I” or “M” were entered on any screen, the Single Inquiry
by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) as shown on
the top of the next two pages displays.
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, USER ID, GF, SF, FID, BE, IBI, VENDOR-ID, AR-NO, and LINE. Only
transactions within the operator’s site and meeting the search criteria will be displayed. If a
data code is not entered all TR91 transactions within the operator's site will be displayed in L2
- L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries
on the file meeting the search will display.
The operator will find the requested accounting entries as they appear on the Daily Input File.
This data is protected and cannot be changed. The NEXT line may be used to transfer to a
different screen or process a new request. If no request is made, the next entry on file
meeting the original search criteria will be displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 21
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
91I Memo Accounts Receivable Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
10
11
12
13
14
15
16
17
18
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20
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91I1
09/02/2007 13:52:23
TR 91 - MEMO ACCOUNTS RECEIVABLE - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
AR-NO
R
USER ID
GF SF FID
BE
IBI
VENDOR-ID
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
91I Memo Accounts Receivable Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
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20
21
22
23
24
91I2
AR-NO
R 702
09/02/2007
TR 91 - MEMO ACCOUNTS RECEIVABLE - SINGLE INQUIRY BY SITE
LINE
0001
L1 L2 L3 L4 L5
85 10 02 02 213
EO VR OBJECT
00 02 004000
....AMOUNT.... VENDOR-ID
100.00 VN323232323001
INVOICE
12134
DESCRIPTION
TRAVEL
CAT
YR GL
EGL EOB
000400 00 61100
RAI
OTHER-DOC
ECAT
GF SF FID
BE
IBI
10 1 000001 85100000 00
EP
EF CLR
GRANT
BPIN
TRN-DT
PPI
09/02/2007
SUB-VENDOR-ID
B
PID
13:52:32
PROJECT ID
..QUANTITY..
STATE-PROGRAM
1112110000 000000
GY CNTRT CY OCA
...UNITS....
AU
...TIME...
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
AR-NO
LINE
85
R
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 22
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
91M Memo Accounts Receivable Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
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20
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24
91M1
09/02/2007 13:53:39
TR 91 - MEMO ACCOUNTS RECEIVABLE - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
AR-NO
R
USER-ID
GF SF FID
BE
IBI
VENDOR-ID
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
91M Memo Accounts Receivable Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
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20
21
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23
24
91M2
09/02/2007
TR 91 - MEMO ACCOUNTS RECEIVABLE - MULTIPLE INQUIRY BY SITE
AR-NO
VENDOR-ID
TRN-DT
PPI
R 211
VF134924710003
10/01/2007
X LINE L1 L2 L3 L4 L5
EO VR OBJECT YR INVOICE
....AMOUNT.... RAI SUB-VENDOR-ID DESCRIPTION
0001 85 20 04 00 000 BB 05 261000 00
100.00
13:53:39
OTHER-DOC
..QUANTITY.. PID B
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
AR-NO
LINE
85
R
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 23
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR91 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day. (See next pages.) To make corrections to TR91
entries entered on a prior day, the operator should use TR9S Accounts Receivable
Subsidiary.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
AR-NO and LINE
L1 L2 L3 L4 L5
EO
VR
OBJECT
GF, SF, FID
EF
CLR
The following codes may not be deleted, but they may be changed:
TRN-DT
AMOUNT
VENDOR-ID
STATE PROGRAM
CAT
GL
BE & IBI
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 24
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
There is no NEXT line on the Single Update by Site screen. If another record is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
91U Memo Accounts Receivable Single Update Screen
01
02
03
04
05
06
07
08
09
10
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20
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24
91U1
09/02/2007
TR 91 - MEMO ACCOUNTS RECEIVABLE - SINGLE UPDATE BY SITE
13:54:00
DELETE:
AR-NO
R 702
LINE
0001
....AMOUNT....
100.00
INVOICE
1234
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 02 004000
VENDOR-ID
VN323232323001
DESCRIPTION
MISC. RECEIPTS
CAT
YR GL
EGL
000400 00 61100
EOB
GF SF FID
BE
IBI
10 1 000001 85100000 00
RAI
SUB-VENDOR-ID
OTHER-DOC
ECAT
EF
EP GRANT
CLR
TRN-DT
10012007
BPIN
B
PID
PPI
PROJECT ID
..QUANTITY..
STATE-PROGRAM
1112110000 000000
GY CNTRT CY OCA
...UNITS....
AU
...TIME...
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR9S Accounts Receivable Subsidiary
The Accounts Receivable Subsidiary is an on-line auxiliary ledger that maintains a record for
each Accounts Receivable entering the system. It is available for inquiry and update by the
agencies.
A record is created on the Accounts Receivable Subsidiary when an amount is entered
through TR90 or 91. For each accounts receivable record, a line number is system
generated. This allows agencies to recall and/or update a specific line item within a
receivable.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 25
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The subsidiary is updated immediately when an entry is made through TR90 Update, 91
Update, and 9S Update or when a receivable receipt is entered through TR33, 34, or 97.
Transactions 90 and 91 update screeens are used to update or delete accounts receivable
records entered on the current day. Since these transactions have not yet updated the Detail
or Master Files, the original entry is retrieved from the Daily Input File and the correcting data
is keyed over the existing data. This updates the Daily Input File and simultaneously creates
a correcting entry to the Accounts Receivable Subsidiary Ledger. On the Subsidiary records,
only the net effect of the change would be shown on inquiry.
Transaction 9S Update should be used to correct transactions that have already updated the
Detail and Master Files. Since these transactions are not on the Daily Input File, they are
retrieved from the Accounts Receivable Subsidiary. Corrections to non-quantitative fields are
accomplished by typing in the correct data however, corrections to quantitative fields are
entered as the net change; i.e. Balance Change and Quantity Change. This creates a
reversing entry to back-out the existing receivable record, an entry to record the corrected
receivable, and, if there is a change in a quantitative field, an entry to record the net change.
These entries can be viewed through TR90 Inquiry. The net effect of the change(s) to the
subsidiary record will be recorded on the Accounts Receivable Subsidiary and can be
inquired into through TR9S Inquiry.
Inquiring into the Accounts Receivable Subsidiary
If a TYPE “9S” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry Request
screen (“I”) or the Multiple Inquiry Request screen (“M”) will display (see next pages).
Procedures for using these screens are described below.
The operator will find his/her organization security clearance displayed as search criteria.
The search criteria include Organization Code, AR-NO, LINE, PPI, Category, VENDOR-ID.
Only those transactions meeting the entered search criteria will be displayed. If no search
criterion is entered, all transactions will be displayed, starting with the first entry within the
user's security clearance. The entries display in AR-NO order.
After completing the request screen, the operator should depress the ENTER key. On Single
Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries on the
file meeting the search criteria will be displayed. The entries are displayed as they are carried
on the Accounts Receivable Subsidiary Ledger. This data is protected and cannot be
changed.
The NEXT line may be used to transfer to a different screen or a new request. See chapter 8.
If no new request is made, the next entry/entries on file meeting the original search criteria
returns.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 26
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
9SI Accounts Receivable Subsidiary Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
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23
24
9SI1
09/02/2007
13:54:29
9S - ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER - SINGLE INQUIRY - REQUEST
L1 L2 L3 L4 L5
85
AR-NO
R
LINE
PPI CAT
VENDOR-ID
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 27
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
9SI Accounts Receivable Subsidiary Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
9SI2
09/02/2007 13:54:38
9S - ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER - SINGLE INQUIRY
AR-NO
R 100
LINE
0001
D
.LINE AMOUNT..
630.00
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 02 261000
VENDOR-ID
851010000018510000000
AR-GL AR-EGL SUB-VENDOR-ID
16100
CAT
040000
YR
00
GF
10
FID
BE
000001 85100000
SF
1
GL
71100
EGL
MC
CF
NCF
PPI
VENDOR-NAME
DEPT. TREASURY
IBI
00
ECAT
EF
EP GRANT
CLR
PROJECT ID
GY
RAI
DESCRIPTION
PID STATE-PROGRAM
AR-DT
1112110000 000000 08192007
EOB
INVOICE
RCV-DT
CNTRT
BPIN
CY
AC-DT
09022007
OCA
AU
..QUANTITY..
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5
AR-NO R
LINE PPI CAT
VEN-ID
85
R
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
9SM Accounts Receivable Subsidiary Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
9SM1
09/02/2007 13:54:52
9S - ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER - MULTIPLE INQUIRY - REQUEST
L1 L2 L3 L4 L5
85
AR-NO
R
LINE PPI CAT
VENDOR-ID
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 28
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
9SM Accounts Receivable Subsidiary Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
9SM2
ACCTS RECEIVABLE SUBSIDIARY - MULTIPLE INQUIRY
AR-NO R A100
BALANCE
630.00
09/02/2007
13:55:03
PPI
X LINE D L1 L2 L3 L4 L5 EO VR OBJECT YR CF NCF INVOICE
DESCRIPTION
RAI
..LINE AMOUNT. VENDOR-ID
AR-GL/EGL PID AR-DT
RCV-DT
AC-DT
0001
85 10 02 02 213 00 02 261000 00
630.00 851010000018510000000 16100
08192007
08192007
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5
AR-NO
LINE PPI CAT
VENDOR-ID
85
R
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating the Accounts Receivable Subsidiary
If a TYPE of “9S” and a SEL of “U” are entered on any screen, the Single Update Request
screen will display. This screen should be used to make changes or corrections to
transactions entering the system prior to the current day. Procedures for the use of this
screen are described below.
On line 7 of the Single Update Request screen, the operator should enter the following data
codes to request the transaction to be retrieved from the Accounts Receivable Subsidiary and
updated.
AR-NO
Accounts Receivable Number; required field.
LINE
Accounts Receivable Document Line Number; required field.
After completing the request screen, the operator should depress the ENTER key. The first
transaction on the file meeting the request criteria will be returned on the Accounts
Receivable Subsidiary Ledger - Single Update screen. The only codes on this screen that
may be updated are:
PPI
L2 - L5
EO
VR
Effective Date:
September 1, 2007
OBJECT
VENDOR-ID
BE & IBI
Supersedes:
2003
Chapter 16
Page 29
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Once the necessary changes have been made on this screen the operator should depress
the ENTER key. The system returns a second single update screen (see next pages). Some
codes are protected and cannot be updated while other codes may be overridden. The data
codes that cannot be changed with the exception of STATE PROGRAM field are:
AR-NO & LINE
L1 L2 L3 L4 L5
EO
VR
OBJECT
PPI
LINE AMOUNT
VENDOR-ID
MC
VENDOR-NAME
QUANTITY
CLR
GF, SF, FID
EF
AC-DT
STATE PROGRAM
Line 22 or 23 may be used to transfer to a different screen. See chapter 8. If the record is
updated and no request is made on line 22 or 23, the next transaction on the file meeting the
search criteria returns. If the record is not updated and no request is made on line 22 or 23,
the system will default to the Multiple Inquiry screen with the record from update listed first.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 30
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
9SU Accounts Receivable Subsidiary Single Update Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
9SU1
09/02/2007 13:56:24
9S - ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER - SINGLE UPDATE - REQUEST
AR-NO
R
LINE
PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
9SU Accounts Receivable Subsidiary Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
9SU2
09/02/2007
9S - ACCOUNTS RECEIVABLE SUBSIDIARY LEDGER - SINGLE UPDATE
DELETE:
AR-NO
R 100
13:55:17
PPI:
LINE
0001
CHANGE
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 02 261000
L1 L2 L3 L4 L5
85
EO VR OBJECT
VENDOR-ID
VENDOR-NAME
851010000018510000000
GF SF FID
BE
IBI
10 1 000001 85100000 00
EF
IF DESIRED
DESCRIPTION
CLR
AR-DT
09/02/2007
AC-DT
09/02/2007
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 31
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
9SU Accounts Receivable Subsidiary Single Update Screen 3
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
9SU3
AR-NO
R 100
9S - ACCT REC SUBSIDIARY LEDGER - SINGLE UPDATE
LINE
0001
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 02 261000
..LINE AMOUNT. ..AMT.CHANGE..
630.00
AR-GL
16100
AR-EGL
CAT
YR CF
040000 00
GF SF FID
10 1 000001
BPIN
DESCRIPTION
GL
EGL EOB
71100
PPI
13:55:47
INVOICE
VENDOR-ID
MC VENDOR-NAME
851010000018510000000
DEPT TREASURY
SUB-VENDOR-ID
ECAT
BE
IBI EF
85100000 00
TRN-DT
09/02/2007
EP
AR-DT
09022007
RAI
..QUANTITY.. .QTY.CHANGE.
AU
PID
GRANT GY
CNTRT CY
OCA
CLR
RCV-DT
AC-DT
90022007
STATE-PROGRAM
1112110000 000000
PROJECT ID
NEXT:
R
LINE
PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR33 Direct Deposit Receivable Receipts
This transaction is used to record the collection of Accounts Receivable and Memo Accounts
Receivable where a subsidiary is maintained and monies are deposited directly to an
Operating Fund. If an entry is made using TR33 and an error is found in the entry after
nightly update, the operator should consider the following situations:
If the receivable still has a record on the 9S, the reversal and the reentry should be made
using TR33.
If the receivable no longer has a record on the 9S file, the reversal and the reentry should be
made using TR30.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 32
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When an Accounts Receivable/Memo Receivable is collected and entered as a TR 33, the
the most common accounting entries into the agency's FLAIR records are as follows:
Collection of Revenue Receivable/Memo Receivable Receipts; (Object = Revenue Object
Code; CAT = Revenue Source):
S.F. GL Code
Description
DR
1
2
8
Collections - St. Gen. Rev. or
Unrel. Cash in St. Treas. or
Cash in Bank
Revenue/Receipts
X
X
X
54600
12100
11200
6****
CR
I/A
X
A
A
A
I
Collection of Expense Refund Receivable/Memo Receivable Receipt Object = Expend.
Object Code:
S.F. GL Code
Description
1
2
8
*Collections - St. G/R or
X
*Unreleased Cash in Treasury or X
**Cash in Bank
X
**Expenditures
54600
12100
11200
7****
DR
CR
I/A
X
A
A
A
I
*CAT = 001800
**CAT = Orig. Appropriation Category
The Category of 001800 (Refunds) will remain posted in agency accounting records until
such time as the TR79 (Automated Expenditure Refund) is automated by the system
reversing the Category from that of 001800 to reflect the original Appropriation Category of
input. See chapter 20 for additional information.
The system automates the following entry for TR90 entries to remove/reduce the receivable
from the Accounts Receivable Subsidiary and the General Ledger. For TR91, Memo
Accounts Receivable, the system will remove/reduce the Memo Receivable on the Accounts
Receivable Subsidiary but will not affect the General Ledger.
GL Code
Description
DR
6****
7****
15***
Revenue/Receipts or
Expenditures
Receivables - Non Governmental
X
X
CR
I/A
X
A
A
A
The General Ledger Code for Revenues (6****) or Expenditures (7****) may be retrieved from
the Expansion Set record or entered by the operator. The operator may input a positive
amount which is entered as a credit to the 6**** or 7**** account or a negative amount which
is entered as a debit to the 6**** or 7**** account.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 33
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When Direct Deposit Receivables Receipts are recorded, the Available Balance File is
updated as follows:
SF=1
Fund Cash
Fund Release
Revenue Object code
Expend. Object Code
Organization Cash
Organization Allotment
Revenue Object Code
Expend. Object Code
N/A*
SF=2,3
SF=8
+/-amount +/-amount
N/A*
+/-amount
N/A*
N/A*
+/-amount
+/-amount
N/A*
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
*N/A = Not applicable
+/- = Increase/Decrease
Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (like Fund
Cash and Organization Allotment above). This update will take place only if the GRANT,
CONTRACT, and/or PROJECT ID fields are input.
A TR33 entry will generate a record on the Cash Receipts and Clearing Fund File (3S).
These TR33 entries will update the agency’s records and be moved to the Treasurer’s
Receipt System for further processing. See chapter 20 for more details on Treasurer’s
Receipt Processing.
Inputting TR33 Transactions
Single Transaction Input
If a TYPE of “33” and a SEL of “S” are entered on any screen, the Single Input Request
screen displays (see next pages). Procedures for the use of this screen are described below.
The following fields are displayed on this screen. The operator must enter the AR-NO and
LINE.
AR – NO
Accounts Receivable Number; required field.
LINE
Accounts Receivable Line; required field.
The operator should leave the following fields blank unless the receipt data differs from the
originally established receivable. To record any of this data different from the receivable
record, the operator should tab to the appropriate field(s) and input the new data.
L1 L2 L3 L4 L5
Effective Date:
September 1, 2007
Organization; optional field.
Supersedes:
2003
Chapter 16
Page 34
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EO
Expansion Option; optional field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field.
PPI
Prior Period Indicator; defaults to current period if left blank.
The operator should then depress the ENTER key and the Single Input screen returns the
transaction, as seen on the bottom of page 45. Procedures for the use of this screen are
described below.
On line 6, the cursor will be positioned in the VENDOR-ID field and the operator may key over
this data if necessary. The fields returned from the previous screen or the Accounts
Receivable Subsidiary are protected and cannot be changed. Also displayed is CF (Certified
Forward Indicator). CF is an optional field, if used a “C” must be input.
On line 9, the following fields are ready for input:
AMOUNT
Transaction Amount; required field; positive and negative amounts
are accepted.
DEP-NO
Cash Receipts Deposit Number; required field.
LINE
Cash Receipts Deposit Line Number; optional field.
BI
Bookkeeping Indicator; optional field; if used “N” must be input.
TRN-DT
Transaction Date; required field; defaults to current date if left
blank.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
QUANTITY
Optional field.
On line 12, the following fields displayed ready for input.
INVOICE
Invoice Number; optional field.
DESCRIPTION
Optional field.
OTHER-DOC
Other Document Number; optional field.
AR-GL
Accounts Receivable General Ledger Code; retrieved from
Accounts Receivable Subsidiary; protected field.
AR-EGL
Accounts Receivable External General Ledger Code; retrieved
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 35
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
from Accounts Receivable Subsidiary; protected field.
B
Batch Character; optional field.
PID
Product Identifier; optional field.
On line 15, the following fields display. These fields are retrieved from the Expansion Set File
if it is accessed or from the Accounts Receivable Subsidiary. They are not protected and may
be overridden.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 15 are retrieved from the Expansion Option File or the Accounts
Receivable Subsidiary. These fields may be overridden (changed), but if changed the entered
data code must be on the Title File.
EP
External Program; optional field.
GRANT
Grant Number; optional field.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
On line 18, the following fields display. These data codes are retrieved from the Expansion
Option File or the Accounts Receivable Subsidiary and are protected (cannot be changed)
with the exception of BE, IBI, State Program, and Project Identifier which may be overridden.
GF
GAAFR Fund.
SF
State Fund.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 36
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
FID
Fund Identifier.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; required field.
EF
External Fund.
STATE-PROGRAM
State Program Number; required field.
PROJECT ID
Project Identifier; optional field.
The following fields are also displayed for input.
BPIN
Beginning Property Item Number; optional field.
UNITS
Optional field.
TIME
Optional field.
Line 21 or 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen will be returned. If no request is made on line 21 or 22, the transaction will
be processed and a Single Input screen will return with all data from the last transaction
except AMOUNT, UNITS, QUANTITY, CF, TIME, and BPIN displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 37
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
33S Direct Deposit Receivable Receipts Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
33S1
09/02/2007 13:56:48
TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - SINGLE INPUT - REQUEST
AR-NO
R
LINE
L1 L2 L3 L4 L5
EO
VR
OBJECT
PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
33S Direct Deposit Receivable Receipts Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
33S2
09/02/2007
TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - SINGLE INPUT
VENDOR-ID
VF134924710003
....AMOUNT....
INVOICE
821124
CAT
YR
040000 00
AR-NO
R 111
DEP-NO
C
LINE
0001
LINE
DESCRIPTION
GL
EGL EOB
71100
GF SF FID
BE
IBI
10 1 020001 85100000 00
BPIN
UNITS
BI
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 000 00 02 380000
TRN-DT
OTHER-DOC
ECAT
EF
EP
SUB-VENDOR-ID
AR-GL
15100
GRANT
246B
AR-EGL
13:57:18
CF
PPI
..QUANTITY..
B
GY CNTRT CY
AAAAA
PID
OCA
AU
STATE PROGRAM
PROJECT ID
1112110000 000000
TIME
TYPE
SEL
NEXT: AR-NO R 111
0001 L1-L5 85 00 00 00 000 EO 00 VR
OBJECT 380000 PPI
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 38
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Multiple Transaction Input
If a Transaction Type of “33” and a Selection Code of “A” are entered on any screen, the
Multiple Input screen will display. (See next pages.) This screen is used to enter up to four
transactions at a time with no Expansion File data displayed. On the Multiple Input screen,
the Expansion Option and Set Files must be accessed and override capability is not allowed.
When using this screen, Accounts Receivable for a specified vendor may be removed from
the Accounts Receivable Subsidiary (9S) by specific Accounts Receivable line item or by the
First-in-First-out (FIFO) method. Procedures for the use of this screen are described below.
On line 5, the following data fields are ready for input.
DEP-NO
Cash Receipts Deposit Number; required field.
TRN-DT
Transaction Date; required field; defaults to current date if left
blank.
On lines 10 - 20, the operator may input up to four transactions with the following data codes.
VENDOR-ID is always required but AR-NO & LINE, L1 L2 L3 L4 L5, and OBJECT are
optional. The combination of optional data codes input determines how the accounts
receivable records are removed from the Accounts Receivable Subsidiary. If the AR-NO and
LINE are entered, that specific line item will be removed from the Accounts Receivable
Subsidiary. The search may be further defined by inputting L1 L2 L3 L4 L5 and/or OBJECT.
To remove the oldest receivable for a vendor (FIFO), leave the AR-NO and LINE, L1 L2 L3 L4
L5, and OBJECT fields blank. To remove the oldest receivable for a vendor within an
organization (FIFO), leave the AR-NO, and LINE, and OBJECT fields blank. To remove the
oldest receivable for a vendor and for a specific object code within an organization (FIFO),
leave AR-NO and LINE fields blank.
LINE
Cash Receipts Deposit Line Number; optional field
VENDOR-ID
Vendor Identification Number; required field.
AR-NO
Accounts Receivable Number; optional field.
LINE
Accounts Receivable Line Number; optional field.
L1 L2 L3 L4 L5
Organization Code; optional field.
OBJECT
Object Code; optional field.
PPI
Prior Period Indicator; defaults to current period if left blank.
AMOUNT
Transaction Amount; required field; positive and negative
amounts accepted.
BI
Bookkeeping Indicator; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 39
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
OTHER-DOC
Other Document Number; optional field.
DESCRIPTION
Optional field.
QUANTITY
Optional field.
B
Batch Character; optional field.
The operator may use the “DUP” key in all fields except QUANTITY and AMOUNT.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions will be processed and
the requested screen displayed. If no entry is made on line 22, the Multiple Input screen will
return with lines 5, 10, and 11 completed as on the previous screen except QUANTITY and
AMOUNT.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
33A Direct Deposit Receivable Receipts Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
33A1
TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS
DEP-NO C
LINE
.
09/02/2007 13:57:47
MULTIPLE INPUT
TRN-DT
VENDOR-ID
AR-NO
....AMOUNT.... BI OTHER-DOC
LINE
L1 L2 L3 L4 L5 OBJECT PPI
DESCRIPTION
..QUANTITY.. B
R
R
R
R
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 40
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR33 Transactions
If a TYPE of “33” and a SEL of “I” or “M” were entered on any screen, the Single Inquiry by
Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display (see
next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, USER ID, VENDOR-ID, DEP-NO, LINE, and AR-NO and LINE. Only
transactions within the operator's site and meeting the search criteria will be displayed. If a
data code is not entered all TR33 transactions within the operator’s site displays in L2 - L5
order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed as shown on the bottom of the next page.
On Multiple Inquiry the first four entries on file meeting the search criteria will be displayed
(see next pages ). The operator will find the requested accounting entries as they appear on
the Daily Input File. These data are protected and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 41
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
33I Direct Deposit Receivables Receipts Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
33I1
09/02/2007 13:58:10
TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DEP-NO
C
LINE
AR-NO
R
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
33I Direct Deposit Receivables Receipts single inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
33I2
09/02/2007 13:58:20
TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - SINGLE INQUIRY BY SITE
VENDOR-ID
VN323232323001
....AMOUNT.....
50.00
INVOICE
1234
CAT
YR
040000 00
AR-NO
R 711
DEP-NO
C 700
LINE
DESCRIPTION
TRAVEL
GL
EGL EOB
71100
GF SF FID
BE
IBI
10 1 000001 85100000 00
LINE
0001
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 02 261000
BI TRN-DT
SUB-VENDOR-ID
09/02/2007
OTHER-DOC
ECAT
EF
EP
AR-GL
GRANT
STATE PROGRAM
1112110000 000000
AR-EGL
CF PPI
..QUANTITY..
B
GY CNTRT CY
PID
OCA
AU
PROJECT ID
BPIN
UNITS
TIME
NEXT: DEP-NO C
LINE
AR-NO R
LINE
TYPE
SEL
L1-L5 85
USER ID
VENDOR-ID
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 42
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
33M Direct Deposit Receivables Receipts Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
33M1
09/02/2007
13:58:37
TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS- MULTIPLE INQUIRY BY SITE- REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DEP-NO
C
LINE
AR-NO
R
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
33M Direct Deposit Receivables Receipts Multiple Inquiry Screen
01
02
03
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05
06
07
08
09
10
11
12
13
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33M2
09/02/2007 13:58:46
TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - MULTIPLE INQUIRY BY SITE
DEP-NO C 700
TRN-DT 09/02/2007
X LINE VENDOR-ID
....AMOUNT..... BI
VN323232323001
50.00
AR-NO
OTHER-DOC
R 711
LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI
DESCRIPTION
..QUANTITY.. B PID
0001 85 10 02 02 213 00 02 261000
TRAVEL
DEP-NO C
LINE
AR-NO R
LINE
TYPE
SEL
L1-L5 85
VENDOR
USER ID
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 43
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR33 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day. To make corrections to TR33 entries entered on a
prior day, the operator will have to use TR33, Direct Deposit Receivable Receipt, if an amount
remains on the Accounts Receivable (9S) file. A TR30 would be used to make the needed
correction if there was no amount remaining on the 9S file.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key, or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
AR-NO and LINE
L1 L2 L3 L4 L5
EO
VR
OBJECT
CF
PPI
DEP-NO
BI
AR-GL
AR-EGL
GF, SF, FID
EF
The following codes may not be deleted:
VENDOR-ID
AMOUNT
TRN-DT
CAT
GL
BE & IBI
STATE PROGRAM
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
There is no NEXT line on the Single Update by Site screen. If another record(s) is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 44
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Transaction 33U Direct Deposit Receivables Receipts Single Update Screen
01
02
03
04
05
06
07
08
09
10
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33U1
DEL
09/02/2007 13:58:58
TR 33 - DIRECT DEPOSIT RECEIVABLES RECEIPTS - SINGLE UPDATE BY SITE
VENDOR-ID
VN323232323001
. . ..AMOUNT....
50.00
INVOICE
1234
CAT
YR
040000 00
DEP-NO
C 700
AR-NO
R 880
LINE
DESCRIPTION
TRAVEL
GL
EGL EOB
71100
GF SF FID
BE
IBI
10 1 000001 85100000 00
BPIN
UNITS
LINE L1 L2 L3 L4 L5 EO VR OBJECT
0001 85 10 02 02 213 00 02 261000
BI
TRN-DT
SUB-VENDOR-ID
09022007
OTHER-DOC
ECAT
EF
EP
AR-GL
GRANT
STATE PROGRAM
1112110000 000000
GY
..QUANTITY..
AR-EGL
B
CNTRT CY
PROJECT
CF PPI
PID
OCA
AU
ID
TIME
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR97 Journal Transfer Receivable Receipts
This transaction is used to record the collection of Accounts Receivable and Memo Accounts
Receivable from another State Fund where an Accounts Receivable Subsidiary is maintained
and monies are deposited directly to an Operating Fund. If an entry is made using TR97 and
an error is found in the entry after nightly update, the operator should consider the following
situations:
If the receivable still has a record on the 9S, the reversal and the reentry should be made
using TR97.
If the receivable no longer has a record on the 9S file, the reversal and the reentry should be
made using TR96.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 45
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When using TR97 the most common accounting entries into the agency's FLAIR records are
as follows:
Collection of Revenue Receivables/Memo Receivables (Object = Revenue Object Code; CAT
= Revenue Source):
SF
GL Code
Description
DR
1
2
8
54600
12100
11200
6****
Collections St. G/R or
Unreleased Cash in Treasury or
Cash in Bank
Revenue/Receipts
X
X
X
CR
I/A
X
A
A
A
I
Collection of Expense Refund Receivables/Memo Receivables (Object = Expenditure Object
Code; CAT = Original Appropriation Category):
SF
GL Code
Description
DR
1
2
8
13100
12200
11200
7****
Unexpended G/R Releases or
Released Cash in Treasury or
Cash in Bank
Expenditures
X
X
X
CR
I/A
X
A
A
A
I
The system automates the following entry for TR90 entries to remove/reduce the receivable
from the Accounts Receivable Subsidiary and the General Ledger. For TR91, Memo
Accounting Receivable, the system will remove/reduce the Memo Receivable on the
Accounts Receivable Subsidiary but will not affect the General Ledger.
GL Code
Description
DR
6****
7****
16***
Revenue/Receipts or
Expenditures
Due from Governmental Units
X
X
CR
I/A
X
A
A
A
The General Ledger Code for Revenues (6****) or Expenditures (7****) may be retrieved from
the Expansion Set record or entered by the operator. The operator may input a positive or
negative amount which will debit or credit the 6**** or 7**** account.
If an entry is made through TR97 and an error is found after nightly update the entry may be
reversed in TR97 and re-entered in TR97 if the receivable still exists on the Accounts
Receivable Subsidiary. If not, the reversal and reentry must be done in TR96.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 46
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When JT Receivables Receipts are recorded, the Available Balance File updates as follows:
Fund Cash
Fund Release
Revenue Object code
Expend. Object Code
Organization Cash
Organization Allotment
Revenue Object Code
Expend. Object Code
SF=1
SF=2,3
SF=8
N/A*
+/-amount
+/-amount
N/A*
+/-amount
N/A*
N/A*
+/-amount
+/-amount
N/A*
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
*N/A = Not applicable
Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (like Fund
Cash and Organization Allotment above). This update will take place only if the GRANT,
CONTRACT, and/or PROJECT ID fields are input.
Inputting TR97 Transactions
Single Transaction Input
If a TYPE of “97” and a SEL of “S” are entered on any screen, the Single Input Request
screen will display (see next pages). Procedures for the use of this screen are described
below.
The following fields are displayed on this screen. The operator must input the AR-NO and
LINE.
AR – NO
Accounts Receivable Number; required field.
LINE
Accounts Receivable Line; required field.
The operator should leave the following fields blank unless the receipt data differs from the
originally established receivable. To record any of this data different from the receivable
record, the operator should tab to the appropriate fields(s) and key in the new data.
L1 L2 L3 L4 L5
Organization; optional field.
EO
Expansion Option; optional field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 47
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
PPI
Prior Period Indicator; defaults to current period if left blank.
The operator should then depress the ENTER key and the Single Input screen as shown on
the bottom of page 60 displays the expanded transaction. Procedures for the use of this
screen are described below.
On line 5, the cursor is positioned in the VENDOR-ID field and the operator may key over this
data if necessary. The other fields on line 6 displayed from the previous screen and/or the
Accounts Receivable Subsidiary are protected and cannot be changed.
On line 8, the following fields display ready for input.
AMOUNT
Transaction Amount; required field; positive and negative amounts
accepted.
DOC-NO
Cash Receipts Document Number; required field.
LINE
Cash Receipts Document Line Number; optional field.
STATE-DOC
Statewide Document Number; optional field.
TRN-DT
Transaction Date; required field; defaults to current date if left
blank.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
QUANTITY
Optional field.
On line 11, the following fields display ready for input.
INVOICE
Invoice number; optional field.
DESCRIPTION
Optional field.
OTHER-DOC
Other Document Number; optional field.
AR-GL
Accounts Receivable General Ledger Code; retrieved from the
Accounts Receivable Subsidiary; protected field.
AR-EGL
Accounts Receivable External General Ledger Code; retrieved
from the Accounts Receivable Subsidiary; protected field.
B
Batch Character; optional field.
PID
Product Identifier; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 48
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On lines 14 the following fields display. These fields are retrieved from the Expansion File if it
is accessed or from the Accounts Receivable Subsidiary. They are not protected and may be
overridden:
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
EP
External Program; optional field.
GRANT
Grant Number; optional field.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
On line 17, the following fields display. These data codes are retrieved from the Expansion
File or the Accounts Receivable Subsidiary and are protected (cannot be changed) with the
exception of BE, IBI, State Program, and Project ID.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; required field.
STATE-PROGRAM
State Program Number; required field.
PROJECT ID
Project Identifier; optional field.
GF
SF
GAAFR Fund.
State Fund.
FID
Fund Identifier.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 49
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EF
External Fund.
The following fields also display for input.
BPIN
Beginning Property Item Number; optional field.
UNITS
Optional field.
TIME
Optional field.
Line 20 or 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen will be returned. If no request is made on line 20 or 22, the transaction will
be processed and a Single Input screen will return with all data from the last transaction
except AMOUNT, UNITS, QUANTITY, CF, TIME, and BPIN displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
97S JT Receivables Receipts Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
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97S1
TR 97 - JT RECEIVABLES RECEIPTS - SINGLE INPUT
AR-NO
R
LINE
L1 L2 L3 L4 L5
EO
VR
OBJECT
09/02/2007
REQUEST
13:59:31
PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 50
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
97S JT Receivables Receipts Single Input Screen
01
02
03
04
05
06
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97S2
TR 97 - JT RECEIVABLES RECEIPTS - SINGLE INPUT
VENDOR-ID
851010000018510000000
....AMOUNT.... DOC-NO
C
AR-NO
R 32
LINE
0001
LINE
STATE-DOC
INVOICE
DESCRIPTION
CAT
YR
000400 00
GL
EGL EOB
61100
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 04 004000
TRN-DT
OTHER-DOC
ECAT
EP
09/02/2007
SUB-VENDOR-ID
AR-GL
16100
GRANT
GF SF FID
10 1 00000
BE
IBI
85100000 00
EF
STATE PROGRAM
1112110000 000000
BPIN
...UNITS...
...TIME...
AR-EGL
14:02:58
CF
PPI
..QUANTITY..
B
GY CNTRT CY
PID
OCA
AU
PROJECT ID
TYPE
SEL
NEXT:
AR-NO: R 124
LINE 0001 L1-L5 85 10 02 02 213 EO 00 VR
OBJ 261000 PPI
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a Transaction Type of “97” and a Selection Code of “A” are entered on any screen, the
Multiple Input screen will display (see next pages). This screen is used to enter up to four
transactions at a time with no Expansion File data displayed. On the Multiple Input screen,
the Expansion Files must be accessed and no override capability is allowed. When using this
screen, Accounts Receivable for a specified vendor may be removed from the Accounts
Receivable Subsidiary (9S) by specific Accounts Receivable line item or by the First-In-FirstOut (FIFO) method. Procedures for the use of this screen are described below.
On line 5, the following data fields are ready for input.
DOC-NO
Cash Receipts Document Number; required field.
TRN-DT
Transaction Date; required field; defaults to current date if left
blank.
On lines 10 - 20, the operator may input up to four transactions with the following data codes.
VENDOR-ID is always required but AR-NO and LINE, L1 L2 L3 L4 L5, and OBJECT are
optional. The combination of optional data codes input determines how the accounts
receivable records are removed from the Accounts Receivable Subsidiary. If the AR-NO and
LINE are entered, that specific line item will be removed from the Accounts Receivable
Subsidiary. The search may be further fined by inputting L1 L2 L3 L4 L5 and/or OBJECT. To
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 51
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
remove the oldest receivable for a vendor (FIFO), leave the AR-NO and LINE, L1 L2 L3 L4
L5, and OBJECT blank. To remove the oldest receivable for a vendor within an organization
(FIFO), leave the AR-NO and LINE and OBJECT blank. To remove the oldest receivable for
a vendor and for a specific object code within an organization (FIFO), leave the AR-NO and
LINE blank.
LINE
Cash Receipts Document Line Number; optional field.
VENDOR-ID
Vendor Identification Number; required field.
AR-NO
Accounts Receivable Number; optional field.
LINE
Accounts Receivable Line Number; optional field.
L1 L2 L3 L4 L5
Organization Code; optional field.
OBJECT
Object Code; optional field.
PPI
Prior Period Indicator; defaults to current period if left blank.
AMOUNT
Transaction Amount; required field; accepts positive and
negative amounts.
STATE-DOC
Statewide Document Number; optional field.
OTHER-DOC
Other Document Number; optional field.
DESCRIPTION
Optional field.
QUANTITY
Optional field.
B
Batch Character; optional field.
The operator may use the “DUP” key in all fields except QUANTITY and AMOUNT.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions will be processed and
the requested screen displayed. If no entry is made on line 22, the Multiple Input screen will
return with lines 5, 10, and 11 completed as on the previous screen except QUANTITY and
AMOUNT.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 52
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
97A JT Receivables Receipts Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
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24
97A1
09/02/2007 14:03:24
TR 97 - JT RECEIVABLES RECEIPTS - MULTIPLE INPUT
DOC-NO C
LINE
TRN-DT
VENDOR-ID
AR-NO
LINE
...AMOUNT... . STATE-DOC
OTHER-DOC
L1 L2 L3 L4 L5 OBJECT PPI
DESCRIPTION
..QUANTITY.. B
R
R
R
R
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring Into TR97 Transactions
If a TYPE of “97” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry by Site
Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display (see
next pages).
The operator’s security clearance displays along with the data codes available for search
criteria. Data Codes to be entered as search criteria include Organization Code, USER ID,
VENDOR-ID, DOC-NO and LINE, and AR-NO and LINE. Only transactions within the
operator’s site and meeting the search criteria will be displayed. If a code is not entered all
TR97 transactions within the operator’s site display in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first five entries
on the file meeting the search criteria will display. The operator will find the requested
accounting entries as they appear on the Daily Input File. These fields are protected and
cannot be changed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 53
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
97I JT Receivables Receipts Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
97I1
09/02/2007 14:03:41
TR 97 - JT RECEIVABLES RECEIPTS - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DOC-NO
C
LINE
AR-NO
R
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 54
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
97I JT Receivables Receipts Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
97I2
TR 97 - JT RECEIV. RECEIPTS-SINGLE INQUIRY BY SITE
VENDOR-ID
851010000018510000000
. ...AMOUNT.... DOC-NO
70.00 C 817
AR-NO
R 109
DESCRIPTION
CAT
YR
000400 00
GL
EGL EOB
61100
TRN-DT
09022007
OTHER-DOC
ECAT
GF SF FID
BE
IBI
10 1 000001 85100000 00
...UNITS...
EF
EP
14:03:50
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 02 02 213 00 02 004000
LINE STATE-DOC
INVOICE
BPIN
LINE
0001
09/02/2007
SUB-VENDOR-ID
AR-GL
16100
GRANT
AR-EGL
CF
..QUANTITY..
B
PID
GY CNTRT CY OCA
STATE-PROGRAM
1112110000 000000
PPI
AU
PROJECT ID
...TIME...
TYPE
SEL
L1 L2 L3 L4 L5 USER ID VENDOR-ID
DOC-NO
LINE AR-NO
LINE
85
C
R
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
97M JT Receivables Receipts Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
97M1
09/02/2007 14:04:07
TR 97 - JT RECEIVABLES RECEIPTS - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DOC-NO
C
LINE
AR-NO
R
LINE
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 55
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
97M JT Receivables Receipts Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
97M2
DOC-NO
09/02/2007 14:04:14
TR 97 - JT RECEIVABLES RECEIPTS - MULTIPLE INQUIRY BY SITE
C 4221
TRN-DT 09/02/2007
STATE-DOC
X LINE VENDOR-ID
AR-NO
LINE L1 L2 L3 L4 L5 EO VR OBJECT CF
.... AMOUNT.... OTHER DOC
DESCRIPTION
..QUANTITY.. B PID PPI
851010000018510000000 R 109
0001 85 10 02 02 213 00 02 004000
70.00
TYPE
SEL
L1 L2 L3 L4 L5
USER ID VENDOR-ID
DOC-NO
LINE AR-NO
LINE
85
C
R
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR97 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day. To make corrections to TR97 entries entered on a
prior day, the operator will have to use TR97, JT Receivable Receipt, if an amount remains
on the Accounts Receivable (9S) file. A TR96 would be used to make the needed correction
if there was no amount remaining on the 9S file.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
AR-NO and LINE
L1 L2 L3 L4 L5
Effective Date:
September 1, 2007
AR-GL
AR-EGL
Supersedes:
2003
Chapter 16
Page 56
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EO
VR
OBJECT
PPI
CF
GF, SF, FID
EF
The following codes may not be deleted:
VENDOR-ID
AMOUNT
DOC-NO
TRN-DT
CAT
GL
BE & IBI
STATE PROGRAM
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
There is no next request Line on the Single Update by Site screen. If another record is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 57
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
97U JT Receivables Receipts Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
97U1
09/02/2007
TR 97 - JT RECEIVABLES RECEIPTS - SINGLE UPDATE BY SITE
DEL VENDOR-ID
851010000018510000000
....AMOUNT.... DOC-NO
70.00
C 6302
INVOICE
LINE
0001
LINE STATE-DOC
DESCRIPTION
CAT
YR GL
EGL
000400 00 61100
EOB
GF SF FID
BE
IBI
10 1 000001 85100000 00
BPIN
AR-NO
R 109
...UNITS....
L1 L2 L3 L4 L5 EO VR OBJECT PPI
85 10 02 02 213 00 02 004000
TRN-DT
SUB-VENDOR-ID
09022007
OTHER-DOC
ECAT
EF
14:04:25
AR-GL
16100
EP GRANT
STATE-PROGRAM
1112110000 000000
AR-EGL
..QUANTITY..
B
CF
GY CNTRT CY OCA
PID
AU
PROJECT ID
...TIME...
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 16
Page 58
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 17 CLEARING FUND TRANSACTIONS
Within FLAIR, Clearing Funds are used for the collection of cash that is first deposited into a
local bank (State Fund 8) and later transferred to an Operating Fund (State Fund 1,2,3, or 4).
To account for Clearing Funds within FLAIR, there are Clearing Fund Transaction Types for
Receipts and Receivable Receipts.
These transactions are discussed in detail on the following pages.
Clearing Fund Receipts (TR31)
Clearing Fund Receivable Receipts (TR34)
TR31 Clearing Fund Receipts
This transaction is used to record cash receipts where monies are first deposited to a
Clearing Fund and later transferred to the Operating Fund which generated the revenue or
the current/prior year expense refund. When collecting cash through a Clearing Fund, the
accounting entries into the agency’s FLAIR records are as follows:
OPERATING FUND (STATE FUND = 1 or 2)
Collection of Revenue (Object = Revenue Object Code; CAT = Revenue Source):
GL Code
Description
DR
16900
6****
Due from Clearing Fund
Revenue/Receipts
X
CR
I/A
X
A
I
Collection Expense Refund (Object = Expenditure Object Code; CAT = Original Appropriation
Category)
GL Code
Description
DR
16900
7****
Due from Clearing Fund
Expenditures
X
CR
I/A
X
A
I
CR
I/A
X
A
A
CLEARING FUND (STATE FUND=8)
GL Code
Description
DR
11200
35900
Cash in Bank
Due to State Funds – Clearing Fund
X
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The general ledger code for Revenue (6****) or Expenditures (7****) may be retrieved from
the Expansion Set record or entered by the operator on the input screen.
♦ If an entry is made using TR31 and an error is found in the entry after nightly
update and before the Clearing Fund is cleared, the original entry should be
reversed and reentered correctly using TR31.
♦ If an entry is made using TR31 and an error is found in the entry after nightly
update after the Clearing Fund is cleared, the original entry should be reversed
and reentered correctly using TR30.
The fund number for the Operating Fund along with the Fund Identifier for the Clearing Fund
are carried on the Expansion Option record that is used with the entry. The system will
generate a GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the
Clearing Fund Identifier.
When Clearing Fund Receipts are recorded, the Available Balance File is updated only for
the Clearing Fund, i.e. Clearing Fund Cash. The Available Balance File for the Operating
Fund is updated during the Clear the Clearing Fund Process that is requested through the
Cash Receipts Utilities Function. See chapter 20.
TR31 generates a record to update the Cash Receipts and Clearing Fund File. See chapter
14. TR31 entries also update the agency’s records and will be moved (after the Clear the
Clearing Fund Process) to the Treasury Receipt System for further processing. See chapter
20 for more details on Treasury Receipt Processing.
Inputting TR31 Transactions
Single Transaction Input
If a TYPE of “31” and a SEL of “S” are entered on any screen, the Single Input Request
screen will display (see next pages). When using the Single Input screen, an Expansion
Option record must be accessed, but the retrieval of an Expansion Set record is optional.
Procedures for the use of this screen are described below.
On line 6, the operator should enter the appropriate data in the following fields:
L1 L2 L3 L4 L5
Organization Level to which the receipt is to be recorded;
required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request is made on line 21, the Single Input screen will display the fully expanded
transaction. Procedures for use of this screen are described below.
On line 5, the following fields are ready for input.
DOC-NO
Document number; required field.
LINE
Document Line number; optional field.
Line 5 also returns the fields from the previous screen. These fields are protected and cannot
be changed. Also displayed is TRN-DT (Transaction Date). This field defaults to the current
date if left blank. Lastly, CF (Certified Forward) is displayed on line. CF is an optional field;
however, if used, a “C” must be inserted under CF.
On line 8, the following fields are ready for input.
AMOUNT
Transaction Amount; required field; positive and negative
amounts accepted.
BI
Bookkeeping Indicator; optional field; if used an "N" must be
input.
VENDOR-ID
Vendor Identification number; optional field.
SUB-VENDOR-ID
Sub-Vendor Identification number; optional field.
QUANTITY
Optional field.
On line 11, the following fields are ready for input.
INVOICE
Vendor’s Invoice number; optional field.
DESCRIPTION
Optional field.
ORIG-RCPT
Original Receipt; optional field.
OTHER-DOC
Other Document number; optional field.
B
Batch Character; optional field.
PID
Product Identifier; optional field.
On line 14, the following fields display. These fields are retrieved from the Expansion Set
record, but may be overridden (changed). These fields will be blank if an Expansion Set
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
record is not accessed but these data codes may be entered on this screen.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
The following fields on lines 14 & 17 are retrieved from the Expansion Option record but may
be overridden (changed).
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered, edited against the
Grant Information File.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field. If entered, edited against the
Contract Information File.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
STATE-PROGRAM
State Program Number; required field. If changed, edited
against the Title File.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; required field.
On line 17, the following fields display. These data codes are retrieved from the Expansion
Option record and are protected (cannot be changed).
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EF
External Fund.
CLR
Clearing Fund Identifier.
The following fields are also displayed for input:
BPIN
Beginning Property Item Number; optional field.
UNITS
Optional field.
TIME
Optional field.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen and transaction will be returned. If no request is made on line 22 the
transaction will be processed and a Single Input screen will return with all other data from the
last transaction except AMOUNT, CF, UNITS, QUANTITY, and TIME displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
31S Clearing Fund Receipts Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
31S1
09/02/2007
TR 31 - CLEARING FUND RECEIPTS - SINGLE INPUT – REQUEST
L1 L2 L3 L4 L5
85
14:04:45
EO VR OBJECT PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
31S Clearing Fund Receipts Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
31S2
DOC-NO
C
TR 31 - CLEARING FUND RECEIPTS - SINGLE INPUT
LINE
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 BB 01 261000
...AMOUNT.....
INVOICE
CAT
YR
040000 00
BI
VENDOR-ID
GF SF FID
BE
IBI
50 2 050001 85200000 00
BPIN
...UNITS....
TRN-DT
SUB-VENDOR-ID
DESCRIPTION
GL
EGL EOB
77200
CF
09/02/2007
ORIG-RCPT
ECAT
EP
00
GRANT
EF
CLR
020001
PPI
..QUANTITY..
OTHER-DOC
GY CNTRT CY
STATE-PROGRAM
1112110000 000000
14:06:41
B
OCA
PID
AU
PROJECT ID
...TIME...
NEXT: L1-L5 85 20 00 00 000 EO BB VR
OBJECT 261000 PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Multiple Transaction Input
If a Transaction Type of “31” and a Selection Code of “A” are entered on any screen, the
Multiple Input screen will display. This screen is used to enter up to four transactions at a
time with no Expansion File data displayed. When using the Multiple Input screen, an
Expansion Option record and a Expansion Set record must be accessed. No override
capability is allowed when using the Multiple Input screen. Procedures for the use of this
screen are described below.
On line 5, the following data fields are ready for input:
DOC-NO
Document Number; required field.
TRN-DT
Transaction Date; defaults to current date if left blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
On lines 10 - 21, the operator may input up to four transactions with the following data codes:
LINE
Document Line Number; optional field.
L1 L2 L3 L4 L5
Organization Code to which the receipt is being recorded;
required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
CF
Certified Forward; optional field. If utilized, a “C” must be
inserted.
VENDOR-ID
Vendor Identification Number; optional field.
INVOICE
Vendor’s Invoice Number; optional field.
PID
Product Identifier; optional field.
AMOUNT
Transaction Amount; required field; positive and negative
amounts accepted.
BI
Bookkeeping Indicator; optional field.
ORIG-RCPT
Original Receipt; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
OTHER-DOC
Other Document Number; optional field.
DESCRIPTION
Optional field.
QUANTITY
Optional field.
B
Batch Character; optional field.
The operator may use the “DUP” key in all fields except Organization L1, QUANTITY, and
AMOUNT.
Line 22 may be used to transfer to a different screen. See chapter 8.
If no request is made on line 22, the operator should depress the ENTER key, and the
Multiple Input screen returns with lines 5, 10, and 11 completed as on the previous screen
except AMOUNT, CF, and QUANTITY.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
31A Clearing Fund Receipts Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
31A1
09/02/2007
TR 31 - CLEARING FUND RECEIPTS – MULTIPLE INPUT
DOC-NO C
TRN-DT
14:06:58
PPI
LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR
...AMOUNT.... BI ORIG-RCPT
OTHER-DOC
DESCRIPTION
INVOICE
PID
..QUANTITY.. B
85
85
85
85
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR31 Transactions
If a TYPE of “31” and a SEL code of “I” or “M” are entered on any screen, the Single Inquiry
by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display
(see next pages.)
The operator’s security clearance displays along with the data codes available for search
criteria. Data Codes to be entered as search criteria include Organization Code, USER ID,
VENDOR-ID, DOC-NO, and LINE. Only transactions within the operator's site and meeting
the search criteria will be displayed. If a data code is not entered all TR31 transactions within
the operator's site will be displayed in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry returns, as shown on the bottom of the next page. On
Multiple Inquiry, the first four entries on the file meeting the search criteria display (see next
pages). The operator will find the requested accounting entries as they appear on the Daily
Input File. This data is protected and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed
after depressing the ENTER key.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
31I Clearing Fund Receipts Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
31I1
09/02/2007 14:08:08
TR31 - CLEARING FUND RECEIPTS - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DOC-NO
C
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
31I Clearing Fund Receipts Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
31I2
09/02/2007
TR 31 - CLEARING FUND RECEIPTS - SINGLE INQUIRY BY SITE
DOC-NO
C TRAV
LINE
...AMOUNT....
350.00
INVOICE
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 BB 01 261000
BI
VENDOR-ID
DESCRIPTION
TRAVEL REFUND
CAT
YR
040000 00
GL
77200
EGL
GF SF FID
BE
IBI
50 2 050001 85200000 00
ECAT
EF
TRN-DT
09/02/2007
SUB-VENDOR-ID
ORIG-RCPT
EOB
CF
EP
CLR
020001
B
PID
GRANT
BPIN
PPI
14:08:17
OTHER-DOC
..QUANTITY..
STATE PROGRAM
1112110000 000000
GY CNTRT CY
...UNITS....
OCA
AU
PROJECT
...TIME...
NEXT:
L1 L2 L3 L4 L5 USER-ID VENDOR-ID
DOC-NO
LINE
TYPE
SEL
85
C
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
31M Clearing Fund Receipts Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
31M1
09/02/2007 14:08:31
TR 31 - CLEARING FUND RECEIPTS - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DOC-NO
C
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
31M Clearing Fund Receipts Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
31M2
09/02/2007
TR 31 - CLEARING FUND RECEIPTS - MULTIPLE INQUIRY BY SITE
DOC-NO C TRAV
TRN-DT 09/02/2007
PPI
X LINE L1 L2 L3 L4 L5 EO VR OBJECT CF VENDOR-ID
...AMOUNT.... BI ORIG-RCPT
OTHER-DOC
DESCRIPTION
85 20 00 00 000 BB 01 261000
350.00
TRAVEL REFUND
85 20 00 00 000 BB 01 262000
50.00
14:08:39
INVOICE
PID
..QUANTITY.. B
TRAVEL REFUND
L1 L2 L3 L4 L5 USER ID VENDOR-ID
DOC-NO
LINE
TYPE
SEL
85
C
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR31 Transactions
The Single Update by Site screen, as shown on the next page, can only be used to make
changes or corrections to transactions entering the system on the current day.
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
L1 L2 L3 L4 L5
EO
VR
OBJECT
GF, SF, FID
EF
CLR
The following codes may not be deleted, but may be changed:
DOC-NO
AMOUNT
CAT
GL
BE, IBI
STATE PROGRAM (If changed, edited against
the title file)
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
There is no NEXT line on the Single Update by Site screen. If other records are to be
updated, then the operator must first retrieve each record in Inquiry and follow the procedures
outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
31U Clearing Fund Receipts Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
31U1
09/02/2007
TR 31 - CLEARING FUND RECEIPTS - SINGLE UPDATE BY SITE
DELETE:
DOC-NO
C TRAV
...AMOUNT.....
350.00
INVOICE
CAT
YR
040000 00
LINE
BI
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 BB 01 261000
VENDOR-ID
DESCRIPTION
TRAVEL REFUND
ORIG-RCPT
GL
EGL EOB
77200
GF SF FID
BE
IBI
50 2 050001 85200000 00
BPIN
...UNITS....
SUB-VENDOR-ID
ECAT
EP
EF
CLR
020001
CF
TRN-DT
09022007
B
GY CNTRT
STATE-PROGRAM
1112110000 000000
PPI
..QUANTITY..
OTHER-DOC
GRANT
14:08:50
CY
PID
OCA
AU
PROJECT-ID
...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR34 Clearing Fund Receivable Receipts
This transaction is used to record the collection of Accounts Receivable monies that are first
deposited to a clearing fund and later transferred to the operating.
When using TR34 the accounting entries into the agency’s FLAIR records are as follows:
OPERATING FUND (STATE FUND 1 or 2):
Collection of Revenue Receivable/Memo Receivable Receipts (Object = Revenue Object
Code)
GL Code
Description
DR
16900
6****
Due from Clearing Fund
Revenue/Receipts
X
CR
I/A
X
A
I
Collection of Expense Refund Receivable/Memo Receivable Receipts (Object = Expenditure
Object Code)
GL Code
Description
DR
16900
7****
Due from Clearing Fund
Expenditures
X
Effective Date:
September 1, 2007
Supersedes:
2003
CR
I/A
X
A
I
Chapter 17
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The system automates the following entry to remove the receivable from the Accounts
Receivable Subsidiary and the General Ledger. For Memo Accounts Receivable, the system
reduces/removes the Memo Receivable from the Subsidiary but will not update the General
Ledger.
GL Code
Description
DR
6****
7****
15***
16***
Revenue/Receipts or
Expenditures
Receivables – Non Governmental or
Due from Governmental Unit
X
X
CR
I/A
X
X
A
A
A
A
CR
I/A
X
A
A
CLEARING FUND (STATE FUND 8):
GL Code
Description
DR
11200
35900
Cash in Bank
Due to State Funds, Clearing Fund
X
The General Ledger Code for Revenue (6****) or Expenditures (7****) may be retrieved
from the Expansion Set record or entered by the operator on the input screen. To record an
increase of revenue or a refund of an expenditure, the operator should input a positive
amount which will be entered as a credit to the 6**** or 7**** account. To record a decrease
of funds, the operator should enter a negative amount which will be entered as a debit to the
6**** or the 7**** account.
If an entry is made using TR34 and an error is found in the entry after nightly update, the
operator should consider the following situations:
♦ If the Receivable still has a record on the 9S and the Clearing Fund has not been
cleared, the reversal and reentry should be made using TR34.
♦ If the Receivable still has a record on the 9S and the Clearing Fund has been cleared,
the reversal and the reentry should be made using TR33.
♦ If the Receivable no longer has a record on the 9S and the Clearing Fund has not been
cleared, the reversal and the reentry should be made using TR31.
♦ Finally, if the Receivable no longer has a record on the 9S and the Clearing Fund has
been cleared, the reversal and the reentry should be made using TR30.
The fund number for the Operating Fund and the Fund Identifier for the Clearing Fund are
carried on the Expansion Option record that is used with the entry. The system generates a
GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the Clearing Fund
Identifier.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When Clearing Fund Receivable Receipts are recorded, the Available Balance File is
updated only for the Clearing Fund Cash. Available Balance File Update for the Operating
Fund occurs when the Clear the Clearing Fund Process is performed.
TR34 entries generate records on the Cash Receipts and Clearing Fund File (TR3S). These
TR34 entries update the agency’s records and move (after the Clear the Clearing Fund
Process) to the Treasurer’s Receipt System for further processing. See chapter 19 for more
details on Treasurer’s Receipt Processing.
Inputting TR34 Transactions
Single Transaction Input
If a TYPE of “34” and a SEL code of “S” are entered on any screen, the Single Input Request
screen will display (see next pages). When using the Single Input screen, an Expansion
Option record must be accessed but retrieval of an Expansion Set record is optional.
Procedures for the use of this screen are described below.
The following fields are displayed on this screen. The operator must input an AR-NO and
LINE.
AR-NO
Accounts Receivable Number; required field.
LINE
Accounts Receivable Line Number, required field.
The operator should leave the following fields blank unless the receipt data differs from the
originally established receivable. To record any of this data differently from the receivable, the
operator should tab to the appropriate field(s) and input the new data.
L1 L2 L3 L4 L5
Organization; optional field.
EO
Expansion Option; optional field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field.
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request is made on line 22, the Single Input screen will display the expanded transaction
as requested on the Single Input Request screen (see next pages). Procedures for the use of
this screen are described below.
On line 6, the operator will find the cursor will be positioned in the VENDOR-ID field and the
operator may key over this data if necessary. The fields displayed from the previous screen,
the Accounts Receivable Subsidiary and/or the Expansion Files are protected and cannot be
changed. CF (Certified Forward Indicator) is displayed from the Accounts Receivable
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Subsidiary but may be overridden (changed).
On line 9, the following fields are ready for input.
AMOUNT
Transaction Amount; required field; positive and negative amounts
are accepted.
BI
Bookkeeping Indicator; optional field; if used an “N” must be input.
DOC-NO
Cash Receipts Document number; required field.
LINE
Cash Receipts Document Line Number; optional field.
TRN-DT
Transaction Date; defaults to current date if left blank.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
QUANTITY
Optional field.
On line 12, the following fields are ready for input.
INVOICE
Invoice number; optional field.
DESCRIPTION
Optional field.
OTHER-DOC
Other Document Number; optional field.
AR-GL
Accounts Receivable General Ledger Code; retrieved from the
Accounts Receivable Subsidiary; protected field.
Accounts Receivable External General Ledger Code; retrieved
from the Accounts Receivable Subsidiary; protected field.
AR-EGL
B
Batch character; optional field.
PID
Product Identifier; optional field.
On line 15, the following fields display. These fields are retrieved from either the Expansion
Files or the Accounts Receivable Subsidiary File, whichever was accessed. They are not
protected and may be overridden.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EOB
External Object Code; optional field.
ECAT
External Category Code; optional field.
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered, edited against the Grant
Information File.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field. If entered, edited against the
Contract Information File.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
On line 18, the following fields display. These data codes are retrieved from the Expansion
File or the Accounts Receivable Subsidiary and are protected (cannot be changed) with the
exception of BE, IBI, State Program and Project ID, which may be overridden.
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity; required field.
IBI
Internal Budget Indicator; required field.
EF
External Fund.
CLR
Clearing Fund Identifier.
STATE-PROGRAM State Program Number; required field. If changed, edited against
the Title File.
PROJECT ID
Project Identifier.
On line 21 the following fields are displayed for input.
BPIN
Effective Date:
September 1, 2007
Beginning Property Item Number; optional field.
Supersedes:
2003
Chapter 17
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
UNITS
Optional field.
TIME
Optional field.
Line 21 or 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction will be processed and the
requested screen and transaction will be returned. If no request is made on line 21 or 22, the
operator should depress the ENTER key and the transaction will be processed. A Single
Input screen with the requested data and Expansion File information will return with all other
data from the last transaction except AMOUNT, CF, UNITS, TIME, and QUANTITY.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
34S Clearing Fund Receivable Receipts Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
34S1
09/02/2007 14:09:14
TR 34 - CLEARING FUND RECEIVABLES RECEIPTS - SINGLE INPUT - REQUEST
AR-NO
R
LINE
L1 L2 L3 L4 L5
EO
VR
OBJECT
PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 18
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
34S Clearing Fund Receivable Receipts Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
34S2
09/02/2007
TR 34 - CLEARING FUND RECEIVABLES RECEIPTS - SINGLE INPUT
VENDOR-ID
851010000018510000000
....AMOUNT....
INVOICE
CAT
YR
040000 00
BI
AR-NO
R 456
DOC-NO
C
LINE
0001
LINE
DESCRIPTION
GL
EGL EOB
77200
GF SF FID
BE
IBI
50 2 050001 85200000 00
BPIN
UNITS
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 BB 01 261000
TRN-DT
OTHER-DOC
ECAT
EF
EP
CLR
020001
SUB-VENDOR-ID
AR-GL
15100
GRANT
CF
PPI
..QUANTITY..
AR-EGL
B
GY CNTRT CY
STATE-PROGRAM
1112110000 000000
14:11:42
PID
OCA
AU
PROJECT ID
TIME
TYPE
SEL
NEXT: AR-NO R 16
0001 L1-L5 85 20 00 00 000 EO BB VR
OBJECT 261000 PPI
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a Transaction Type of “34” and a Selection Code of “A” are entered on any screen, the
Multiple Input screen will display (see next pages). This screen is used to enter up to four
transactions at a time with no Expansion File data displayed. On the Multiple Input screen,
an Expansion Option record and Set record must be accessed and no override capability is
allowed. When using this screen, an Accounts Receivable for a specific vendor may be
removed from the Accounts Receivable Subsidiary (9S) by specific Accounts Receivable line
item or by the First-In-First- Out (FIFO) method. Procedures for the use of this screen are
described below.
On line 5, the operator will find the following data fields displayed ready for input.
DOC-NO
Document Number; required field.
TRN-DT
Transaction Date; defaults to current date if left blank.
On lines 10 - 20, the operator may input up to four transactions with the following data codes.
LINE
Clearing Fund Line Number; optional field.
VENDOR-ID
Vendor Identification Number; required field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 19
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
VENDOR-ID is always required but AR-NO & LINE, L1 L2 L3 L4 L5, and OBJECT are
optional. The combination of optional data codes input determines how the accounts
receivable records are removed from the Accounts Receivable Subsidiary. If the AR-NO and
LINE are entered, that specific line item will be removed from the Accounts Receivable
Subsidiary. The search may be further defined by inputting L1 L2 L3 L4 L5 and/or OBJECT.
To remove the oldest receivable for a vendor (FIFO), leave the AR-NO and LINE, L1 L2 L3 L4
L5, and OBJECT blank. To remove the oldest receivable for a vendor within an organization
(FIFO), leave AR-NO, LINE and OBJECT blank. To remove the oldest receivable for a
vendor and for a specific object code within an organization (FIFO), leave AR-NO and LINE
blank.
AR-NO
Accounts Receivable Number; optional field.
LINE
Accounts Receivable Line Number; optional field.
L1 L2 L3 L4 L5
Organization Code; optional field.
OBJECT
Object Code; optional field.
PPI
Prior Period Indicator; defaults to current period if left blank.
AMOUNT
Transaction Amount; required field; positive and negative
amounts are accepted.
BI
Bookkeeping Indicator; optional field; if used an “N” must be
input.
OTHER-DOC
Other Document number; optional field.
DESCRIPTION
Optional field.
QUANTITY
Optional field.
B
Batch character; optional field.
The operator may use the “DUP” key in all fields except QUANTITY and AMOUNT.
Line 21 or 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions will be processed and
the requested screen and transaction displayed. If no entry is made on line 21 or 22, the
operator should depress the ENTER key, and the Multiple Input screen will return with lines 5,
10, and 11 the completed as on the previous screen except AMOUNT and QUANTITY.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 20
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
34A Clearing Fund Receivable Receipts Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
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24
34A1
09/02/2007
TR 34 - CLEARING FUND RECEIVABLES RECEIPTS - MULTIPLE INPUT
DOC-NO C
LINE
....
14:12:06
TRN-DT
VENDOR-ID
AR-NO
AMOUNT.... BI OTHER-DOC
LINE
L1 L2 L3 L4 L5 OBJECT PPI
DESCRIPTION
..QUANTITY..
B
R
R
R
R
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR34 Transactions
If a TYPE of “34” and a SEL code of “I” or “M” are entered on any screen, the Single Inquiry
by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display.
The operator’s security clearance displayed along with the data codes available for search
criteria. Data Codes to be entered as search criteria include Organization Code, USER ID,
VENDOR ID, DOC-NO and LINE, AR-NO and LINE. Only transactions within the operator’s
site and meeting the search criteria will be displayed. If a data code is not entered all TR34
transactions within the operator’s site will display in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry will be displayed. On Multiple Inquiry, the first four entries
on the file meeting the search criteria will be displayed. The operator will find the requested
accounting entries as they appear on the Daily Input File. This data is protected and cannot
be changed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 21
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
34I Clearing Fund Receivable Receipts Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
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34I1
09/02/2007 14:12:25
TR 34 - CLEARING FUND RECEIVABLES RECEIPTS - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DOC-NO
C
LINE
AR-NO
R
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 22
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
34I Clearing Fund Receivable Receipts Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
34I2
TR 34 -CLEARING FUND RECEIVABLES RECEIPTS
SINGLE INQUIRY BY SITE
VENDOR-ID
AR-NO
LINE L1 L2 L3 L4 L5
VN323232323001
R 1234 0001 85 20 00 00 000
....AMOUNT.... BI
4.00
DOC-NO
C 600
INVOICE
81793-5
DESCRIPTION
TRAVEL REFUND
CAT
YR
040000 00
GL
EGL EOB
77200
GF SF FID
BE
IBI
50 2 050001 85200000 00
BPIN
LINE
EO VR OBJECT
BB 01 261000
TRN-DT
SUB-VENDOR-ID
09/02/2007
OTHER DOC
ECAT
EP
EF
CLR
020001
UNITS
09/02/2007
AR-GL
GRANT
AR-EGL
CF PPI
..QUANTITY..
B
GY CNTRT CY
STATE PROGRAM
1112110000 000000
14:12:32
PID
OCA
AU
PROJECT ID
TIME
L1-L5 85
DOC-NO C
LINE
TYPE
SEL
USER ID
VENDOR-ID
AR-NO R
LINE
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
34M Clearing Fund Receivable Receipts Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
34M1
09/02/2007 14:12:53
TR 34 - CLEARING FUND RECEIVABLES RECEIPTS - MULTIPLE INQUIRY BY SITE REQUEST
L1 L2 L3 L4 L5
85
USER ID
VENDOR-ID
DOC-NO
C
LINE
AR-NO
R
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 23
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
34M Clearing Fund Receivable Receipts Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
34M2
TR 34 - CLRNG FD REC RCPTS - MULT. INQUIRY BY SITE 09/02/2007
DOC-NO C 600
14:13:04
TRN-DT 09/02/2007
X LINE VENDOR-ID
....AMOUNT..... BI
VN323232323001
4.00
AR-NO
LINE L1 L2 L3 L4 L5 EO VR OBJECT CF PPI
OTHER-DOC
DESCRIPTION
..QUANTITY.. B PID
R TR1234 0001 85 20 00 00 000 BB 01 261000
TRAVEL REFUND
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 USER ID VENDOR-ID
DOC-NO
LINE AR-NO
LINE
85
C
R
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR34 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day (see next pages).
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
AR-NO and LINE
L1 L2 L3 L4 L5
EO
VR
Effective Date:
September 1, 2007
PPI
AR-GL
AR-EGL
GF, SF, FID
Supersedes:
2003
Chapter 17
Page 24
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
OBJECT
CF
EF
CLR
The following codes may not be deleted:
DOC-NO
AMOUNT
VENDOR-ID
CAT
GL
BE, IBI
STATE PROGRAM (If changed,
edited against the title file)
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
There is no NEXT line on the Single Update by Site screen. If another record(s) is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 25
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
34U Clearing Fund Receivable Receipts Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
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34U1
TR 34 - CLEARING FUND RECEIVABLES RECEIPTS
SINGLE UPDATE BY SITE
09/02/2007
14:13:15
DELETE:
VENDOR-ID
VN323232323001
....AMOUNT....
4.00
INVOICE
3770
CAT
YR
040000 00
AR-NO
R 1234
BI DOC-NO
C 600
LINE
DESCRIPTION
TRAVEL REFUND
GL
EGL EOB
77200
UNITS
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 BB 01 261000
TRN-DT
09022007
SUB-VENDOR-ID
OTHER-DOC
ECAT
GF SF FID
BE
IBI EF
50 2 050001 85200000 00
BPIN
LINE
0001
EP
GRANT
AR-GL
15100
AR-EGL
..QUANTITY..
B
GY CNTRT CY
CLR
STATE PROGRAM
020001 1112110000 000000
CF PPI
PID
OCA
AU
PROJECT ID
TIME
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 17
Page 26
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 18 ACCOUNTS PAYABLE TRANSACTIONS
Accounts Payable is defined by GAAFR as “a liability account reflecting amounts on open
account owing to private persons or organizations for goods and services received by a
government”. In FLAIR, accounts payable obligations are recorded with a TR80
(Unencumbered Payables) or TR81 (Encumbered Payables). Whenever a payable is
entered, it is simultaneously recorded on the Accounts Payable Subsidiary (8S). Through 8S,
payable items may be inquired on or updated.
Cash disbursements for Accounts Payables update the Accounts Payable Subsidiary by
reducing/removing the payable from the subsidiary. Corrections to a prior day’s payable
disbursements should be made through TR58 (Disbursement Corrections). See chapter 13.
These transactions are discussed in detail on the following pages.
Unencumbered Payables (TR80)
Encumbered Payables (TR81)
Accounts Payable Subsidiary (TR8S)
Payable Disbursements (TR53)
TR80 Unencumbered Payables
This transaction is used to record a liability (accounts payable) where no encumbrance has
been previously established. The most common accounting entry into the agency’s FLAIR
records is:
GL Code
Description
DR
7****
31***
35***
Expenditures
Payables or
Due to Governmental Units
X
CR
I/A
X
X
I
I
I
A positive amount is entered by the operator along with the Accounts Payable General ledger
Code (3****). The Expenditure General Ledger Code (7****) may be retrieved from the
Expansion Set record or entered by the operator. Both of these General Ledger Codes
appear on the input screen. The system generates the appropriate debit and credit to these
accounts.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When Unencumbered Payables are recorded, the Available Balance File is updated as
follows:
SF=1
Fund Cash
N/A*
Fund Release
N/A*
Organization Cash
N/A*
Organization Allotment - amount
SF=2,3
N/A*
N/A*
N/A*
- amount
SF=8
N/A*
N/A*
N/A*
- amount
*N/A = Not applicable
NOTE: Grant Allotment, Contract Allotment, and/or Project Allotment available balance
records will also be updated (same as Organization Allotment above). This update will take
place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input.
Inputting TR80 Transactions
Single Transaction Input
If a TYPE of “80” and a SEL code of “S” are entered on any screen, the Single Input Request
screen returns (see next pages). Procedures for the use of this screen are described below.
On line 6, the operator should enter the appropriate data in the following fields:
AP-NO
Accounts Payable Document number; required field.
L1 L2 L3 L4 L5
Organization Level to which the payable is to be recorded;
required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
If no request was made on line 21, the AP-NO requested processes. The system searches
the Accounts Payable Subsidiary for the Accounts Payable Document number input. If no
record is found for that Document number, the Single Input Vendor Request screen displays.
If the Accounts Payable Document number is found on the Subsidiary, the Single Input
screen displays (see next pages).
The Single Input Vendor Request screen is accessed when a new Accounts Payable is
entered. This screen is used to retrieve the necessary vendor information from the Vendor
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Files that is to be carried on the Accounts Payable Subsidiary. Procedures for the use of this
screen are described below.
On line 6, the data codes return from the previous screen. These fields are protected and
cannot be changed.
On line 11, the operator should enter the following data codes to request the necessary
vendor information to be retrieved from the Vendor File.
VENDOR-ID
Vendor Identification Number.
BF-ORG
Benefiting Organization.
BF-EO
Benefiting Expansion Option.
BF-OB
Benefiting Object Code.
BF-CAT
Benefiting Category.
BF-YR
Benefiting Appropriation Year.
VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT must be entered in one of the following
combinations.
a.
If VENDOR-ID is a SPURS, Regular, Employee, or Client Vendor, then only the
VENDOR-ID is entered.
b.
If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI)
indicating a JT transaction or a cash disbursement to a local fund, the benefiting
object (BF-OB) and benefiting category (BF-CAT) are both required and the BFOB must be a State Standard Object Code. All other benefiting data should be
left blank.
c.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),
expansion option (BF-EO), and object (BF-OB) must be input. When this data
is input, the system generates the Account Code in the VENDOR-ID field. If the
disbursing and receiving organizations are within the same operating level, the
system generates the Journal Transfer Receipt entries (TR99) during nightly
update. See chapter 14.
After completing this screen, the operator should then depress the ENTER key and the Single
Input screen (as seen on the top of page 9) displays the expanded transaction as input on the
Single Input Request screen. Procedures for the use of this screen are described below.
On line 3, AP-NO is protected and cannot be changed.
On line 5, L1 - L5, EO, VR, OBJECT, and PPI display from the previous screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
These fields are protected and cannot be changed.
Also on line 5 are the following fields ready for input:
RCV-DT
Received Date; required field.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification number; optional field.
On line 8, the following fields are ready for input:
AMOUNT
Transaction Amount; required field; only positive amounts
accepted.
VENDOR-ID
Vendor Identification number; protected field.
MC
Minority Vendor Classification; protected field.
VENDOR-NAME
Protected field.
TRN-DT
Transaction Date; defaults to current date if left blank.
OTHER-DOC
Other Document Number; optional field.
On line 11, the following fields display.
AP-GL
Accounts Payable General Ledger Code; required field.
AP-EGL
Accounts Payable External General Ledger Code; optional field.
INVOICE
Invoice Number; optional field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
B
Batch Character; optional field.
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB
Benefiting Object Code; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
BF-CAT/YR
Benefiting Appropriation Category/ Benefiting Appropriation Year;
protected fields.
On line 14, the following fields display. These fields are retrieved from the Expansion Set
record, but may be overridden (changed). These fields will be blank if an Expansion Set
record is not accessed and the data codes may be added.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
CF
Certified Forward Indicator; if used, “C” must be input.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 14 are retrieved from the Expansion Option record. These fields
may be overridden (changed), but if changed, the entered data code must be on the Title File.
EP
External Program; optional field.
GRANT
Grant number; optional field. If entered, edited against the Grant
Information File. If Grant Information File contains a *CSFA Code,
then edited against the Contract and Grant Title File.
GY
Grant Year; optional field.
CNTRT
Contract number; optional field. If entered, edited against the
Contract Information File. If Contract Information File contains a
*CSFA Code, then edited against the Contract and Grant Title
File.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
*Note: CSFA = Catalog State Financial Assistance.
On line 17, the following fields display. These data codes are retrieved from the Expansion
Option record and are protected (cannot be changed).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
EF
External Fund.
PROJECT ID
Project Identifier.
RVL
Revolving Fund Identifier.
Also displayed on line 17 are the following data codes pulled from the Expansion Option
record. They can be updated (changed):
BE
Budget Entity.
IBI
Internal Budget Indicator.
STATE-PROGRAM State Program Number.
On line 20, the following data codes are ready for input:
BPIN
Beginning Property Item Number; optional field.
COUNT
Property Item Counter; optional field; invalid if BPIN is blank.
UNITS
Optional field.
TIME
Optional field.
Line 21 or 22 may be used to transfer to a different screen. See chapter 8.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
The operator should then depress the ENTER key. The transaction processes and the
requested screen and transaction returns. If no request is made on line 21 or 22, the
transaction processes and a Single Input screen returns with all other data from the last
transaction except AMOUNT, QUANTITY, UNITS, TIME, AB, CF, YR, and BPIN displayed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
80S Unencumbered Payables Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
80S1
AP-NO
P
09/02/2007
TR 80 - UNENCUMBERED PAYABLES - SINGLE INPUT – REQUEST
L1 L2 L3 L4 L5
85
EO VR OBJECT
14:13:44
PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
80S Unencumbered Payables Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
80S2
AP-NO
P 11
09/02/2007
TR 80 - UNENCUMBERED PAYABLES - SINGLE INPUT - REQUEST
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 04 00 000 BB
380000
14:14:15
PPI
ENTER VENDOR OR BF-DATA:
VENDOR ID
BF-ORG
BF-EO
BF-OB
BF-CAT
BF-YR
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
80S Unencumbered Payables Single Input Screen 3
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
80S3
TR 80 - UNENC. PAYABLES - SINGLE INPUT
AP-NO P 100
L1 L2 L3 L4 L5 EO VR OBJECT PPI RCV-DT
DESCRIPTION
85 20 04 00 000 BB 05 380000
...AMOUNT....
VENDOR-ID
VN232323232001
AP-GL AP-EGL INVOICE
GF SF FID
BE
IBI
50 2 050001 85200000 00
BPIN
EP
GRANT
246B
EF STATE-PROGRAM
1112110000 000000
TRN-DT
BF-EO BF-OB
GY
14:20:24
SUB-VENDOR-ID
MC VENDOR-NAME
A ST.BNK
AB ..QUANTITY.. B PID BF-ORG
CAT
YR CF GL
EGL EOB ECAT
040000
77300
09/02/2007
CNTRT
AAAAA
PROJECT ID
CY
OTHER-DOC
BF-CAT/YR
OCA
AU
RVL
COUNT ...UNITS.... ...TIME...
TYPE
SEL
NEXT: AP-NO P 100
L1-L5 85 00 00 00 000 EO 74 VR 10 OBJECT 380000 PPI
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a Transaction Type of “80” and a Selection Code of “A” are entered on any screen, the
Multiple Input Request screen returns (see next pages). This screen is used to input up to
three transactions at a time with no Expansion File and/or Subsidiary data displayed.
On line 6, the operator should enter the AP-NO (Accounts Payable Document number). If no
request was made on line 21, the system searches the Accounts Payable Subsidiary for the
AP-NO input. If no record is found on for the payable number, the Multiple Input Vendor
Request screen returns. If the Accounts Payable Document number is found on the
Subsidiary, the Multiple Input screen returns (see next pages).
The Multiple Input Vendor Request screen is accessed when a new Accounts Payable is
entered. This screen is used to retrieve the necessary vendor information to be carried on
the Accounts Payable Subsidiary from the Vendor File. Procedures for the use of this screen
are described below.
On line 6, the AP-NO (Accounts Payable Document number) returns from the previous
screen. This field is protected and cannot be changed.
On line 11, the following fields are ready for input.
VENDOR-ID
Vendor Identification number; optional field.
BF-ORG
Benefiting Organization; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
BF-EO
Benefiting Expansion Option; optional field.
BF-OB
Benefiting Object Code; optional field.
BF-CAT
Benefiting Category; optional field.
BF-YR
Year of Benefiting Appropriation; defaults to “00” if left blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT must be entered in one of the following
combinations:
a.
If VENDOR-ID is a SPURS, Regular, Vendor, Employee Vendor, or Client
Vendor, then only the VENDOR-ID is entered.
b.
If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI)
indicating a JT transaction or a cash disbursement to a local fund, the benefiting
object (BF-OB) and benefiting category (BF-CAT) are both required and the BFOB must be a State Standard Object Code. All other benefiting data should be
left blank. When this data is input, the system will generate the Account Code in
the VENDOR-ID field.
c.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),
expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing
and receiving organizations are within the same operating level, the system will
generate the Journal Transfer Receipt entries (TR99) during nightly update.
See chapter 14.
The Multiple Input screen displays, as seen on page 16. This screen allows up to three
transactions to be entered. Procedures for the use of this screen are below.
On line 5, the operator will find the AP-NO, which is protected and cannot be changed.
On lines 10 - 21, the following data codes display.
L1 L2 L3 L4 L5
Organization Code; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
YR
Appropriation Year; defaults to “00” if left blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CF
Certified Forward Indicator; if used, “C” must be input.
PPI
Prior Period Indicator; defaults to current period if left blank.
RCV-DT
Received Date; required field.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
AMOUNT
Transaction Amount; required field; only positive amounts
accepted.
VENDOR-ID
Vendor Identification Number; protected field.
MC
Minority Vendor Classification; protected field.
VENDOR-NAME
Protected field.
TRN-DT
Transaction Date; required field; defaults to current date if left
blank.
OTHER-DOC
Other Document number; optional field.
AP-GL
Accounts Payable General Ledger Code; required field.
AP-EGL
Accounts Payable External General Ledger Code; optional field.
INVOICE
Invoice number; optional field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
B
Batch Character; optional field.
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB
Benefiting Object Code; optional field.
BF-CAT/YR
Benefiting Appropriation Category/ Benefiting Year; protected
fields.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The operator may use the “DUP” key in all fields except Organization L1, QUANTITY, and
AMOUNT.
Line 22 may be used to transfer to a different screen. See chapter 8.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
The operator should then depress the ENTER key. The transactions will be processed and
the requested screen and transaction displayed. If no entry is made on line 22, the payable is
added to the Accounts Payable Subsidiary and the Multiple Input screen returns with lines 10
- 12 completed with the data from the last transaction except AMOUNT, and QUANTITY, AB,
CF, and YR.
80A Unencumbered Payables Multiple Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
80A1
09/02/2007
TR 80 - UNENCUMBERED PAYABLES - MULTIPLE INPUT – REQUEST
14:20:57
AP-NO
P 100
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
80A Unencumbered Payables Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
80A2
09/02/2007
TR 80 - UNENCUMBERED PAYABLES - MULTIPLE INPUT - REQUEST
14:21:09
AP-NO
P 100
ENTER VENDOR OR BF-DATA:
VENDOR ID
BF-ORG
BF-EO
BF-OB
BF-CAT
BF-YR
PPI
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
80A Unencumbered Payables Multiple Input Screen 3
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
80A3
09/02/2007
TR 80 - UNENCUMBERED PAYABLES - MULTIPLE INPUT
14:21:30
AP-NO P 100
L1 L2 L3 L4 L5 EO VR OBJECT YR CF PPI RCV-DT DESCRIPTION
SUB-VENDOR-ID
...AMOUNT.... VENDOR-ID
MC VENDOR-NAME
TRN-DT OTHER-DOC
AP-GL AP-EGL INVOICE
AB ..QUANTITY.. B PID BF-ORG
BF-EO BF-OB BF-CAT/YR
85
VN232323232001
A
ST.BNK
VN232323232001
A
ST.BNK
VN232323232001
A
ST.BNK
85
85
NEXT: AP-NO P 100
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR80 Transactions
If a TYPE of “80” and a SEL code of “I” or “M” are entered on any screen, the Single Inquiry
by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display
(see next pages).
The operator will find his/her organization security clearance displayed along with the data
codes available for search criteria. Data Codes to be entered as search criteria include
Organization Code, USER ID, GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, AP-NO,
and LINE. Only transactions within the operator’s site and meeting the search criteria will be
displayed. If a data code is not entered all TR80 transactions within the operator’s site
display in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry returns. On Multiple Inquiry, the first three entries on the
file meeting the search criteria return (see next pages). The requested accounting entries
display as they appear on the Daily Input File. This data is protected and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria displays.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
80I Unencumbered Payables Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
80I1
09/02/2007 09:22:41
TR 80 - UNENCUMBERED PAYABLES - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
USER ID
BF-EO
GF SF FID
AP-NO
P
BE
IBI
VENDOR-ID
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
80I Unencumbered Payables Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
80I2
TR 80 - UNENC PAYABLES - SINGLE INQUIRY BY SITE 09/02/2007 14:21:53
AP-NO P 225
0001
L1 L2 L3 L4 L5 EO VR OBJECT PPI RCV-DT
DESCRIPTION
SUB-VENDOR-ID
85 10 02 02 213 00 02 261000
...AMOUNT....
25.00
VENDOR-ID
VN232323232001
AP-GL AP-EGL INVOICE
31100
AB ..QUANTITY.. B PID BF-ORG
CAT
YR CF GL
EGL EOB ECAT
040000 00
71100
GF SF FID
BE
IBI
10 1 000001 85100000 00
BPIN
MC VENDOR-NAME
A ST.BANK
EP
GRANT
EF STATE PROGRAM
1112110000 000000
TRN-DT
OTHER-DOC
08/30/2007
BF-EO BF-OB
GY
CNTRT
PROJECT ID
CY
BF-CAT/YR
OCA
AU
RVL
COUNT ...UNITS.... ...TIME...
TYPE
SEL
L1 L2 L3 L4 L5
USER ID GF SF FID
BE
IBI VENDOR-ID
AP-NO
LINE
85
P
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
80M Unencumbered Payables Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
80M1
09/02/2007 14:22:18
TR 80 - UNENCUMBERED PAYABLES - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
USER ID
BF-EO
AP-NO
P
GF SF FID
BE
IBI
VENDOR-ID
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
80M Unencumbered Payables Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
80M2
TR 80 - UNENC PAY - MULTIPLE INQUIRY BY SITE 09/02/2007 14:22:26
AP-NO P 200
X LINE L1 L2 L3 L4 L5 EO VR OBJECT YR PPI CF DESCRIPTION
SUB-VENDOR-ID
....AMOUNT.... VENDOR-ID
MC VENDOR-NAME
TRN-DT
OTHER-DOC
AP-GL AP-EGL INVOICE
AB ..QUANTITY.. B PID BF-ORG BF-EO BF-OB BF-CAT/YR
0001 85 20 04 00 000 74 09 380000
15.00 VF592197603003
31100
00
SUPPLIES
A A&D OFFICE
08/29/2007
0002 85 00 00 00 000 74 09 380000
15.00 VN232323232001
31100
00
A ST. BANK
08/29/2007
0003 85 00 00 00 000 74 09 380000
16.50 VF592197603003
31100
00
PENS
A A&D OFFICE
08/29/2007
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
AP-NO
LINE
85
P
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR80 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day. TR8S Update screens is used to make corrections to
TR80 entries entered on a prior day. (See next pages.)
The operator may access the Single Update by Site screen in two ways:
1.
2.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
AP-NO and LINE
L1 L2 L3 L4 L5
EO
VR
EF
VENDOR-ID
VENDOR-NAME
BF-CAT/YR
GF, SF, FID
OBJECT
MC
RVL
The following codes may not be deleted:
AMOUNT
CAT
STATE PROGRAM
AP-GL
GL
BE & IBI
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry
used to access the Update screen.
There is no NEXT line on the Single Update by Site screen. If other records are to be
updated, then the operator must first retrieve each record in Inquiry and follow the procedures
outlined on page 17.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
80U Unencumbered Payables Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
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18
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20
21
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80U1
09/02/2007 14:22:41
TR 80 - UNENC PAYABLES - SINGLE UPDATE BY SITE
DELETE
AP-NO P 200
0002
L1 L2 L3 L4 L5 EO VR OBJECT PPI
DESCRIPTION
SUB-VENDOR-ID
85 00 00 00 000 74 09 380000
FOLDERS
...AMOUNT....
15.00
VENDOR-ID
VF592197603003
AP-GL AP-EGL INVOICE
31100
CAT
YR
040000 00
AB ..QUANTITY.. B PID BF-ORG
GL
EGL EOB ECAT
71100
GF SF FID
BE
IBI
20 2 020001 85100000 00
BPIN
MC VENDOR-NAME
A A&D OFFICE
EP
GRANT
246A
EF STATE PROGRAM
1112110000 000000
COUNT ...UNITS....
TRN-DT
OTHER-DOC
08292007
BF-EO BF-OB
GY
CNTRT
AAAAA
PROJECT ID
CY
BF-CAT/YR
OCA
AU
RVL
...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR81 Encumbered Payables
This transaction is used to record a liability (accounts payable) where an encumbrance has
been previously established. The most common accounting entry into the agency’s FLAIR
records is as follows:
GL Code
Description
DR
7****
31***
35***
Expenditures
Payables or
Due to Government Units
X
CR
X
X
I/A
I
I
I
The system also generates the following entry to remove the Encumbrance from the General
Ledger.
GL Code
98100
94100
Description
DR
Budget Fund Bal. Res. for Encumbrances
Encumbrances
X
CR
I/A
X
A
A
A positive amount is entered by the operator along with the Accounts Payable General
Ledger Code (3****). The Expenditure General Ledger Code (7****) may be retrieved from
the Expansion Set record or entered by the operator. Both General Ledger Codes appear on
the input screen. The system generates the appropriate debit and credit to these accounts.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When Encumbered Payables are recorded the Available Balance File updates as follows:
SF=1
Fund Cash
Fund Release
Organization Cash
Organization Allotment
N/A*
N/A*
N/A*
+/- diff.
SF=2,3
N/A*
N/A*
N/A*
+/- diff.
SF=8
N/A*
N/A*
N/A*
+/- diff.
*N/A = Not applicable
Diff. = The difference between the Encumbrance amount and the Payable amount.
NOTE: Grant Allotment, Contract Allotment, and/or Project Allotment Available Balance
records will also be updated (same as Organization Allotment above). This update will take
place only if the GRANT, CONTRACT, and/or PROJECT ID fields are input.
Inputting TR81 Transactions
Single Transaction Input
If a TYPE of “81” and a SEL code of “S” are entered on any screen, the Single Input Request
screen returns (see next pages). Procedures for the use of this screen are described below.
The following fields are displayed on this screen. The operator must enter the AP-NO, ENNO, and LINE.
AP-NO
Accounts Payable Document Number; required field.
EN-NO
Encumbrance Document Number; required field.
LINE
EN-NO Line Number; required field.
The operator should leave the following fields blank unless the payable data differs from the
originally established encumbrance. To record any of this data different from the
encumbrance record, the operator should tab to the appropriate field(s) and input the new
data.
L1 L2 L3 L4 L5
Organization Code; optional field.
EO
Expansion Option; optional field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field.
PPI
Prior Period Indicator; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 18
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
If no request was made on line 22, the system searches the Accounts Payable Subsidiary for
the AP-NO input, and the Single Input Vendor Request screen returns (see next pages). This
screen is used to retrieve from the Accounts Payable Subsidiary and the Encumbrance
Subsidiary the vendor data recorded on those respective files. A vendor should be entered
on the screen only if the payable vendor is different from the one carried on the Encumbrance
Subsidiary.
On line 7, the data codes return from the previous screen. These fields are protected and
cannot be changed.
On line 12, the Payables Vendor or Benefiting Data display. These fields are protected. If
there is no Payable on the Accounts Payable Subsidiary with the same AP-NO as entered,
this line remains blank.
On line 18, the operator should enter the following data codes to change the Encumbrance
vendor information to be the same as what is carried on the Accounts Payable Subsidiary.
VENDOR-ID
Vendor Identification Number; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB
Benefiting Object Code; optional field.
BF-CAT
Benefiting Category; optional field.
BF-YR
Benefiting Appropriation Year; optional field.
VENDOR-ID, BF-ORG, BF-EO, BF-OB, and BF-CAT must be entered in one of the following
combinations.
a.
If VENDOR-ID is a SPURS, Regular , Employee , or Client Vendor, then only
the VENDOR-ID is entered.
b.
If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI)
indicating a Journal Transfer transaction or a cash disbursement to a local fund,
the Benefiting Object Code (BF-OB) and Benefiting Category (BF-CAT) are
both required, and the BF-OB must be a State Standard Object Code. All other
benefiting data should be left blank.
If the VENDOR-ID is left blank, the Benefiting Organization (BF-ORG), Expansion Option
(BF-EO), and Object Code (BF-OB) must be input. When this data is input, the System will
generate the Account Code in the VENDOR-ID field. If the disbursing and receiving
organizations are within the same operating level, the system will generate the Journal
Transfer Receipt entries (TR99) during nightly update. See chapter 14.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 19
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The operator should depress the ENTER key and the Single Input screen returns (see next
pages). Procedures for the use of this screen follow.
On line 3, the AP-NO displays and is protected.
On line 5, EN-NO, LINE, L1 - L5, EO, VR, OBJECT, and PPI are retrieved from the request
screen. L1 - L5, EO, VR, and OBJECT are retrieved from the Encumbrances Subsidiary if no
data was input into these fields on the request screen.
Also on line 5, the following fields display.
MBI
Memo/Blank Indicator; from Encumbrance Subsidiary; protected
field.
F
Final Payment Indicator; enter “F” when final payment of
Encumbrance is being recorded.
RCV-DT
Received Date; required field.
OTHER-DOC
Other Document number; optional field.
On line 8, the operator will find the following fields ready for input.
AMOUNT
Transaction Amount; required field; only positive amounts
accepted.
VENDOR-ID
Vendor Identification Number; protected field.
MC
Minority Vendor Classification; protected field.
TRN-DT
Transaction Date; defaults to current date if left blank.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
On line 11, the following fields are ready for input.
AP-GL
Accounts Payable General Ledger Code; required field.
AP-EGL
Accounts Payable External General Ledger Code; optional field.
INVOICE
Invoice Number; optional field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 20
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
B
Batch Character; optional field.
PID
Product Identifier; optional field.
Also on line 11, BF-ORG, BF-EO, BF-OB, BF-CAT, and BF-YR display as retrieved from the
previous screen. Of these fields, BF-CAT, and BF-YR (BF-CAT/YR) are protected.
On line 14, the following fields display. These fields are retrieved from the Expansion Set
record but may be overridden (changed). These fields will be blank if an Expansion Set
record is not accessed, but the data codes may be added.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 14 are retrieved from the Expansion Option record. These fields
may be overridden (changed), but if changed, the entered data code must be on the Title File.
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered, edited against the Grant
Information File. If Grant Information File contains a *CSFA Code,
then edited against the Contract and Grant Title File.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field. If entered, edited against the
Contract Information File. If Contract Information File contains a
*CSFA Code, then edited against the Contract and Grant Title
File.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
* Note: CSFA = Catalog State Financial Assistance
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 21
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 17, the operator finds the following fields display. These data codes are retrieved
from the Expansion Option record and are protected (cannot be changed).
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity.
IBI
Internal Budget Indicator.
EF
External Fund.
STATE-PROGRAM State Program number.
PROJECT ID
Project Identifier.
RVL
Revolving Fund Identifier.
On line 20, the following fields are ready for input:
BPIN
Beginning Property Item Number; optional field.
COUNT
Property Item Counter; optional field; invalid if BPIN is blank.
UNITS
Optional field.
TIME
Optional field.
Line 21 or 22 may be used to transfer to a different screen. See chapter 8.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
The operator should then depress the ENTER key. The transaction processes and the
requested screen and transaction returns. If no request is made on lines 21 or 22, the
transaction will be processed and a Single Input screen returns with all other data from the
last transaction except AMOUNT, QUANTITY, UNITS, TIME, AB, and BPIN displayed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 22
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
81S Encumbered Payables Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
81S1
09/02/2007
14:23:31
TR 81 - ENCUMBERED PAYABLES - SINGLE INPUT – REQUEST
AP-NO
P
EN-NO
LINE
L1 L2 L3 L4 L5
EO VR OBJECT
PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
81S Encumbered Payables Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
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17
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20
21
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81S2
09/02/2007
14:23:53
TR 81 - ENCUMBERED PAYABLES - SINGLE INPUT – REQUEST
AP-NO
P 300
EN-NO
E 888
LINE
0001
L1 L2 L3 L4 L5
EO VR OBJECT
PPI
PAYABLES VENDOR - BF-DATA:
VENDOR-ID
BF-CAT BF-YR
OVERRIDE ENCUMBRANCE VENDOR OR BF-DATA, IF REQUIRED:
VENDOR ID
VF599876543001
BF-ORG
BF-EO
BF-OBJ
BF-CAT
BF-YR
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 23
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
81S Encumbered Payables Single Input Screen 3
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
81S3
TR81- ENCUMBERED PAYABLES-SINGLE INPUT
09/02/2007 14:24:07
AP-NO P 300
EN-NO
LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI RCV-DT
OTHER-DOC
E 888
0001
85 00 00 00 000 00 10 380000
...AMOUNT.... VENDOR-ID
VF599876543001
AP-GL
AP-EGL INVOICE
CAT
YR
040000 00
MC
A
TRN-DT
AB ..QUANTITY.. B PID
GL
EGL EOB
71100
ECAT
EP
GRANT
246B
GF SF FID
BE
IBI EF STATE-PROGRAM
20 2 020001 85100000 00
1112110000 000000
BPIN
COUNT
...UNITS....
DESCRIPTION
SUPPLIES
BF-ORG
SUB-VENDOR-ID
BF-EO BF-OB
GY
PROJECT
CNTRT CY
AAAAA
ID
BF-CAT/YR
OCA
AU
RVL
...TIME...
AP-NO
EN-NO
LINE
L1 L2 L3 L4 L5 EO VR OBJECT PPI
TYPE
SEL
P 300
E 888
0001
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR81 Transactions
Single Transaction Inquiry
If a TYPE of “81” and a SEL code of “I” are entered on any screen, the Single Inquiry by Site
Request screen displays (see next pages).
The operator’s organization security clearance displays along with the data codes available
for search criteria. Data Codes to be entered as search criteria include Organization Code,
USER I.D., GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, AP-NO, AND LINE. Only
transactions within the operator’s site and meeting the search criteria will be displayed. If a
data code is not entered, all TR81 transactions within the operator’s site display in L2 - L5
order.
After completing the Request screen, the operator should depress the ENTER key. The
requested entry returns on the Single Inquiry by Site screen (see next pages). The requested
accounting entries appear on the Daily Input File. This data is protected and cannot be
changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria displays.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 24
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
81I Encumbered Payables Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
81I1
09/02/2007 14:24:35
TR 81 - ENCUMBERED PAYABLES - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
USER ID
BF-EO
AP-NO
P
GF SF FID
BE
IBI
VENDOR-ID
LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 25
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
81S Encumbered Payables Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
81I2
TR81 - ENCUMBERED PAYABLES-SINGLE INQUIRY 09/02/2007 14:24:44
AP-NO P 400
0001
EN-NO
LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI RCV-DT
OTHER-DOC
E 16
0001
C 85 00 00 00 000 00 10 511000
08282007
...AMOUNT.... VENDOR-ID
34.43 VF591675944001
AP-GL
31100
AP-EGL INVOICE
CAT
YR
040000 00
MC TRN-DT
A
AB ..QUANTITY.. B PID
GL
EGL EOB
71100
ECAT
EP
DESCRIPTION
OCO-BOOKS
BF-ORG
GRANT
246B
GF SF FID
BE
IBI EF STATE PROGRAM
20 2 020001 85100000 00
1112110000000000
BPIN
COUNT
...UNITS....
GY
SUB-VENDOR-ID
BF-EO BF-OB
CNTRT CY
AAAAA
PROJECT ID
25356
BF-CAT/YR
OCA
AU
RVL
...TIME...
TYPE
SEL
L1 L2 L3 L4 L5
GF SF FID
BE
IBI VENDOR-ID
AP-NO
LINE
85
P
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR81 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day. TR8S Update screens should be used to make
corrections to TR80 entries entered on a prior day. (TR8S is discussed later in this chapter.)
The operator accesses the Single Update by Site screen by retrieving, in Single Inquiry, the
record to be changed; putting a “U” in the SEL field at the bottom of the screen, and
depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
AP-NO and LINE
EN-NO and LINE
MBI
L1 L2 L3 L4 L5
EO
VR
OBJECT
Effective Date:
September 1, 2007
VENDOR-ID
MC
BF-CAT/YR
GF, SF, FID
EF
RVL
Supersedes:
2003
Chapter 18
Page 26
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The following codes may not be deleted, but may be changed:
AMOUNT
AP-GL
CAT
GL
BE & IBI
STATE PROGRAM
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry
used to access the Update screen.
There is no NEXT line on the Single Update by Site screen. If another record is to be
updated, then the operator must first retrieve the record in Inquiry and then retrieve the
update screen as outlined in this chapter.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
81U Encumbered Payables Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
81U1
09/02/2007
TR 81 - ENCUMBERED PAYABLES - SINGLE UPDATE BY SITE
DELETE:
AP-NO
LINE
P400
0001
EN-NO
E16
LINE MBI F
0001
....AMOUNT.... VENDOR-ID
34.43
VF591675944001
AP-GL
31100
AP-EGL INVOICE
CAT
YR
040000 00
L1 L2 L3 L4 L5 EO VR OBJECT PPI OTHER-DOC
85 00 00 00 000 00 10 511000
MC TRN-DT
DESCRIPTION
A 08282007 OCO-BOOKS
AB ..QUANTITY.. B PID
GL
EGL EOB
71100
ECAT
EP
GRANT
246B
GF SF FID
BE
IBI EF STATE-PROGRAM
20 2 020001 85100000 00
1112110000 000000
BPIN
COUNT
...UNITS....
14:25:18
BF-ORG
GY
SUB-VENDOR-ID
BF-EO BF-OB
CNTRT CY
AAAAA
PROJECT ID
25364
BF-CAT/YR
OCA
AU
RVL
...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 27
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR8S Accounts Payable Subsidiary
The Accounts Payable Subsidiary is an on-line auxiliary ledger that maintains a record for
each outstanding Accounts Payable. A record is created on the Accounts Payable Subsidiary
when a payable is entered through TR80 or 81. For each payable record, a line number is
system generated. This allows agencies to recall and/or update a specific line item within a
payable. The Subsidiary is updated immediately when an entry is made through TR80, 81, or
8S, or when a Payable Disbursement is made through TR53 or 54.
TR80 or 81 Update is used to update or delete Payable records entered on the current day.
Since these transactions have not yet updated the Detail or Master Files, the original entry is
retrieved from the Daily Input File and the correcting data is entered. This updates the Daily
Input File and simultaneously corrects the Accounts Payable Subsidiary.
The subsidiary 8S Update is used to correct transactions that have already updated the Detail
and Master Files. Since these transactions are not on the Daily Input File, they are retrieved
from the Accounts Payable Subsidiary. Corrections to non-quantitative fields are entered;
however, corrections to quantitative fields are entered as the net change, i.e. AMT CHANGE
and QTY CHANGE. This creates a reversing entry to back-out the existing payable record
and an entry to record the corrected payable. These generated entries can be viewed
through TR80 Inquiry. The net effect of the change(s) to the subsidiary record is recorded on
the Accounts Payable Subsidiary and can be inquired into through TR8S Inquiry.
When recording a Payable Disbursement, the operator is required to enter the payable
document and line number. This identifies the specific line item within the payable that will be
reduced or removed by the expenditure transaction. If the entire payable is to be removed
from the Accounts Payable Subsidiary, a Final Payment Indicator should be recorded on the
expenditure entry. This removes the entire Payable regardless of whether the expenditure
and payable entries are the same. To cancel a payable without paying it, the operator should
delete the payable through TR8S Update. This causes that record to drop from the
Subsidiary during nightly update.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 28
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Examples of the entries generated to the Accounts Payable Subsidiary by using TR8S
Update are given below.
To correct an Object Code on an Accounts Payable for $1000.00:
Object
GL Code
Description
DR
240000
3****
Payables
240000
7****
Expenditures
This reverses the entry with wrong object code.
Object
GL Code Description
CR
1000
1000
DR
340000
7**** Expenditures
1000
340000
3**** Payables
This enters the transaction with correct Object Code.
CR
1000
Both of these entries are generated when the operator types over Object Code 240000 with
Object Code 340000. The AMT CHANGE field is left blank when there is no correction to the
amount. The LINE AMOUNT field is used in the generated entries to reverse out the existing
payable record and to record the corrected payable record.
To reduce the Amount of a $1500.00 Accounts Payable by $500.00:
GL Code
Description
DR
3****
Payables
7****
Expenditures
This reverses the original entry.
GL Code
1500
Description
DR
7****
Expenditures
1000
3****
Payables
This enters the transaction with the corrected dollar amount.
CR
1500
CR
1000
Both of these entries are generated when the operator types $500 in the AMT CHANGE field
as a negative amount.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 29
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When the Accounts Payable Subsidiary is updated through TR8S Update, the Available
Balance File is updated as follows:
SF=2,3
SF=1
Fund Cash
Fund Release
Organization Cash
Organization Allotments
N/A*
N/A*
N/A*
+/-amount
N/A*
N/A*
N/A*
+/-amount
SF=8
N/A*
N/A*
N/A*
+/-amount
* N/A = Not Applicable
+/- = Increase/decrease by amount entered in BAL CHANGE field.
Grant Allotment, Contract Allotment, and/or Project Allotment available balance records will
also be updated (like Organization Allotment above). This update will take place only if the
GRANT, CONTRACT and/or PROJECT ID fields are input.
Inquiring into the Accounts Payable Subsidiary
If a TYPE of “8S” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry
Request screen (“I”) or Multiple Inquiry Request screen (“M”) 40 and 41 returns. (See next
pages.) Procedures for the use of these screens are described below.
The operator’s organization security clearance displays along with the appropriate data codes
to request the Accounts Payable record to be retrieved from the Accounts Payable
Subsidiary. The data codes available as search criteria include Organization Code, AP-NO,
LINE, PPI, CATEGORY, VENDOR-ID, BF-ORG, and BF-EO. Only transactions meeting the
entered search criteria display. If a data code is not entered, all payables display, beginning
with the first record within the user’s security clearance.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested transaction returns with its fully expanded data on the Single
Inquiry screen. On Multiple Inquiry, the first four payables on the file meeting the search
criteria display (See next pages). These entries display as they appear on the Accounts
Payable Subsidiary Ledger. These lines are protected and cannot be changed.
The “F” (in the F field, Final Payment Indicator) is used to indicate if a payable has been
marked for final payment, reduced to a zero or negative amount, or deleted through 8S
Update. The available indicators are:
C-
Paid in full or overpaid and the payable line item will be cleared from the file
during nightly update unless you're in dual month processing. When in dual
month processing, these payables will remain on the file until the prior month is
closed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 30
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
D-
Deleted through 8S update and the payable line item will be cleared from the file
during nightly update.
F-
The payable line item was marked as a final payment and will be cleared from
the file during nightly update.
The TYPE/SEL fields may be used to transfer to a different screen. See chapter 8.
If no request is made to transfer to another screen, the next entry/entries on file
meeting the original search criteria display.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
8SI Accounts Payable Subsidiary Ledger Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
8SI1
09/02/2007 14:25:41
8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - SINGLE INQUIRY - REQUEST
L1 L2 L3 L4 L5
85
AP-NO
P
LINE
PPI CAT
VENDOR-ID
BF-ORG
BF-EO
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 31
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
8SI Accounts Payable Subsidiary Ledger Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
8SI2
8S - ACCTS PAY SUBSIDIARY LEDGER - SINGLE INQUIRY 09/02/2007 14:25:51
AP-NO
LINE L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION
SUB-VENDOR-ID
P 2121
0001 85 10 01 01 211 01 06 261000
TRAVEL
E111111111
F
..LINE AMOUNT.
98.56
VENDOR-ID
VN232323232001
AP-GL AP-EGL INVOICE
31100
A90
MC
A
..QUANTITY.. PID EN-NO
30.00
E 111
CAT
YR CF NCF GL
EGL EOB ECAT
040000 00
71100
GF SF FID
BE
IBI
20 2 010001 85100000 00
EF
BPIN
BF-EO
COUNT
BF-CAT BF-YR
BF-ORG
VENDOR-NAME
ST.BANK
LINE AP-DT
AC-DT
RCV-DT
0001 09022007 09022007 08282007
EP GRANT
246A
STATE PROGRAM
1112110000 000000
GY
CNTRT CY
AAAAA
PROJECT ID
OCA
AU
RVL
BF-OB
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5
AP-NO
LINE PPI CAT
VENDOR-ID
BF-ORG BF-EO
85
P
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
8SM Accounts Payable Subsidiary Ledger Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
8SM1
09/02/2007 14:26:06
8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - MULTIPLE INQUIRY - REQUEST
L1 L2 L3 L4 L5
85
AP-NO
P
LINE PPI CAT
VENDOR-ID
BF-ORG
BF-EO
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 32
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
8SM Accounts Payable Subsidiary Ledger Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
8SM2
09/02/2007 14:26:14
8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - MULTIPLE INQUIRY
AP-NO
...BALANCE.... PPI
VENDOR-NAME ST.BANK
MC BFCAT/YR
P 2121
98.56
VENDOR-ID VN232323232001
A
X LINE F L1 L2 L3 L4 L5 EO VR OBJECT YR CF NCF DESCRIPTION
SUB-VENDOR-ID
..LINE AMOUNT.
AP-GL /EGL INVOICE
AP-DT
RCV-DT
AC-DT
BF-ORG
BF-EO
BF-OB
0001
85 10 01 01 211 01 06 261000 00
TRAVEL
E111111111
98.56 31100
A90
09/02/2007 08/28/2007 09/02/2007
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 AP-NO
LINE PPI CAT
VENDOR-ID
BF-ORG
BF-EO
85
P
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating the Accounts Payable Subsidiary
If a TYPE of “8S” and a SEL of “U” are entered on any screen, the Single Update Request
screen returns. (See next pages.) This screen is used to make corrections to payables
entered to the subsidiary on a prior day (i.e. transactions not on the Daily Input File).
Procedures for the use of this screen follow.
On line 6, the operator should enter the Accounts Payable Document number and Line.
The requested payable returns on the 8S Accounts Payable Subsidiary Single Update
screen, as shown on the top of page 45. The DELETE field is available to delete an entry
from the Subsidiary. To delete the payable record enter a “D” in this field and depress the
ENTER key. The record is removed from the file. Also displayed on line 5 is PPI (Prior
Period Indicator) which may be changed by overriding the displayed data. To change L2 L3
L4 L5, EO, VR, and/or OBJECT tab to the appropriate fields on line 11 and enter the correct
data. All other data fields displayed on this screen are protected and cannot be changed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 33
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Once the operator has made the necessary changes on this screen, he/she should depress
the ENTER key. The system returns a second single update screen. The data codes on this
screen that may not be updated are:
AP-NO & LINE
L1 L2 L3 L4 L5
VR
PPI
VENDOR-ID
VENDOR NAME
EN-NO
GF, SF, FID
EF
F
EO
OBJECT
LINE AMOUNT
BF-CAT
BF-YR
QUANTITY
AC-DT
BE & IBI
RVL
Line 22 may be used to transfer to a different screen. See chapter 8. If no request is made
on line 22, the system defaults to the Multiple Inquiry screen with the updated record listed
first.
If the operator needs to change the vendor data, a line number of “0000” should be entered
and the Single Update screen returns. The operator may tab to the appropriate data on line
11 to indicate a vendor change. Fields available for update include:
Vendor-ID
BF-CAT
BF-YR
BF-ORG
BF-EO
BF-OBJ
Line 21 or 22 may be used to transfer to a different screen. See chapter 8. If the vendor data
has been changed and no request is made on line 21 or 22, the system defaults to the
Accounts Payable Subsidiary Ledger Single Update screen (see next pages).
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 34
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
8SU Accounts Payable Subsidiary Ledger Single Update Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
8SU1
09/02/2007 14:26:44
8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - SINGLE UPDATE - REQUEST
AP-NO
P
LINE
PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
8SU Accounts Payable Subsidiary Ledger Single Update Screen 2 (vendor number or
benefiting data override)
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
8SU2
AP-NO
P 130
09/02/2007
8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - SINGLE UPDATE
14:26:26
LINE
0000
OVERRIDE PAYABLE VENDOR AND BF-DATA, IF DESIRED:
VENDOR ID
VN232323232001
BF-CAT BF-YR BF-ORG
BF-EO BF-OBJ VENDOR-NAME
ST. BANK
NEXT:
AP-NO
LINE PPI
TYPE
SEL
P 131
0001 M
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 35
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
8SU Accounts Payable Subsidiary Ledger Single Update Screen 3 (ORG, EO, VR, or
OBJECT changes)
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
8SU3
09/02/2007
8S - ACCOUNTS PAYABLE SUBSIDIARY LEDGER - SINGLE UPDATE
DELETE:
AP-NO
P 2121
14:26:26
PPI:
LINE
0001
L1 L2 L3 L4 L5 EO VR OBJECT
85 10 01 01 211 01 06 261000
CHANGE
L1 L2 L3 L4 L5
85
VENDOR-ID
VN232323232001
EO VR OBJECT
IF DESIRED
BF-CAT BF-YR VENDOR-NAME
ST.BANK
GF SF FID
BE
IBI EF RVL
20 2 010001 85100000 00
AP-DT
09/02/2007
DESCRIPTION
TRAVEL
AC-DT
09/02/2007
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
8SU Accounts Payable Subsidiary Ledger Single Update Screen 4
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
8SU4
AP-NO
P 2121
8S-ACCTS PAY SUBSIDIARY - SINGLE UPDATE
LINE F L1 L2 L3 L4 L5 EO VR OBJECT P DESCRIPTION
0001
85 10 01 01 211 01 06 261000
TRAVEL
..LINE AMOUNT. ..AMT CHANGE.. VENDOR-ID
98.56
VN232323232001
AP-GL
31100
09/02/2007
AP-EGL
INVOICE
A90
AB ..QUANTITY..
30.00
AC-DT
CAT
YR CF GL
EGL EOB ECAT
09022002 040000 00
71100
.QTY.CHANGE. PID
EP GRANT
246A
EN-NO
E 111
AP-DT
09022007
GY CNTRT CY OCA
AAAAA
PROJECT ID
BPIN
RCV-DT
08282002
BF-EO BF-OBJ
SUB-VENDOR-ID
E111111111
BF-CAT/YR VENDOR-NAME
ST.BANK
GF SF FID
BE
IBI EF STATE PROGRAM
20 2 010001 85100000 00
1112110000 000000
COUNT BF-ORG
14:28:26
RVL
AU
TRN-DT
NEXT: AP-NO P
LINE
PPI
TYPE
SEL
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 36
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR53 Payable Disbursements
This transaction is used to record cash disbursements where a payable has previously been
established. The entries to remove/reduce the payable from the Accounts Payable
Subsidiary and to record the cash disbursement are below.
Reversal of the Payable Established in TR80 or TR81:
GL Code
Description
DR
31***
35***
7****
Payables or
Due to Governmental Units
Expenditures
X
X
CR
I/A
X
A
A
A
CR
I/A
X
X
X
I
A
A
A
Records the Expenditure and Actual Disbursement of Cash:
S.F.
GL Code
Description
DR
Expenditures
Unexpended G/R Release or
Released Cash in Treasury or
Cash in Bank
X
1
2
8
7****
13100
12200
11200
When Payable Disbursements are recorded, the Available Balance File is updated as follows:
SF=1
Fund Cash
Fund Release
Organization Cash
Organization Allotment
N/A*
- amount
N/A*
+/- Diff.
SF=2,3
- amount
- amount
- amount
+/- Diff.
SF=8
- amount
N/A*
- amount
+/- Diff.
*N/A = Not applicable
Diff. = difference between payable amount and disbursement amount.
amount = amount of the actual cash disbursement.
Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (same as
Fund Cash and Organization Allotment above). This update will take place only if the
GRANT, CONTRACT, and/or PROJECT ID fields are input.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 37
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inputting TR53 Transactions
Single Transaction Input
If a TYPE of “53” and a SEL Code of “S” are entered on any screen, the Single Input Request
screen returns (see next pages). This screen is used to enter a single transaction at a time
with its Expansion File or Subsidiary data displayed. Procedures for the use of this screen
are described below.
On line 6, the following fields display. The operator must enter the AP-NO and LINE.
AP-NO
Accounts Payable Document number; required field.
LINE
Accounts Payable Document line number; required field.
The operator should leave the following fields blank unless the disbursement data differs from
the originally established payable. To record any of this data different from the payable
record, the operator should tab to the appropriate field(s) and input the new data.
L1 L2 L3 L4 L5
Organization Level to which the payable is to be recorded;
optional field.
EO
Expansion Option; optional field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field.
If no request is made on line 22, the Single Input screen returns the expanded transaction as
requested on the Single Input Request screen (see next pages). Procedures for the use of
this screen are described below.
On line 5, the cursor will be positioned in the Final Payment Indicator field (F). An “F” should
be entered here when recording the final payment of a payable. The fields displayed from the
previous screen, the Accounts Payable Subsidiary, and/or the Expansion Files are protected
and cannot be changed.
Also displayed on line 5 are:
CF
Certified Forward Indicator; optional field; if used “C” must be
input.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 38
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 8, the following fields are ready for input.
AMOUNT
Transaction Amount; required field; only positive amounts
accepted.
VENDOR-ID
Vendor Identification Number; required field; may be overridden.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YYYY
defaults to current year but may be overridden. Where goods or
services have been delivered prior to the entry of the transaction
into FLAIR, enter the latter of the date the invoice is received or
the goods or services are received, inspected and approved for
payment. Where an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(00000000). Please refer to Section 215.422, Florida Statutes, or
Chapter 3A-24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
G
Grouping Character; optional field.
VOUCH-NO
Voucher Number; required if BI = X.
LINE
Voucher Line Number; optional field – required if VOUCH-NO is
assigned.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document Number; optional field.
B
Batch Character; optional field.
On line 11, the following fields display ready for input.
INVOICE
Invoice Number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
Local Fund Check Number; required if BI = $ or C.
CK-DT
Local Fund Check Date; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 39
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
BF-OB/CF
Benefiting Object Code/Benefiting Certified Forward Indicator;
optional fields.
BF-CAT/YR
Benefiting Appropriation Category/ Benefiting Year; defaults to
“00” if left blank.
If the VENDOR-ID, BF-ORG, BF-EO, and BF-OB are changed, they must be entered in one
of the following combinations:
a.
If VENDOR-ID is a SPURS, Regular, Employee, or Client Vendor, then only the
VENDOR-ID is entered.
b.
If VENDOR-ID is a 21-digit FLAIR Account Code (L1 GF SF FID BE IBI)
indicating a Journal Transfer transaction or a cash disbursement to a local fund,
the benefiting object (BF-OB) and benefiting category (BF-CAT) are both
required and BF-OB must be a State Standard Object Code. All other
benefiting data should be left blank.
c.
If the VENDOR-ID is left blank, the benefiting organization (BF-ORG),
expansion option (BF-EO), and object (BF-OB) must be input. If the disbursing
and receiving organizations are within the same operating level, the system
generates the Journal Transfer Receipt entries (TR99) during nightly update.
See chapter 14.
On line 14, the following fields display. These fields are retrieved from the Expansion Set
record (if EO and OBJECT were entered) or the Accounts Payable Subsidiary (if EO and
OBJECT were left blank) but, may be overridden.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 14 are retrieved from the Expansion Option Record (if EO was
input). An exception to this is the PID field, which is displayed ready for input.
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered, edited against the Grant
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 40
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Information File. If file contains *CSFA Code, then edited against
the Contract and Grant Title File.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field; BI must equal Z to bypass
Contractual Voucher Auditing. If entered, edited against the
Contract Information File. If file contains *CSFA Code, then edited
against the Contract and Grant Title File.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
*Note: CSFA = Catalog State Financial Assistance
PID
Product Identifier; optional field.
On line 17, the operator will find the following fields displayed. These data codes are
retrieved from the Expansion Option record (if EO was entered) or the Accounts Payable
Subsidiary (if EO was left blank) and are protected (cannot be changed), with the exception of
BE, IBI, STATE PROGRAM, and PROJECT ID.
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity.
IBI
Internal Budget Indicator.
EF
External Fund.
STATE-PROGRAM State Program Number.
PROJECT ID
Project Identifier.
Also on line 17, the AP-GL and AP-EGL display from the subsidiary. These fields are
protected and cannot be changed.
On line 20, the following data codes are ready for input:
BPIN
Effective Date:
September 1, 2007
Beginning Property Item Number; optional field.
Supersedes:
2003
Chapter 18
Page 41
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
COUNT
Property Item Counter; optional field; invalid if BPIN is blank.
UNITS
Optional field.
TIME
Optional field.
Line 20 or 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction is processed and the
requested screen and transaction returns. If no request is made on line 20 or 22, the operator
should depress the ENTER key and the transaction is processed. A Single Input screen with
the requested data and Expansion File and/or Subsidiary information returns with all other
data from the last transaction except CF, AMOUNT, QUANTITY, AB, UNITS, TIME, TRN-DT,
and BPIN.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12- escapes and does not process current screen.
53S Payables Disbursements Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
53S1
AP-NO
P
09/02/2007
TR 53 - PAYABLES DISBURSEMENTS - SINGLE INPUT – REQUEST
LINE L1 L2 L3 L4 L5
14:30:45
EO VR OBJECT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 42
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
53S Payable Disbursements Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
53S2
09/02/2007 14:31:09
TR 53 - PAYABLES DISBURSEMENTS - SINGLE INPUT
LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
SUB-VENDOR-ID
0001
85 10 01 01 211 01 06 261000
TRAVEL
E111111111
AP-NO
P 2121
...AMOUNT.... VENDOR-ID
VN232323232001
INVOICE
A90
AB ..QUANTITY.. CK-NO
CAT
YR
040000 00
GL
EGL EOB ECAT
71100
GF SF FID
BE
IBI
20 2 010001 85100000 00
BPIN
COUNT
EF
TRN-DT
G VOUCH-NO LINE BI
2007
V
CK-DT
BF-ORG
EP PID GRANT
246A
STATE-PROGRAM
1112110000 000000
OTHER-DOC
B
BF-EO BF-OB/CF BF-CAT/YR
GY
CNTRT CY
AAAAA
PROJECT ID
OCA
AU
AP-GL
31100
AP-EGL
TYPE
SEL
...UNITS.... ...TIME...
AP-NO P 2121
0001
L1-L5
EO
VR
OBJECT
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a TYPE of “53” and a SEL Code of “A” are entered on any screen, the Multiple Input screen
returns (see next pages). This screen is used to enter up to three transactions at a time with
limited Accounts Payable Subsidiary data displayed. Procedures for the use of this screen
are described below.
On line 6, the operator should enter the AP-NO (Accounts Payable Document number) and
depress the ENTER key. The Multiple Input screen returns (see next pages). Procedures for
the use of this screen are described below.
On lines 9 - 19, the operator may input up to three transactions with the following data codes.
AP-NO
Accounts Payable Document number; protected field.
LINE
Accounts Payable Document Line number; required field.
F
Final Payment Indicator; required if LINE is “0000”.
LINE and F may be input in one of the following combinations.
a.
To enter a partial payment of a payable line item, enter the specific line number
in the LINE field and leave the F field blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 43
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
b.
To enter final payment of a payable line item enter the specific line number in
the LINE field and an “F” in the F field.
To enter a final payment of an entire payable (i.e., payable has several line items) enter
“0000” in the LINE field and an “F” in the F field. This combination may be entered only when
the amount of the final payment equals the amount of the payable. If the amounts differ, the
payable disbursement for the specific line items must be entered as described in b. above.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification Number; optional field.
AMOUNT
Transaction Amount; required field; positive amounts acceptable
only.
VENDOR-ID
Vendor Identification Number; optional field.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YYYY
defaults to current year but may be overridden. Where goods or
services have been delivered prior to the entry of the transaction
into FLAIR, enter the latter of the date the invoice is received or
the goods or services are received, inspected and approved for
payment. Where an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(00000000). Please refer to Section 215.422, Florida Statutes, or
Chapter 3A-24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
G
Grouping Character; optional field.
VOUCH-NO
Voucher Number; required if BI = X.
LINE
Voucher Line Number; optional field – required if VOUCH-NO is
assigned.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document Number; optional field.
B
Batch Character; optional field.
INVOICE
Invoice Number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 44
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CK-NO
Local Fund Check Number; required if BI = $ or C.
CK-DT
Local Fund Check Date; optional field.
PID
Product Identifier; optional field.
BF-ORG
Benefiting Organization; optional field.
BF-EO
Benefiting Expansion Option; optional field.
BF-OB/CF
Benefiting Object Code/Benefiting Certified Forward Indicator;
optional fields.
BF-CAT/YR
Benefiting Appropriation Category/ Benefiting Year; defaults to
“00” if left blank.
Line 22 may be used to transfer to a different screen. See chapter 8.
If no entry is made on line 22, the operator should depress the ENTER key, and the Multiple
Input screen returns with lines 9 - 11 completed as on the last transaction on the previous
screen except LINE, F, AMOUNT, QUANTITY, AB, BF-ORG, BF-EO, BF-OB/CF, and TRNDT.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
PF12-escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 45
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
53A Payable Disbursements Multiple Input Request Screen
01
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53A1
09/02/2007
TR 53 - PAYABLES DISBURSEMENTS - MULTIPLE INPUT – REQUEST
14:34:08
AP-NO
P
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
53A Payables Disbursements Multiple Input Screen
01
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53A2
09/02/2007
TR 53 - PAYABLES DISBURSEMENTS – MULTIPLE INPUT
14:34:25
AP-NO
LINE
F
DESCRIPTION
SUB-VENDOR-ID
...AMOUNT.... VENDOR-ID
TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
B
INVOICE
AB ..QUANTITY.. CK-NO CK-DT
PID BF-ORG
BF-EO BF-OB/CF BF-CAT/YR
P 2121
VN232323232001
2007
V
2007
V
2007
V
P 2121
P 2121
NEXT: AP-NO P 100
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 46
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR53 Transactions
If a TYPE of “53” and a SEL code of “I” or “M” are entered on any screen, the Single Inquiry
by Site Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) displays
(see next pages).
The operator’s organization security clearance displays along with the data codes available
for search criteria. Data Codes to be entered as search criteria include Organization Code,
USER ID, GF, SF, FID, BE, IBI, VENDOR-ID, BF-ORG, BF-EO, AP-NO and LINE, and
VOUCHER and LINE. Only transactions within the operator’s site and meeting the search
criteria will be displayed. If a data code is not entered all TR53 transactions within the
operator’s site display in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry displays. On Multiple Inquiry, the first four entries on the
file meeting the search criteria display (see next pages).
The operator will find the requested accounting entries as they appear on the Daily Input File.
This data is protected and cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria displays.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 47
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
53I Payables Disbursements Single Inquiry Request Screen
01
02
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05
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08
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53I1
09/02/2007 14:34:50
TR 53 - PAYABLES DISBURSEMENTS - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
USER ID
BF-EO
GF SF FID
AP-NO
P
LINE
BE
IBI
VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
53I Payables Disbursements Single Inquiry Screen
01
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53I2
AP-NO
P 1111
09/02/2007 14:35:92
TR 53 - PAYABLES DISBURSEMENTS - SINGLE INQUIRY BY SITE
LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
SUB-VENDOR-ID
0001
85 20 03 03 000 00 02 261000
CAR RENTAL
....AMOUNT.... VENDOR-ID
25.00 VF111008661003
INVOICE
155534
CAT
040000
AB ..QUANTITY..CK-NO
YR
00
GL
EGL
71100
EOB
GF SF FID
BE
IBI
10 1 000001 85200000 00
BPIN
COUNT
MC TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
A 08282007
CK-DT
ECAT
EF
EP
PID
BF-ORG
GRANT
B
STATE PROGRAM
1112110000 000000
...UNITS....
BF-EO BF-OB/CF BF-CAT/YR
GY
CNTRT
PROJECT ID
CY
OCA
AP-GL
31100
AU
AP-EGL
...TIME...
TYPE
SEL
NEXT: L1 L2 L3 L4 L5
VENDOR-ID
AP-NO
LINE VOUCH-NO LINE
85
P
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 48
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
53M Payables Disbursements Multiple Inquiry Request Screen
01
02
03
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08
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53M1
09/02/2007 14:35:19
TR 53 - PAYABLES DISBURSEMENTS - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
BF-ORG
USER ID
BF-EO
AP-NO
P
GF SF FID
LINE
BE
IBI
VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
53M Payables Disbursements Multiple Inquiry Screen
01
02
03
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08
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53M2
09/02/2007 14:35:29
TR 53 - PAYABLES DISBURSEMENTS - MULTIPLE INQUIRY BY SITE
AP-NO P 1111
X LINE F L1 L2 l3 L4 L5 EO VR OBJECT CF YR DESCRIPTION
SUB-VENDOR-ID
...AMOUNT.... VENDOR-ID
MC TRN-DT
G VOUCH-NO LINE BI OTHER-DOC B
INVOICE AB ..QUANTITY.. CK-NO CK-DT
PID BF-ORG
BF-EO BF-OB/CF BF-CAT/YR
0001
85 20 03 03 000 00 02 261000
00 CAR RENTAL
25.00 VF111998661003
A 08282007
E111111111
TYPE
SEL
L1 L2 L3 L4 L5
VENDOR-ID
AP-NO
LINE VOUCH-NO LINE
85
P
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 49
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR53 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day. To make corrections to TR53 entries entered on a
prior day, the operator should use TR58, Disbursement Corrections. See Chapter 13.
The operator can access the Single Update by Site screen in two ways:
1.
2.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
AP-NO & LINE
L1 L2 L3 L4 L5
EO
VR
OBJECT
GF, SF, FID
EF
AP-GL
AP-EGL
The following codes may not be deleted, but may be changed:
AMOUNT
VENDOR-ID
TRN-DT
VOUCH-NO (if BI = X)
INVOICE
CK-NO (if BI = $ or C)
CAT
GL & EGL
BE & IBI
STATE PROGRAM
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE, SEL and PF fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
There is no NEXT Line on the Single Update by Site screen. If another record(s) is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen before any input was made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 50
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
53U Payables Disbursements Single Update Screen
01
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53U1
DELETE:
AP-NO
P 4101
09/02/2007
TR 53 - PAYABLES DISBURSEMENTS - SINGLE UPDATE BY SITE
LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
0001
85 20 03 03 000 00 02 261000
CAR RENTAL
....AMOUNT.... VENDOR-ID
25.00
VF111008661003
INVOICE
155534
CK-DT
BF-ORG
CAT
YR GL
EGL EOB ECAT
040000 00 71100
EP PID GRANT
GF SF FID
BE
IBI
10 1 000001 85200000 00
STATE PROGRAM
1112110000 000000
BPIN
COUNT
EF
SUB-VENDOR-ID
TRN-DT
G VOUCH-NO LINE BI
08282007
V
AB ..QUANTITY.. CK-NO
14:35:43
OTHER-DOC
B
BF-EO BF-OB/CF BF-CAT/YR
GY
CNTRT CY
PROJECT ID
OCA
AU
AP-GL AP-EGL
31100
...UNITS.... ...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Florida Fact:
The Florida legislature is
comprised of representatives
from 120 house districts and
40 senate districts.
(source:myflorida.com
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 18
Page 51
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 19 REVOLVING FUND TRANSACTIONS
Local Revolving Funds are used in FLAIR when disbursements are made from a local
Revolving Fund and are later reimbursed from a State Operating Fund. The Revolving Fund
Transaction Types are discussed in detail in this chapter.
Revolving Fund Unencumbered Disbursement (TR52)
Revolving Fund Payable Disbursements (TR54)
Revolving Fund Encumbered Disbursements (TR71)
Revolving Fund Disbursements Corrections (TR59)
Revolving Fund Reimbursements (TR32)
Revolving Fund Subsidiary (TR7S)
TR52 Revolving Fund Unencumbered Disbursements
This transaction is used to record cash disbursements from Revolving Funds where no
Encumbrance or Payable has been previously established. TR52 is also used to record
credit memos. A credit memo is an invoice crediting the agency’s account instead of issuing
the agency a cash refund. The agency may then use the credit memo as payment for an
invoice from that same vendor by attaching the credit memo to the voucher and recording a
debit expenditure for the amount of the invoice and a credit expenditure for the amount of the
credit memo. The system then combines both during voucher processing, and the balance is
printed on the Voucher Schedule. Each time a disbursement is recorded through TR52 a
record for the disbursement is also entered on the Revolving Fund File. The accounting
entries into the agency’s FLAIR records are as follows:
Operating Fund (State Fund = 1,2, or 8)
To record a disbursement:
S.F.
GL Code
Description
DR
1
2
8
7****
13100
12200
11200
Expenditures
Unexpended Gen. Rev. Release or
Released Cash in State Treasury or
Cash in Bank
X
CR
I/A
X
X
X
I
A
A
A
CR
I/A
X
A
A
A
I
To record a credit memo:
S.F.
GL Code
1
2
8
13100
Unexpended Gen. Rev. Release or
12200
Released Cash in State Treasury or
11200
Cash in Bank
7**** Expenditures
Description
Effective Date:
September 1, 2007
DR
Supersedes:
2003
X
X
X
Chapter 19
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Revolving Fund (State Fund = 8)
GL Code
Description
DR
16800
11200
Due from State Funds - Revolving Fund
Cash in Bank
X
CR
I/A
X
A
A
The General Ledger Code for Expenditures (7****) may be retrieved from the Expansion Set
record or entered by the operator on the input screen. To record an increase in expenditures,
the operator should input a positive amount which will be entered as a debit to the 7****
account. To record a credit memo the operator should input a negative amount (-) which will
be entered as a credit to the 7**** account.
The fund number for the Operating Fund and the Fund Identifier for the Revolving Fund are
carried on the Expansion Option record that is used with the entry. The system will generate
a GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the Revolving Fund
Identifier.
When Revolving Fund Unencumbered Disbursements are recorded, the Available Balance
File for the Operating Fund is updated as follows:
SF=1
Fund Cash
Fund Release
Organization Cash
Organization Allotment
N/A*
+/-amount
N/A*
+/-amount
SF=2,3
SF=8
+/-amount
+/-amount
+/-amount
+/-amount
+/-amount
N/A*
+/-amount
+/-amount
* N/A = not applicable
NOTE: Grant Fund Cash, Contract Fund Cash, Project Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (like Fund
Cash and Organization Allotment above). This update will take place only if the GRANT,
CONTRACT, and/or PROJECT ID fields are input.
The Available Balance File for the Revolving Fund is updated by subtracting the amount of
the disbursement from the Revolving Fund’s Fund Cash Balance. Also, these records will be
added to the Revolving Fund File (7S) after voucher processing (usually overnight). The
delay is because the voucher number is required as part of the key for the subsidiary.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inputting TR52 Transactions
Single Transaction Input
If a TYPE of “52” and a SEL of “S” are entered on any screen, the Single Input Request
screen displays (see next pages). Procedures for the use of this screen are described below.
On line 6, the operator should enter the appropriate data in the following fields:
L1 L2 L3 L4 L5
Organization Code; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
PPI
Prior Period Indicator; defaults to current period if left blank.
The Single Input screen displays the fully expanded transaction as requested on the Single
Input Request screen. Procedures for the use of this screen are described beginning below.
On line 6, the fields returned from the previous screen are protected and cannot be changed.
Also displayed and available for input online 6 are the following fields:
CF
Certified Forward Indicator; optional field; if used a “C” must be
input.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification number; optional field.
On line 9, the following fields are ready for input.
AMOUNT
Transaction Amount; required field; positive amounts to record
disbursements and negative amounts (-) to record credit memos.
VENDOR-ID
Vendor Identification number; required field; must be a Regular
(V), Employee (E), or Client (C) Vendor.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YYYY
defaults to current year but the last two digits of the year may be
overridden. Where goods or services have been delivered prior to
the entry of the transaction into FLAIR, enter the latter of the date
the invoice is received or the goods or services are received,
inspected and approved for payment. Where an advance
payment is being made (payment is made prior to the receipt of
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
the goods or services), enter all zeros (00000000). Please refer to
Section 215.422, Florida Statutes, or Chapter 3A-24, Florida
Administrative Code for additional information. Must be less than
or equal to current date.
OTHER-DOC
Other Document number; optional field.
G
Grouping Character; optional field.
VOUCH NO
Voucher number; optional field; required if BI = X.
LINE
Voucher Line number; optional field – required if VOUCH-NO is
assigned.
BI
Bookkeeping Indicator; optional field.
On line 12, the following fields are ready for input.
INVOICE
Invoice number; required field.
AB
Available Balance Override Indicator; optional field.
CK-NO
Local Fund Check number; optional field – required if BI = $ or C.
CK-DT
Local Fund Check Date; optional field.
B
Batch Character; optional field.
PID
Product Identifier; optional field.
On line 15, the following fields display. These fields are retrieved from the Expansion Set
record but may be overridden (changed). These fields will be blank if an Expansion Set
record is not accessed, but the data codes may be added.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
These fields on line 15 are also retrieved from the Expansion Option record. They may be
overridden (changed), but if changed, the entered data code must be on the Title File.
EP
External Program; optional field.
GRANT
Grant number; optional field. If entered, edited against the Grant
Information File. If Grant Information File contains a *CSFA Code,
then edited against the Contract and Grant Title File.
GY
Grant Year; optional field.
CNTRT
Contract number; optional field; BI must equal Z to bypass
Contractual Voucher Auditing. If entered, edited against the
Contract Information File. If Contract Information File contains a
*CSFA Code, then edited against the Contract and Grant Title
File. * Note: CSFA = Catalog State Financial Assistance.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
On line 18, the following fields display. These data codes are retrieved from the Expansion
Option record and are protected (cannot be changed).
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
EF
External Fund.
RVL
Revolving Fund Identifier.
Also displayed on line 18 are the following data codes retrieved from the Expansion Option
record. These fields may be overridden (changed), but if changed, the entered code must be
on the Title File.
BE
Budget Entity.
IBI
Internal Budget Indicator.
STATE PROGRAM State Program number; required field.
PROJECT-ID
Effective Date:
September 1, 2007
Agency Project number; optional field.
Supersedes:
2003
Chapter 19
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 21, the following data codes are ready for input:
BPIN
Beginning Property Item number; optional field.
COUNT
Property Item Counter; optional field.
UNITS
Optional field.
TIME
Optional field.
Line 22 may be used to transfer to a different screen using the TYPE and SEL fields.
The operator should then depress the ENTER key. The transaction processes and the
requested screen and transaction return. If no request is made on line 22, the operator
should depress the ENTER key, and the transaction is processed. A Single Input screen
returns with all other data from the last transaction except AMOUNT, CF, QUANTITY, UNITS,
TIME, YR, TRNDT, AB, and BPIN displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
52S Revolving Fund Unencumbered Disbursements Single Input Request Screen
01
02
03
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09
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52S1
09/02/2007 09:24:05
TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - SINGLE INPUT - REQUEST
L1 L2 L3 L4 L5
85
EO VR OBJECT
PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
52S Revolving Fund Unencumbered Disbursements Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
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19
20
21
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52S2
09/02/2007 09:26:40
TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - SINGLE INPUT
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 DD 01 380000
PPI
CF
....AMOUNT.... VENDOR-ID
INVOICE
CAT
YR
040000 00
AB
GF SF FID
BE
IBI
10 1 000001 85200000 00
BPIN
COUNT
SUB-VENDOR-ID
TRN-DT
OTHER-DOC
2007
..QUANTITY..
GL
EGL EOB
71100
DESCRIPTION
ECAT
EF
...UNITS....
CK-NO
EP
CK-DT
B
GRANT
STATE-PROGRAM
1112110000 000000
G VOUCH-NO LINE BI
V
PID
GY
CNTRT CY
PROJECT ID
OCA
AU
RVL
010001
...TIME....
NEXT: L1-L5 85 20 00 00 000 EO DD VR
OBJECT 380000 PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a TYPE of “52” and a SEL of “A” are entered on any screen, the Multiple Input screen
returns (see next pages). This screen is used to enter up to three transactions at a time with
no Expansion File data displayed. When using the Multiple Input screen, the Expansion
Option record must be accessed. No override capability is allowed when using the Multiple
Input screen. Procedures for the use of this screen are described below.
On lines 9 - 19, the operator may input up to three transactions with the following data codes.
L1 L2 L3 L4 L5
Organization Code; required field.
EO
Expansion Option; required field.
VR
Expansion Option Version; optional field.
OBJECT
Object Code; required field.
CF
Certified Forward Indicator; optional field; if used a “C” must be
input.
YR
Appropriation Year; defaults to “00” if left blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
PPI
Prior Period Indicator; defaults to current period if left blank.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification number; optional field.
AMOUNT
Transaction Amount; required field; positive amounts to record
disbursements and negative amounts to record credit memos.
VENDOR-ID
Vendor Identification number; required field.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YYYY
defaults to current year but may be overridden. Where goods or
services have been delivered prior to the entry of the transaction
into FLAIR, enter the latter of the date the invoice is received or
the goods or services are received, inspected and approved for
payment. Where an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(00000000). Please refer to Section 215.422, Florida Statutes, or
Chapter 3A-24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
OTHER-DOC
Other Document number; optional field.
G
Grouping Character; optional field.
VOUCH-NO
Voucher number; optional field; required if BI = X.
LINE
Voucher Line number; optional field – required if VOUCH-NO is
assigned.
BI
Bookkeeping Indicator; optional field.
INVOICE
Vendor’s Invoice number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
Local Fund Check number; optional field – required if BI = $ or C.
CK-DT
Local Fund Check Date; optional field.
B
Batch character; optional field.
PID
Product Identifier; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The operator may use the “DUP” key in all fields except Organization L1, TRN-DT,
QUANTITY, and AMOUNT.
Line 21 may be used to transfer to a different screen using the TYPE and SEL fields.
The operator should then depress the ENTER key. The transactions process and the
requested screen and transaction displays. If no entry is made on line 21, the operator
should depress the ENTER key, and the Multiple Input screen will return with lines 8, 9, and
10 completed as on the previous screen except CF, AMOUNT, QUANTITY, YR, TRN-DT,
and AB.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
52A Revolving Fund Unencumbered Disbursements Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
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23
24
52A1
09/02/2007 09:38:11
TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - MULTIPLE INPUT
L1 L2 L3 L4 L5 EO VR OBJECT CF YR PPI DESCRIPTION
SUB-VENDOR-ID
....AMOUNT.... VENDOR-ID
TRN-DT
OTHER-DOC
G VOUCH-NO LINE BI
INVOICE
AB ..QUANTITY..
CK-NO
CK-DT
B
PID
85
2007
V
2007
V
2007
V
85
85
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR52 Transactions
If a TYPE of “52” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry by Site
Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) will display (see
next pages).
The operator’s organization security clearance displays along with the data codes available
for search criteria. Data Codes to be entered as search criteria include Organization Code,
USER I.D., GF, SF, FID, BE, IBI, VENDOR-ID, VOUCH-NO, and LINE. Only transactions
within the operator’s site and meeting the search criteria will be displayed. If a data code is
not entered all TR52 transactions within the operator’s site will be displayed in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry displays. On Multiple Inquiry, the first three entries on the
file meeting the search criteria will display (see pages later in this chapter). The requested
accounting entries are as they appear on the Daily Input File. This data is protected and
cannot be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria display.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
52I Revolving Fund Unencumbered Disbursements Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
52I1
09/02/2007
TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
GF SF FID
BE
IBI
09:43:23
VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
52I Revolving Fund Unencumbered Disbursements Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
52I2 TR 52 - RVL FUND UNENC DISB - SINGLE INQUIRY BY SITE 09/02/2007
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 DD 01 380000
PPI
....AMOUNT.... VENDOR-ID
11500.00 VN232323232001
INVOICE
472
CAT
YR
040000 00
AB
GF SF FID
BE
IBI
10 1 000001 85200000 00
BPIN
COUNT
CK-NO
ECAT
EF
DESCRIPTION
OFFICE SUPPLIES
MC TRN-DT
A 08/28/2007
..QUANTITY..
GL
EGL EOB
71100
CF
EP
RVL
010001
CK-DT
GRANT
SUB-VENDOR-ID
OTHER-DOC
B
GY
VOUCH-NO LINE
PID
BI
CNTRT CY
STATE-PROGRAM
1112110000 000000
UNITS
14:17:46
OCA
G
AU
PROJECT ID
TIME
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VOUCH-NO LINE VENDOR-ID
85
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
52M Revolving Fund Unencumbered Disbursements Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
52M1
09/02/2007
TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
USER ID
GF SF FID
BE
IBI
09:43:55
VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
52M Revolving Fund Unencumbered Disbursements Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
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52M2
09/02/2007 14:23:25
TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - MULTIPLE INQUIRY BY SITE
X L1 L2 L3 L4 L5 EO VR OBJECT CF YR PPI DESCRIPTION
SUB-VENDOR-ID
....AMOUNT.... VENDOR-ID
MC TRN-DT
OTHER-DOC
G VOUCH-NO LINE
BI INVOICE
AB
..QUANTITY.. CK-NO
CK-DT
B
PID
85 20 00 00 000 DD 01 380000
00
OFFICE SUPPLIES
11500.00 VN232323232001
A 09022002
472
1138
09022007
85 20 00 00 000 DD 01 261000
325.00 VF456456456001
US747
00
TAMPA CONFERENCE
A 09022002 US1915
1139
09022007
E043978166
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VOUCH-NO LINE VENDOR-ID
85
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 12
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR52 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day. To make corrections to TR52 entries entered on a
prior day, the operator should use TR59, Revolving Fund Disbursement Corrections. (See
section later in this chapter.)
The operator can access the Single Update by Site screen in two ways:
1.
2.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed:
L1 L2 L3 L4 L5
EO
VR
OBJECT
GF, SF, FID
EF
RVL
The following codes may not be deleted, but may be changed:
VENDOR-ID
TRN-DT
VOUCH-NO (if BI = X)
LINE (if VOUCH-NO is assigned)
INVOICE
CK-NO (if BI = $ or C)
CAT
AMOUNT
GL
BE & IBI
STATE PROGRAM
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry
used to access the Update screen.
There is no NEXT line on the Single Update by Site screen. If another record is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 13
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
52U Revolving Fund Unencumbered Disbursements Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
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18
19
20
21
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52U1
09/02/2007 09:56:43
TR 52 - REVOLVING FUND UNENCUMBERED DISBURSEMENTS - SINGLE UPDATE BY SITE
DEL
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 00 00 000 DD 01 380000
PPI
....AMOUNT.... VENDOR-ID
25000.00
VF593300311001
BI
INVOICE
1731
CAT
YR
040000 00
AB
GF SF FID
BE
IBI
10 1 000001 85200000 00
BPIN
COUNT
ECAT
EF
DESCRIPTION
OFFICE SUPPLIES
TRN-DT
09022007
..QUANTITY..
GL
EGL EOB
71100
CF
CK-NO
1194
EP
OTHER-DOC
CK-DT
09022002
GRANT
STATE-PROGRAM
1112110000 000000
GY
B
SUB-VENDOR ID
G
VOUCH-NO LINE
V
PID
CNTRT CY
PROJECT ID
OCA
AU
RVL
010001
...UNITS.... ...TIME.…
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR54 Revolving Fund Payable Disbursements
This transaction is used to record cash disbursements where a payable has been previously
established and the disbursement is made through a Revolving Fund. The system generates
the following entries to remove/reduce the payable from the Accounts Payable Subsidiary
and to record the cash disbursement on the General Ledger.
OPERATING FUND (STATE FUND = 1, 2, or 8)
To record the Reversal of the Payable established through TR80 or TR81:
GL Code
Description
DR
31***
35***
7****
Payables or
Due to Governmental Units
Expenditures
X
X
Effective Date:
September 1, 2007
Supersedes:
2003
CR
I/A
X
A
A
A
Chapter 19
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
To record the Expenditure for the Actual Amount of the Disbursement:
S.F.
GL Code
Description
DR
Expenditures
Unexpended Gen. Rev. Release or
Released Cash in State Treasury or
Cash in Bank
X
1
2
8
7****
13100
12200
11200
CR
I/A
X
X
X
I
A
A
A
REVOLVING FUND (STATE FUND = 8)
To record the Receivable due from the Operating Fund and the Disbursement of Cash from
the Revolving Fund:
GL Code
Description
DR
16800
11200
Due from State Funds – Rev. Fund
Cash in Bank
X
CR
I/A
X
A
A
The General Ledger Code for Expenditures (7****) may be retrieved from the Expansion Set
record or entered by the operator on the Input screen. The General Ledger Code for
Payables (3****) is retrieved from the Accounts Payable Subsidiary. To record the
disbursement the operator should input a positive amount that will initiate the above entries.
The fund coding for the Operating Fund and the Fund Identifier for the Revolving Fund are
carried on the Expansion Option record that is used with the entry. The system generates a
GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the Revolving Fund
Identifier.
When Revolving Fund Payable Disbursements are recorded, the Available Balance File for
the Operating Fund is updated as follows:
SF=1
Fund Cash
Fund Release
Organization Cash
Organization Allotment
N/A*
- amount
N/A*
+/- diff.
SF=2,3
- amount
- amount
- amount
+/- diff.
SF=8
- amount
N/A*
- amount
+/- diff.
* N/A = not applicable
diff. = difference in the amount of the payable and the amount of the actual cash
disbursement
Grant Fund Cash, Contract Fund Cash, Project Cash, Grant Allotment, Contract Allotment,
and/or Project Allotment available balance records will also be updated (like Fund Cash and
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 15
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Organization Allotment above). This update will take place only if the GRANT, CONTRACT,
and/or PROJECT ID fields are input.
The Available Balance File for the Revolving Fund is updated by subtracting the amount of
the disbursement from the Revolving Fund’s Fund Cash Balance.
These records will be added to the Revolving Fund File (7S) after voucher processing. The
delay is because the voucher number is required as part of the key for the subsidiary.
Inputting TR54 Transactions
Single Transaction Input
If a TYPE of “54” and a SEL of “S” are entered on any screen, the Single Input Request
screen returns (see next pages). This screen is used to enter a single transaction at a time
with its Expansion File/or Subsidiary data displayed. Procedures for the use of this screen
are described below.
On line 6, the operator must enter the AP-NO and LINE.
AP-NO
Accounts Payable Document number; required field.
LINE
Accounts Payable Document Line number; required field.
The following fields should not be entered unless the disbursement data differs from the
originally recorded payable data. To enter this data differently from the payable data, the
operator should tab to the appropriate field(s) and key in the new data.
L1 L2 L3 L4 L5
Organization Code; optional field.
EO
Expansion Option; optional field
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field
If no request is made on line 22, the Single Input screen returns the fully expanded
transaction.(See next pages.) Procedures for the use of this screen are described beginning
below.
On line 6, the fields displayed from the previous screen are protected and cannot be
changed. The cursor is positioned in the Final Payment Indicator (F) field. This is an optional
field and should be used to indicate the final payment of a payable line item.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 16
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
LINE and F may be input in either of the following combinations.
1. To enter a partial payment of a payable line item enter the specific line number in
the LINE field and leave the F field blank.
2. To enter a final payment of a payable line item enter the specific line number in the
LINE field and an “F” in the F field.
Also displayed are the following data fields that can be input or overridden:
CF
Certified Forward Indicator; optional field; if used a “C” must be
entered.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification number; optional field.
On line 9, the following fields are ready for input.
AMOUNT
Transaction Amount; required field; only positive amounts
accepted.
VENDOR-ID
Vendor Identification number; required field; must be a Regular
(V), Employee (E), or Client (C) vendor.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YYYY
defaults to current year but may be overridden. Where goods or
services have been delivered prior to the entry of the transaction
into FLAIR, enter the latter of the date the invoice is received or
the goods or services are received, inspected and approved for
payment. Where an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(00000000). Please refer to Section 215.422, Florida Statutes, or
Chapter 3A-24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
G
Grouping Character; optional field.
VOUCH-NO
Voucher number; optional field; required if BI = X.
LINE
Voucher Line number; optional field.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document number; optional field.
B
Batch Character; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 17
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On line 12, the following fields display ready for input.
INVOICE
Invoice number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
Local Fund Check number; optional field – required if BI = $ or C.
CK-DT
Local Fund Check Date; optional field.
PID
Product Identifier; optional field.
Also Displayed on line 12 are the following fields. These fields are retrieved from the
Accounts Payable Subsidiary and are protected (cannot be changed).
AP-GL
Accounts Payable General Ledger
AP-EGL
Accounts Payable External General Ledger
On line 15, the following fields display. These fields are retrieved from the Expansion Set
record (if EO and OBJECT were entered on the Request screen) or the Accounts Payable
Subsidiary (if EO and OBJECT were left blank on the Request screen), but may be
overridden.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 15 are retrieved from the Expansion Option record (if EO was
entered on the Request screen) or the Accounts Payable Subsidiary (if EO was left blank on
the Request screen), but may be overridden. If entered, the data code must be on the Title
File.
EP
External Program; optional field.
GRANT
Grant Number; optional field. If entered, edited against the Grant
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 18
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Information File. If Grant Information File contains a *CSFA Code,
then edited against the Contract and Grant Title File.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field; BI must equal Z to bypass
Contractual Voucher Auditing. If entered, edited against the
Contract Information File. If Contract Information File contains a
*CSFA Code, then edited against the Contract and Grant Title File
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
*Note: CSFA = Catalog State Financial Assistance
On line 18, the following fields display. These data codes are retrieved from the Expansion
Option record (if EO was entered on the Request screen) or the Accounts Payable Subsidiary
(if EO was left blank on the Request screen) and are protected (cannot be changed).
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
EF
External Fund.
RVL
Revolving Fund Identifier.
Also displayed on line 18 are the following data codes, retrieved from the Expansion Option
record and may be overridden.
BE
Budget Entity.
IBI
Internal Budget Indicator.
STATE PROGRAM State Program number; required field.
PROJECT-ID
Agency Project number; optional field.
On line 21, the following data codes are ready for input:
BPIN
Effective Date:
September 1, 2007
Beginning Property Item number; optional field.
Supersedes:
2003
Chapter 19
Page 19
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
COUNT
Property Item Counter; optional field.
UNITS
Optional field.
TIME
Optional field.
Line 21 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction processes, and the
requested screen and transaction returns. If no request is made on line 21 or 22, the operator
should depress the ENTER key, and the transaction processes. A Single Input screen with
the requested data and Expansion File and/or Subsidiary information returns with all other
data from the last transaction except AMOUNT, QUANTITY, UNITS, TIME, CF, TRN-DT, AB,
and BPIN displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
54S Revolving Fund Payables Disbursements Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
54S1
09/02/2007 10:48:44
TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - SINGLE INPUT – REQUEST
AP-NO
P
LINE
L1 L2 L3 L4 L5
EO VR OBJECT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 20
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
54S Revolving Fund Payable Disbursements Single Input Screen
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09/02/2007 10:54:45
TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - SINGLE INPUT
AP-NO
P 111
LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
0001
85 20 03 00 000 DD 03 511000
...AMOUNT....
VENDOR-ID
VF111998661003
INVOICE
..QUANTITY..
AB
CAT
YR
060000 00
GL
EGL EOB
72100
ECAT
TRN-DT
2007
CK-NO
EP
BPIN
COUNT
G VOUCH-NO LINE BI
V
CK-DT
GRANT
GF SF FID
BE
IBI EF RVL
10 1 000001 85200000 00
010001
SUB-VENDOR-ID
PID
GY
OTHER-DOC
AP-GL
31100
CNTRT
STATE-PROGRAM
1112110000 000000
CY
B
AP-EGL
OCA
AU
PROJECT ID
...UNITS.... ...TIME...
TYPE
SEL
AP-NO P 111
0001 L1-L5
EO
VR
OBJECT
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Multiple Transaction Input
If a TYPE of “54” and a SEL of “A” are entered on any screen, the Multiple Input Request
screen returns (see next pages). On line 6, the operator should input the AP-NO (Accounts
Payables Document number). After completing the screen, the operator should depress the
ENTER key, and the Multiple Input screen returns (see next pages). This screen is used to
enter up to three transactions at a time with limited Accounts Payable Subsidiary data
displayed. Procedures for the use of this screen are described below.
On line 9 - 19, the operator may input up to three transactions with the following data codes.
AP-NO
Accounts Payable Document number; protected field.
LINE
Accounts Payable Document Line number; required field.
F
Final Payment Indicator; optional field.
LINE and F may be input in one of the following combinations:
1. To record a partial payment of a payable line item, enter the specific line number in
the LINE field and leave the F field blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 21
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
2. To record final payment of a payable line item, enter the specific line number in the
LINE field and an “F” in the F field.
To record a final payment of an entire payable (i.e. payable has several line items), enter
“0000” in the LINE field and an “F” in the F field. This combination may be entered only when
the amount of the final payment equals the amount of the payable. If the amounts differ, the
payable disbursement for the specific line items must be entered as described immediately
above.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification number; optional field.
AMOUNT
Transaction Amount; required field; only positive amounts
accepted.
VENDOR-ID
Vendor Identification number; retrieved from the Accounts
Payable Subsidiary; may be overridden.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YYYY
defaults to current year but may be overridden. Where goods or
services have been delivered prior to the entry of the transaction
into FLAIR, enter the latter of the date the invoice is received or
the goods or services are received, inspected and approved for
payment. Where an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(00000000). Please refer to Section 215.422, Florida Statutes, or
Chapter 3A-24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
G
Grouping Character; optional field.
VOUCH-NO
Voucher number; optional field; required if BI = X.
LINE
Voucher Line number; optional field – required if VOUCH-NO is
assigned.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document number; optional field.
B
Batch Character; optional field.
INVOICE
Invoice number; required field.
AB
Available Balance Override Indicator; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 22
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
QUANTITY
Optional field.
CK-NO
Local Fund Check number; optional field – required if BI = $ or C.
CK-DT
Local Fund Check Date; optional field.
PID
Product Identifier; optional field.
Line 22 may be used to transfer to a different screen. See chapter 8.
If no entry is made on line 22, the operator should depress the ENTER key, and the Multiple
Input screen returns with lines 9, 10, and 11 completed as on the last transaction on the
previous screen except LINE, AMOUNT, and QUANTITY.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
54A Revolving Fund Payable Disbursement Multiple Input Request Screen
01
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54A1
09/02/2007 11:02:39
TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - MULTIPLE INPUT - REQUEST
AP-NO
P
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 23
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
54A Revolving Fund Payable Disbursements Multiple Input Screen
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54A2
09/02/2007 11:04:56
TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - MULTIPLE INPUT
AP-NO
LINE
F
DESCRIPTION
...AMOUNT.... VENDOR-ID
B INVOICE
AB ..QUANTITY..
SUB-VENDOR-ID
TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
CK-NO
CK-DT
PID
P 112
VF593300311001
2007
V
2007
V
2007
V
P 112
P 112
NEXT: AP-NO P 112
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR54 Transactions
If a TYPE of “54” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry by Site
Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) display (see next
pages).
The operator’s organization security clearance displays along with the data codes available
for search criteria. Data Codes to be entered as search criteria include Organization Code,
USER I.D., GF, SF, FID, BE, IBI, VENDOR-ID, AP-NO and LINE, and VOUCH-NO and LINE.
Only transactions within the operator’s site and meeting the search criteria return. If a data
code is not entered, all TR54 accounting transactions within the operator’s site display in L2 L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry returns. On Multiple Inquiry, the first three entries on the
file meeting the search criteria will be displayed. (See next pages.) The operator will find the
requested accounting entries as they appear on the Daily Input File. The data is protected
and cannot be changed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 24
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
54I Revolving Fund Payable Disbursements Single Inquiry Request Screen
01
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54I1
09/02/2007
TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
AP-NO
P
LINE
USER ID
GF SF FID
BE
11:28:29
IBI VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 25
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
54I Revolving Fund Payable Disbursements Single Inquiry Screen
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54I2
09/02/2007 11:31:45
TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - SINGLE INQUIRY BY SITE
AP-NO
LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
SUB-VENDOR-ID
P 111
0001
85 20 03 00 000 DD 03 511000
....AMOUNT.... VENDOR-ID
5000.00 VF111998661003
B G INVOICE
1731
CAT
YR
060000 00
MC TRN-DT
VOUCH-NO LINE BI OTHER-DOC
A 09/02/2007
AB ..QUANTITY..
GL
EGL
72100
EOB ECAT
CK-NO
EP
GF SF FID
BE
IBI EF RVL
10 1 000001 85200000 00
010001
BPIN
COUNT
CK-DT
GRANT
PID
GY
STATE-PROGRAM
1112110000 000000
AP-GL
31100
CNTRT CY
AP-EGL
OCA
AU
PROJECT-ID
...UNITS.... ...TIME...
TYPE
SEL
NEXT: L1 L2 L3 L4 L5
VENDOR-ID
AP-NO
LINE
VOUCH-NO LINE
85
P
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
54M Revolving Fund Payable Disbursements Multiple Inquiry Request Screen
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54M1
09/02/2007
TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
AP-NO
P
LINE
USER ID
GF SF FID
BE
11:34:14
IBI VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 26
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
54M Revolving Fund Payable Disbursements Multiple Inquiry Screen
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54M2
09/02/2007 11:36:03
TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - MULTIPLE INQUIRY BY SITE
AP-NO P 111
X LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF YR DESCRIPTION
SUB-VENDOR-ID
....AMOUNT.... VENDOR-ID
MC TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
B INVOICE
AB ..QUANTITY..
CK-NO
CK-DT
PID
0001
85 20 03 00 000 DD 03 511000
00
5000.00 VF111998661003
A 09022007
1731
TYPE
SEL
L1 L2 L3 L4 L5
VENDOR-ID
AP-NO
LINE
VOUCH-NO LINE
85
P
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR54 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day. To make corrections to TR54 entries entered on a
prior day, the operator should TR59, Revolving Fund Disbursement Corrections. (See section
later in this chapter.)
The operator can access the Single Update by Site screen in two ways:
1.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
2.
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed.
These are:
AP-NO and LINE
EO
OBJECT
BE & IBI
Effective Date:
September 1, 2007
L1 L2 L3 L4 L5
VR
GF, SF, FID
EF
Supersedes:
2003
Chapter 19
Page 27
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
RVL
AP-EGL
AP-GL
The following codes may not be deleted, but may be changed:
AMOUNT
TRN-DT
CK-NO (if BI=$ or C)
GL
VENDOR-ID
INVOICE
CAT
STATE PROGRAM
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry
used to access the Update screen.
There is no NEXT line on the Single Update by Site screen. If another record is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined above.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
54U Revolving Fund Payable Disbursements Single Update Screen
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54U1
09/02/2007 11:44:31
TR 54 - REVOLVING FUND PAYABLES DISBURSEMENTS - SINGLE UPDATE BY SITE
DELETE:
AP-NO
LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
SUB-VENDOR ID
P 111
0001
85 20 03 00 000 DD 03 511000
....AMOUNT....
5000.00
INVOICE
1731
VENDOR-ID
VF111998661003
AB
TRN-DT
G
09022007
..QUANTITY..
CAT
YR GL
EGL
060000 00 72100
EOB
ECAT
CK-NO
EP
VOUCH-NO LINE BI OTHER-DOC
V
CK-DT
GRANT
PID
GY
GF SF FID
BE
IBI EF RVL
STATE-PROGRAM
10 1 000001 85200000 00
010001 1112110000 000000
BPIN
COUNT
B
AP-GL
AP-EGL
31100
CNTRT CY
OCA
AU
PROJECT-ID
...UNITS.... ...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 28
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR71 Revolving Fund Encumbered Disbursements
This transaction is used to record cash disbursements from a Revolving Fund where an
encumbrance has been previously established. Each time a disbursement is entered through
TR71, a record is also entered on the Revolving Fund File (7S). The accounting entries into
the agency’s FLAIR records are as follows:
OPERATING FUND (STATE FUND = 1, 2 or 8)
S.F.
GL Code
Description
DR
7****
13100
12200
11200
Expenditures
Unexpended Gen. Rev. Release or
Released Cash in State Treasury or
Cash in Bank
X
1
2
8
CR
I/A
X
X
X
I
A
A
A
The following entry is also generated to remove the encumbrance from the Encumbrance
Subsidiary:
GL Code
Description
DR
98100
94100
Budgetary Fund Bal. Res. for Encum.
Encumbrances
X
CR
I/A
X
A
A
CR
I/A
X
A
A
REVOLVING FUND (STATE FUND = 8)
GL Code
Description
DR
16800
11200
Due from State Funds-Rev. Fund
Cash in Bank
X
The General Ledger Code for Expenditures (7****) may be retrieved from the Expansion Set
record or entered by the operator. To record an increase in expenditures, the operator should
input a positive amount which will be entered as to a debit to the 7**** account. Negative
amounts are not accepted for this transaction.
The funding codes for the Operating Fund along with the Fund Identifier for the Revolving
Fund is carried on the Expansion Option record that is used with the entry. The system
generates a GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the
Revolving Fund Identifier.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 29
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When Revolving Fund Encumbered Disbursements are recorded the Available Balance File
for the Operating Fund is updated as follows:
SF=1
Fund Cash
Fund Release
Organization Cash
Organization Allotments
N/A*
- amount
N/A*
+/- diff.
SF=2,3
SF=8
- amount
- amount
- amount
+/- diff.
- amount
N/A*
- amount
+/- diff.
* N/A = not applicable
diff. = difference between the amount of the original encumbrance and the disbursement
NOTE: Grant Fund Cash, Contract Fund Cash, Project Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (like Fund
Cash and Organization Allotment above). This update will take place only if the GRANT,
CONTRACT, and/or PROJECT ID fields are input.
The Available Balance File for the Revolving Fund is updated by subtracting the amount of
the disbursement from the Revolving Fund’s Fund Cash Balance. Also, these records will be
added to the Revolving Fund File (7S) after voucher processing (usually overnight). The
delay is because the voucher number is required as part of the key for the subsidiary.
Inputting TR71 Transactions
Single Transaction Input
If a TYPE of “71” and a SEL of “S” are entered on any screen, the Single Input Request
screen returns (see next pages). Procedures for the use of this screen are described below.
On line 6, the EN-NO and LINE must be entered to retrieve the record from the
Encumbrances Subsidiary.
EN-NO
Encumbrance Document number; required field.
LINE
Encumbrance Document Line number; required field.
The following fields should be left blank unless the disbursement data differs from the
originally established encumbrance record. To record the disbursement differently from the
encumbrance, the operator should tab to the appropriate field(s) and key in the new data.
L1 L2 L3 L4 L5
Organization Level to which the disbursements is to be recorded;
optional field.
EO
Expansion Option; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 30
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
VR
Expansion Option Version; optional field.
OBJECT
Object Code; optional field.
If Organization (L1 L2 L3 L4 L5), EO, VR, and/or OBJECT were entered, the transaction will
be expanded in the Expansion Files. If these data codes were not entered, all necessary data
is retrieved from the Encumbrances Subsidiary and no data is retrieved from the Expansion
Files.
If no request is made on line 22, the Single Input screen displays the fully expanded
transaction as requested on the Single Input Request screen. Procedures for the use of this
screen are described beginning below.
On line 6, the data fields from the previous screen and the Memo/Blanket Indicator (MBI) from
the Encumbrance Subsidiary display. These fields are protected and cannot be changed.
The cursor will be positioned in the Final Payment Indicator (F) field. This is an optional field
and can only be used to indicate the final payment of an encumbrance line item. LINE and F
may be input in one of the following combinations.
1.
2.
To enter a partial payment of an encumbrance line item, enter the line number
in the LINE field and leave the F field blank.
To enter a final payment of an encumbrance line item, enter the line number in
the LINE field and an “F” in the F field.
Also displayed on line 6 are the following data codes ready for input.
CF
Certified Forward Indicator; optional field; if used a “C” must be
input.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification number; optional field.
On line 9, the following fields are ready for input.
AMOUNT
Transaction Amount; required field; only positive amounts
accepted.
VENDOR-ID
Vendor Identification number; from the Encumbrances Subsidiary;
may be overridden.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YYYY
defaults to current year but may be overridden. Where goods or
services have been delivered prior to the entry of the transaction
into FLAIR, enter the latter of the date the invoice is received or
the goods or services are received, inspected and approved for
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 31
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
G
payment. Where an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(00000000). Refer to Section 215.422, Florida Statutes, or
Chapter 3A-24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
Grouping Character; optional field.
VOUCH-NO
Voucher number; optional field; required if BI = X.
LINE
Voucher Line number; optional field.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document number; optional field.
B
Batch Character; optional field.
On line 12, the following fields display ready for input.
INVOICE
Invoice number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
Local Fund Check number; optional field – required if BI = $ or C.
CK-DT
Local Fund Check Date; optional field.
PID
Product Identifier; optional field.
Also Displayed on line 12 are the following fields, retrieved from the Expansion Option record.
They may be overridden (changed).
STATE PROGRAM State Program number; required field.
PROJECT ID
Agency Project number; optional field.
On line 15, the following fields display. These fields are retrieved from the Encumbrances
Subsidiary unless Organization, VR, EO, and/or Object were input on the request screen. In
such case, these fields are generated from the Expansion Set record but may be overridden
(changed). These fields will be blank if an Expansion Set record is not accessed, but the data
codes may be added.
CAT
Appropriation Category; required field.
YR
Appropriation Year; defaults to “00” if left blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 32
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
GL
General Ledger Code; required field.
EGL
External General Ledger Code; optional field.
EOB
External Object Code; optional field.
ECAT
External Category; optional field.
The following fields on line 15 are retrieved from the Encumbrance Subsidiary or the
Expansion Option record. These fields may be overridden (changed), but if changed, the
entered data code must be on the Title File.
EP
External Program; optional field.
GRANT
Grant number; optional field. If entered, edited against the Grant
Information File. If Grant Information File contains a *CSFA Code,
then edited against the Contract and Grant Title File.
GY
Grant Year; optional field.
CNTRT
Contract Number; optional field; BI must equal Z to bypass
Contractual Voucher Auditing. If entered, edited against the
Contract information file. If Contract Information File contains a
*CSFA Code, then edited against the Contract and Grant Title
File.
CY
Contract Year; optional field.
OCA
Other Cost Accumulator; optional field.
AU
Agency Unique; optional field.
*Note: CSFA = Catalog State Financial Assistance
On line 18, the following fields display. These data codes are retrieved from the Expansion
Option record and are, with the exception of BE and IBI, protected (cannot be changed).
GF
GAAFR Fund.
SF
State Fund.
FID
Fund Identifier.
BE
Budget Entity.
IBI
Internal Budget Indicator.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 33
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
EF
External Fund.
RVL
Revolving Fund Identifier.
Also displayed on line 18 are the following data codes ready for input:
BPIN
Beginning Property Item number; optional field.
COUNT
Property Item Counter; optional field.
UNITS
Optional field.
TIME
Optional field.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transaction is processed and the
requested screen and transaction returns. If no request is made on line 22 the operator
should depress the ENTER key and the transaction is processed. A Single Input screen with
the requested data and Expansion File information returns with all other data from the last
transaction except AMOUNT, QUANTITY, UNITS, TIME, CF, AB, TRN-DT, and BPIN
displayed.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 34
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
71S Revolving Fund Payable Disbursements Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
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18
19
20
21
22
23
24
71S1
09/02/2007 08:08:00
TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - SINGLE INPUT - REQUEST
EN-NO
LINE L1 L2 L3 L4 L5
EO VR OBJECT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
71S Revolving Fund Payable Disbursements Single Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
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18
19
20
21
22
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71S2
09/02/2007 08:10:59
TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - SINGLE INPUT
EN-NO MBI LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
E101
0001
85 20 03 03 000 00 02 261000
CAR RENTAL
...AMOUNT....
INVOICE
VENDOR-ID
VF111998661003
AB ..QUANTITY..
CAT
YR
040000 00
GL
EGL
71100
EOB
CK-NO
CK-DT
ECAT
EP
GF SF FID
BE
IBI EF
10 1 000001 85200000 00
EN-NO
E 101
LINE
0001
TRN-DT
2007
L1 L2 L3 L4 L5
RVL
010001
G VOUCH-NO LINE BI
V
SUB-VENDOR-ID
OTHER-DOC
PID STATE PROGRAM
1112110000 000000
GRANT
BPIN
GY CNTRT CY
COUNT
B
PROJECT ID
OCA
AU
...UNITS.... ...TIME...
EO VR OBJECT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 35
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Multiple Transaction Input
If a TYPE of “71” and a SEL of “A” are entered on any screen, the Multiple Input Request
screen displays (see next pages). When using this screen, the Encumbrance Subsidiary
must be accessed. Limited override capability is allowed when using the Multiple Input
screen. Procedures for the use of this screen are below.
On line 6, the operator should input the EN-NO (Encumbrance Document number).
If no request is made on line 22, the Multiple Input screen, as shown on the bottom of page
47, displays. This screen is used to input up to four transactions with limited Expansion File
or Encumbrance Subsidiary information displayed. Procedures for the use of this screen
begin below.
On line 7 - 21, the operator may input up to four transactions with the following data codes.
EN-NO
Encumbrance number; returned from the request screen;
protected field.
MBI
Memo/Blanket Indicator; retrieved from the Encumbrances
Subsidiary; protected field.
LINE
Encumbrance Document Line number; optional field.
F
Final Payment Indicator; optional field.
LINE and F may be input in one of the following combinations.
To record a partial payment of an encumbrance line item, enter the specific line
number in the LINE field and leave the F field blank.
To record a final payment of an encumbrance line item, enter the specific line number
in the LINE field and an “F” in the F field.
To record the final payment of an entire encumbrance (i.e. the encumbrance has
several lines), enter “0000” in the LINE field and an “F” in the F field. This combination
may only be used when the amount of the disbursement equals the amount of the
encumbrance. If the amounts differ, the disbursement for specific line items must be
entered.
DESCRIPTION
Optional field.
SUB-VENDOR-ID Sub-Vendor Identification number; optional field.
AMOUNT
Effective Date:
September 1, 2007
Transaction amount; required field; only positive amounts
accepted.
Supersedes:
2003
Chapter 19
Page 36
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
VENDOR-ID
Vendor Identification Number; retrieved from the Encumbrance
Subsidiary; may be overridden.
TRN-DT
Transaction Date; required field. MMDDYYYY format; YYYY
defaults to current year but may be overridden. Where goods or
services have been delivered prior to the entry of the transaction
into FLAIR, enter the latter of the date the invoice is received or
the goods or services are received, inspected and approved for
payment. Where an advance payment is being made (payment is
made prior to the receipt of the goods or services), enter all zeros
(00000000). Please refer to Section 215.422, Florida Statutes, or
Chapter 3A-24, Florida Administrative Code for additional
information. Must be less than or equal to current date.
G
Grouping Character optional field.
VOUCH-NO
Voucher number; optional field; required if BI = X.
LINE
Voucher Line number; optional field – required if VOUCH-NO is
assigned.
BI
Bookkeeping Indicator; optional field.
OTHER-DOC
Other Document number; optional field.
B
Batch Character; optional field.
INVOICE
Invoice number; required field.
AB
Available Balance Override Indicator; optional field.
QUANTITY
Optional field.
CK-NO
Local Fund Check number; optional field – required if BI = $ or C.
CK-DT
Local Fund Check Date; optional field.
PID
Product Identifier; optional field.
The operator may use the “DUP” key in all fields except LINE, TRN-DT, QUANTITY, and
AMOUNT.
On line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions will be processed, and
the requested screen and transaction displayed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 37
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
If no entry is made on line 22, the operator should depress the ENTER key, and the Multiple
Input screen returns with lines 7, 8, and 9 completed as on the previous screen except LINE,
F, AMOUNT, QUANTITY, AB, and TRN-DT.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
71A Revolving Fund Payable Disbursements Multiple Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
71A1
09/02/2007 08:32:17
TR 71 – REVOLVING FUND ENCUMBERED DISBURSEMENTS - MULTIPLE INPUT - REQUEST
EN-NO
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 38
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
71A Revolving Fund Payable Disbursements Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
71A2
09/02/2007 08:32:57
TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - MULTIPLE INPUT
EN-NO
MBI LINE
F
DESCRIPTION
SUB-VENDOR-ID
...AMOUNT....
VENDOR-ID
TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
B
INVOICE
AB
..QUANTITY..
CK-NO
CK-DT
PID
E 102
C499185732
2007
V
E 102
2007
V
2007
V
2007
V
E 102
E 102
NEXT: EN-NO E 102
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR71 Transactions
If a TYPE of “71” and a SEL of “I” or “M” are entered on any screen, the Single Inquiry by Site
Request screen (“I”), or the Multiple Inquiry by Site Request screen (“M”) displays (see next
pages).
The operator’s organization security clearance displays along with the data codes available
for search criteria. Data Codes to be entered as search criteria include Organization Code,
USER I.D., GF, SF, FID, BE, IBI, VENDOR-ID, EN-NO and LINE, and VOUCH-NO and LINE.
Only transactions within the operator’s site and meeting the search criteria display. If a data
code is not entered all TR71 transactions within the operator’s site display in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. On
Single Inquiry, the requested entry displays. On Multiple Inquiry, the first three entries on the
file meeting the search criteria displays. (See next pages.) The operator will find the
requested accounting entries as they appear on the Daily Input File. This data is protected
and can not be changed.
The NEXT line may be used to transfer to a different screen or process a new request. If no
request is made, the next entry on file meeting the original search criteria will be displayed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 39
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
71I Revolving Fund Payable Disbursements Single Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
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17
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19
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71I1
09/02/2007
TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
EN-NO
LINE
USER ID
GF SF FID
BE
08:39:37
IBI VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 40
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
71I Revolving Fund Payable Disbursements Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
71I2
09/02/2007 08:42:25
TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - SINGLE INQUIRY BY SITE
EN-NO MBI LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
E101
0001
85 20 03 03 000 00 02 261000
CAR RENTAL
...AMOUNT.... VENDOR-ID
1000.00 VF111998661003
MC TRN-DT
A 09/02/2007
INVOICE
1731
AB ..QUANTITY.. CK-NO
CK-DT
CAT
YR
040000 00
GL
EGL
71100
EP
EOB
GF SF FID
BE
IBI
10 1 000001 85200000 00
ECAT
EF
SUB-VENDOR-ID
G VOUCH-NO LINE BI OTHER-DOC
B
PID STATE PROGRAM
PROJECT ID
1112110000 000000
GRANT
RVL
BPIN
010001
GY
COUNT
CNTRT CY
OCA
AU
...UNITS.... ...TIME...
TYPE
SEL
L1 L2 L3 L4 L5
VENDOR-ID
EN-NO
LINE
VOUCH-NO LINE
85
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
71M Revolving Fund Payable Disbursements Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
71M1
09/02/2007
TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
EN-NO
LINE
USER ID
GF SF FID
BE
08:44:24
IBI VENDOR-ID
VOUCH-NO LINE
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 41
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
71M Revolving Fund Payable Disbursements Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
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24
71M2
09/02/2007 08:46:47
TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - MULTIPLE INQUIRY BY SITE
EN-NO E 101
MBI
X LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF YR DESCRIPTION
SUB-VENDOR-ID
...AMOUNT.... VENDOR-ID
MC TRN-DT
G VOUCH-NO LINE BI OTHER-DOC
B
INVOICE
AB ..QUANTITY..
CK-NO
CK-DT
PID
0001
85 20 03 03 000 00 02 261000
00 CAR RENTAL
1000.00 VF111998661003
A 09/02/2007
1731
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5
VENDOR-ID
EN-NO
LINE
VOUCH-NO LINE
85
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR71 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day. To make corrections to TR71 entries entered on a
prior day, the operator will have to use TR59, Revolving Fund Disbursement Corrections.
(See section later in this chapter.)
The operator can access the Single Update by Site screen in two ways:
1.
2.
by retrieving, in Single Inquiry, the record to be changed; putting a “U” in the
SEL field at the bottom of the screen, and depressing the ENTER key; or
by retrieving, in Multiple Inquiry, the record to be changed; putting a “U” in the X
field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter a “D” in this field and depress the ENTER key. The entry will then be removed
from the Daily Input File. The operator may change existing data on update by tabbing to the
field to be changed and keying in the new data. Certain data codes may not be changed:
EN-NO and LINE
MBI
L1 L2 L3 L4 L5
EO
VR
Effective Date:
September 1, 2007
OBJECT
GF, SF, FID
EF
RVL
Supersedes:
2003
Chapter 19
Page 42
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
The following codes may not be deleted, but may be changed:
AMOUNT
VENDOR-ID
TRN-DT
VOUCH-NO (if BI=X)
INVOICE
CK-NO (if BI=$ or C)
STATE PROGRAM
CAT
GL
BE & IBI
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system returns to the original mode of inquiry
used to access the Update screen.
There is no Next line on the Single Update by Site screen. If another record is to be updated,
then the operator must first retrieve the record in Inquiry and follow the procedures outlined
on the previous page.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
71U Revolving Fund Payable Disbursements Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
71U1
09/02/2007 08:59:16
TR 71 - REVOLVING FUND ENCUMBERED DISBURSEMENTS - SINGLE UPDATE BY SITE
DELETE:
EN-NO MBI LINE F L1 L2 L3 L4 L5 EO VR OBJECT CF DESCRIPTION
E101
0001
85 20 03 03 000 00 02 261000
CAR RENTAL
SUB-VENDOR ID
...AMOUNT....
1000.00
OTHER-DOC
VENDOR-ID
VF111998661003
INVOICE
1731
AB ..QUANTITY..
CAT
YR
040000 00
GL
EGL
71100
EOB
GF SF FID
BE
IBI
10 1 000001 85200000 00
CK-NO
ECAT
EF
TRN-DT
09022007
G VOUCH-NO LINE BI
V
CK-DT
PID
EP
STATE PROGRAM
PROJECT ID
1112110000 000000
GRANT
RVL
BPIN
010001
B
GY
COUNT
CNTRT CY
OCA
AU
...UNITS.... ...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 43
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
TR59 Revolving Fund Disbursements Corrections
This transaction is used to delete Revolving Fund disbursements and credit memos on the
agency’s General Ledger and Revolving Fund File. When using TR59, the operator must
enter the disbursement/credit memo Original Voucher number along with the original amount.
The operator should enter a positive amount to delete a disbursement and a negative amount
to delete a credit memo. The accounting entries made when entering a positive amount are:
OPERATING FUND (STATE FUND 1, 2, or 8)
S.F.
GL Code
Description
DR
1
2
8
13100
12200
11200
7****
Unexpended Gen. Rev. Release or
Released Cash in State Treasury or
Cash in Bank
Expenditures
X
X
X
CR
I/A
X
A
A
A
A
CR
I/A
X
A
A
REVOLVING FUND (STATE FUND 8)
GL Code
Description
DR
11200
16800
Cash in Bank
X
Due from State Funds - Revolving Fund
The accounting entry when entering a negative amount will be as follows:
OPERATING FUND (STATE FUND 1, 2, or 8)
S.F.
GL Code
Description
DR
Expenditures
Unexpended General Rev. Rel. or
Released Cash in State Treasury or
Cash in Bank
X
1
2
8
7****
13100
12200
12200
CR
I/A
X
X
X
A
A
A
A
CR
I/A
X
A
A
REVOLVING FUND (STATE FUND 8)
GL Code
Description
DR
16800
11200
Due from St. Funds - Revolving Fund
Cash in Bank
X
The general ledger code for Expenditures (7****) may be retrieved from the Expansion Set
record or entered by the operator.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 44
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
When a disbursement has been reversed by use of a TR59 and needs to be reentered
correctly, it must be reentered in the appropriate disbursement transaction (TR52, TR54, or
TR71). It cannot be reentered through TR59.
The fund number for the Operating Fund along with the Fund Identifier for the Revolving Fund
is carried on the Expansion Option record that is used with the entry. The system generates
a GAAFR Fund Type of “74” and a State Fund Type of “8” to be used with the Revolving Fund
Identifier.
When Revolving Fund Disbursement Corrections are recorded, the Available Balance records
for the Operating Fund are updated as follows:
SF=1
Fund Cash
N/A*
Fund Release
+/-amount
Organization Cash
N/A*
Organization Allotment +/-amount
SF=2,3
SF=8
+/-amount
+/-amount
+/-amount
+/-amount
+/-amount
N/A*
+/-amount
+/-amount
*N/A = not applicable
NOTE: Grant Fund Cash, Contract Fund Cash, Project Cash, Grant Allotment, Contract
Allotment, and/or Project Allotment available balance records will also be updated (like Fund
Cash and Organization Allotment above). This update will take place only if the GRANT,
CONTRACT, and/or PROJECT ID fields are input.
The Available Balance records for the Revolving Fund are updated by increasing/decreasing
the fund’s Fund Cash balance by the amount of the transaction.
Inputting TR59 Transactions
If a TYPE of “59” and a SEL of “A” are entered on any screen, the Multiple Input screen
returns (see next pages). This screen is used to enter up to seven transactions at a time with
no subsidiary file data displayed. Procedures for the use of this screen begin below.
On lines 7 - 19 the operator may input up to seven transactions with the following data codes.
ORIG-VOUCHER
Original Voucher number and Line number; required field.
AMOUNT
Transaction Amount; required field; must equal amount of Original
Voucher line item; positive and negative amounts accepted.
TRN-DT
Transaction Date; defaults to current date if left blank.
PPI
Prior Period Indicator; defaults to current period if left blank.
OTHER-DOC
Other Document number; optional field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 45
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
B
Batch Character; optional field.
The operator may use the “DUP” key in all fields except AMOUNT.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key. The transactions process and the
requested screen and transaction displays. If no entry is made on line 22, the operator
should depress the ENTER key, and the Multiple Input screen returns with line 7 completed
as on the previous screen, except for AMOUNT and ORIG-VOUCHER.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
59A Revolving Fund Disbursements Correction Multiple Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
59A1
09/02/2007 10:05:59
TR 59 - REVOLVING FUND DISBURSEMENTS CORRECTION - MULTIPLE INPUT
ORIG-VOUCHER
....AMOUNT....
TRN-DT
PPI
OTHER-DOC
B
V
V
V
V
V
V
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 46
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into TR59 Transactions
If a TYPE of “59” and a SEL of “M” are entered on any screen, the Multiple Inquiry by Site
Request screen returns (see next pages).
The operator’s organization security clearance displays along with the data codes available
for search criteria. Data Codes to be entered as search criteria are User I.D. and Original
Voucher Number. Only transactions within the operator’s site and meeting the search criteria
display. If a data code is not entered all TR59 transactions within the operator’s site display
in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. The
requested entry returns on the Multiple Inquiry by Site screen The operator will find the
requested accounting entries as they appear on the Daily Input File. This data is protected
and can not be changed.
The first seven transactions on the file meeting the search criteria display. These are not
expanded transactions and only the following data codes display for each:
ORIG-VOUCHER
Original Voucher number & Line number.
AMOUNT
Transaction Amount.
TRN-DT
Transaction Date.
PPI
Prior Period Indicator.
OTHER-DOC
Other Document number.
B
Batch Character.
Line 21 may be used to transfer to a different screen. See chapter 8. If no request is made
on line 21, the next seven transactions on the file meeting the original search criteria display.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 47
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
59M Revolving Fund Disbursements Corrections Multiple Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
59M1
USER-ID
09/02/2007
TR 59 - REVOLVING FUND DISBURSEMENTS CORRECTION
MULTIPLE INQUIRY BY SITE - REQUEST
10:12:24
ORIG-VOUCHER
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
59M Revolving Fund Disbursements Corrections Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
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59M2
09/02/2007 10:12:35
TR 59 - REVOLVING FUND DISBURSEMENTS CORRECTION - MULTIPLE INQUIRY BY SITE
X
ORIG-VOUCHER
V A00003 0002
...AMOUNT....
62.50
TRN-DT
PPI
OTHER-DOC
B
09022007
USER ID
ORIG-VOUCHER
TYPE
SEL
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 48
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Updating TR59 Transactions
The Single Update by Site screen, shown next, is used to make changes or corrections to
transactions entering the system on the current day. To make corrections to TR59 entries
entered on a prior day, the operator should reverse the original entry and reenter it correctly.
The operator can access the Single Update by Site screen by retrieving, in Multiple Inquiry,
the record to be changed; putting a “U” in the X field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter an “D” in this field and depress the ENTER key. The entry will then be
removed from the Daily Input File. The operator may change existing data on update by
tabbing to the field to be changed and keying in the new data. Certain data codes may not be
changed or removed. These are:
ORIG-VOUCHER
AMOUNT
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system returns to the original mode of Inquiry
used to access the Update screen.
There is no NEXT line on the Single Update by Site screen. If another record is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined above.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 49
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
59U Revolving Fund Disbursements Corrections Single Update Screen
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59U1
09/02/2007 10:13:10
TR 59 - REVOLVING FUND DISBURSEMENTS CORRECTION - SINGLE UPDATE BY SITE
DELETE:
ORIG-VOUCHER
V A00001 0001
....AMOUNT....
78.60
TRN-DT PPI
09022007
OTHER-DOC
B
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR32 Revolving Fund Reimbursements
TR32 is used to record reimbursements to Revolving Funds. All necessary Operating Funds
accounting entries are recorded at the time of disbursement. The only entries necessary at
the time of reimbursement are to the Revolving Fund. The entry when a positive amount is
entered is as follows:
REVOLVING FUND (STATE FUND = 8):
GL Code
Description
DR
11200
16800
Cash in Bank
Due from State Funds - Revolving Fund
X
CR
I/A
X
A
A
CR
I/A
X
A
A
The entry when a negative amount is entered will be as follows:
GL Code
Description
DR
16800
11200
Due from State Funds - Revolving Fund
Cash in Bank
X
The system uses the original voucher number entered on TR32 to retrieve additional
information from the Revolving Fund File for recording the Revolving Fund Reimbursement.
If the original voucher number includes a line number, the system edits the transaction as a
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 50
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
partial reimbursement. If a line number is not indicated, the system edits the transaction as a
total reimbursement of the original voucher.
Transactions on the Revolving Fund File for which reimbursements are recorded will be
marked on-line and remain on the Revolving Fund File until removed through the nightly
update process. When Revolving Fund Reimbursements are recorded, the Available
Balance File is increased only for the Revolving Fund, by increasing Revolving Fund Cash.
Update of the Operating Fund Available Balance records occurred at the time of the
disbursement (TR52, TR54, and TR71), so no update is made when using TR32.
Inputting TR32 Transactions
If a TYPE of “32” and a SEL of “A” are entered on any screen, the Multiple Input screen
returns (see next pages). This screen is used to enter up to seven transactions at a time.
Procedures for the use of this screen are described below:
On lines 7 - 19, the following data fields display ready for input.
DOC-NO
Cash Receipt Document number; required field.
LINE
Document Line number; optional field.
TRN-DT
Transaction Date; required field - defaults to current date if left
blank.
PPI
Prior Period Indicator; optional field - current period is a blank,
otherwise, ‘M’ or ‘Y’.
AMOUNT
Transaction Amount; required field; must equal amount of Original
Voucher; positive and negative amounts accepted.
ORIG-VOUCHER
Original Voucher number and Line Number; voucher is required;
line number is optional.
OTHER-DOC
Other Document number; optional field.
B
Batch Character; optional field.
The operator may use the “DUP” key in all fields except AMOUNT and ORIG-VOUCHER.
Line 22 may be used to transfer to a different screen. See chapter 8.
The operator should then depress the ENTER key, the transactions process and the
requested screen and transaction display. If no entry is made on line 22, the operator should
depress the ENTER key, and the Multiple Input screen returns with line 7 completed as on
the previous screen, except for AMOUNT and ORIG-VOUCHER.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 51
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
32A Revolving Fund Reimbursements Multiple Input Screen
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32A1
DOC-NO
09/02/2007
TR32 - REVOLVING FUND REIMBURSEMENTS - MULTIPLE INPUT
LINE
TRN-DT
PPI
...AMOUNT....
ORIG-VOUCHER
C
V
C
V
C
V
C
V
C
V
C
V
C
V
10:32:28
OTHER-DOC
B
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Inquiring into TR32 Transactions
If a TYPE of “32” and a SEL of “M” are entered on any screen, the Multiple Inquiry by Site
Request screen returns (see next pages).
The operator’s organization security clearance displays along with the data codes available
for search criteria. Data Codes to be entered as search criteria include USER I.D., DOC-NO,
LINE, and Original Voucher. Only transactions within the operator’s site and meeting the
search criteria display. If a data code is not entered all TR32 transactions within the
operator’s site display in L2 - L5 order.
After completing the Request screen, the operator should depress the ENTER key. The
requested entry returns on the Multiple Inquiry by Site screen. The requested accounting
entries are as they appear on the Daily Input File. This data is protected and can not be
changed.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 52
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
On lines 7 - 19, the first seven transactions on the file meeting the search criteria display.
The cursor will be positioned in the X field. To transfer a line from inquiry to update, enter a
“U” in this field and depress the ENTER key.
Line 22 may be used to transfer to a different screen. See chapter 8. If no request is made
on line 22, the next seven transactions on the file meeting the original search criteria display.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
32M Revolving Fund Reimbursements Multiple Inquiry Request Screen
01
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32M1
09/02/2007
TR 32 - REVOLVING FUND REIMBURSEMENTS - MULTIPLE INQUIRY BY SITE
USER ID
DOC-NO
C
LINE
10:39:55
ORIG-VOUCHER
V
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 53
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
32M Revolving Fund Reimbursements Multiple Inquiry Screen
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32M2
X
09/02/2007
TR 32 - REVOLVING FUND REIMBURSEMENTS - MULTIPLE INQUIRY BY SITE
DOC-NO
LINE
C 3456
TRN-DT
PPI
...AMOUNT....
09022007
78.60
ORIG-VOUCHER
V
10:39:58
OTHER-DOC
B
A00001 0000
USER ID
DOC-NO
LINE ORIG-VOUCHER
TYPE
SEL
C
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Updating TR32 Transactions
The Single Update by Site screen is used to make changes or corrections to transactions
entering the system on the current day. To make corrections to TR32 entries entered on a
prior day, the operator will have to reverse the original entry and reenter it correctly.
The operator can access the Single Update by Site screen by retrieving, in Multiple Inquiry,
the record to be changed; putting a “U” in the X field, and depressing the ENTER key.
The DELETE field is available to delete an entry from the Daily Input File. To delete the entry
entirely, enter an “D” in this field and depress the ENTER key. The entry will then be
removed from the Daily Input File. The operator may change existing data on update by
tabbing to the field to be changed and keying in the new data. Certain data codes may not be
changed. These are:
AMOUNT
ORIG-VOUCHER
The following codes may not be deleted:
DOC-NO
TRN-DT
The Single Update by Site screen may be used to transfer to a different function/transaction.
If the TYPE and/or SEL fields are left blank, the system will return to the original mode of
Inquiry used to access the Update screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 54
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
There is no NEXT line on the Single Update by Site screen. If another record is to be
updated, then the operator must first retrieve the record in Inquiry and follow the procedures
outlined above.
Lines 23 and 24 indicate the following available Program Functions:
PF3 - processes current screen and returns mini menu.
PF4 - processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12- escapes and does not process current screen.
32U Revolving Fund Reimbursements Single Update Screen
01
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32U1
09/02/2007
TR 32 - REVOLVING FUND REIMBURSEMENTS - SINGLE UPDATE BY SITE
10:14:15
DELETE:
DOC-NO
C 3456
LINE
TRN-DT PPI
09022007
...AMOUNT.... ORIG-VOUCHER
78.60 V A00001 0001
OTHER-DOC
B
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR7S Revolving Fund File
The Revolving Fund File is an on-line auxiliary file that maintains a record for each nonreimbursed Revolving Fund disbursement. It is available for inquiry by the agencies.
A record is created on the Revolving Fund File when a transaction enters the system through
TR52 Revolving Fund Unencumbered Disbursements, TR54 Revolving Fund Payable
Disbursements, or TR71 Revolving Fund Encumbered Disbursements. The record is
removed from the Subsidiary when reimbursement is made from the Operating Fund and
recorded through TR32 Revolving Fund Reimbursements, or when a deletion is entered
through TR59 Revolving Fund Disbursement Corrections.
The Revolving Fund File is updated during nightly processing. The delay is because the
voucher number is required as part of the key for the subsidiary.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 55
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Inquiring into the Revolving Fund File
If a TYPE of “7S” and a SEL of “I” or “M” are entered on any screen, Single Inquiry Request
screen (“I”) or Multiple Inquiry Request screen (“M”) returns (see next pages). Procedures for
the use of these screens begin below.
The operator’s organization security clearance displays along with the data codes available
as search criteria. The search criteria include ORG, GF, SF, FID, BE, IBI, VENDOR-ID,
ORIG-VOUCHER, RVL, and PPI. Only those transactions meeting the entered search
criteria display. If no search criteria is entered, all Revolving Fund transactions on the
Revolving Fund File display in input order, starting with the first entry within the user’s
security clearance.
After completing the Request screen the operator should depress the ENTER key. On Single
Inquiry, the requested transaction returns with its expanded data on the Single Inquiry screen.
On Multiple Inquiry, the first four transactions on file meeting the search criteria displays.
These entries are displayed as they appear on the Revolving Fund File. This data cannot be
changed.
The Revolving Fund Indicator (RVI) denotes what action has been taken relative to a specific
line item. The indicators are:
L This line item has been reimbursed today through TR32.
R
The voucher has been reimbursed today through TR32 but applies to a prior
period’s disbursement when the agency is in dual period processing.
D
The line item has been marked for deletion today through TR59.
Blank No action taken today.
If a line item on the Revolving Fund File has an RVI of “L” or “D”, the line item will be removed
from the file during nightly processing. If a line item has an RVI of “R”, the line will remain on
the File until the prior period is closed. If the RVI is blank, the disbursement has not been
deleted or reimbursed and will remain on the File until a deletion or reimbursement as
recorded.
On line 22 may be used to transfer to a different screen. See chapter 8. If no request is
made on line 22, the next entry/entries on the file meeting the original search criteria display.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 56
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
7SI Revolving Fund File Single Inquiry Request Screen
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7SI1
09/02/2007 10:14:50
7S - REVOLVING FUND SUBSIDIARY LEDGER - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
ORIG-VOUCHER
V
GF SF FID
RVL
BE
IBI
VENDOR-ID
PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
7SI Revolving Fund File Single Inquiry Screen
01
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7SI2
09/02/2007 10:14:51
7S - REVOLVING FUND SUBSIDIARY LEDGER - SINGLE INQUIRY BY SITE
ORIG-VOUCHER
V A00001 0001
VENDOR-ID
E043978166
....AMOUNT....
78.60
GL
71100
L1 L2 L3 L4 L5 EO VR OBJECT
85 20 03 03 000 00 01 261000
MC VENDOR-NAME
A BILL D YOUZERS
INVOICE
071283
EGL EOB ECAT
CAT
040000
YR OCA
00
CFI
SUB-VENDOR-ID
RVI
L
PPI
STATE-DOC
DESCRIPTION
TRAVEL
PROJECT ID GRANT GY CNTRT CY
OTHER-DOC
DB-DT
AC-DT
08/30/2007 09/02/2007
GF SF FID
BE
IBI EF RVL
STATE-PROGRAM
10 1 000001 85200000 00
010001 1112110000 000000
AU
..QUANTITY..
CK-NO
CK-DT
PID
BPIN
EP
COUNT
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
ORIG-VOUCHER RVL
PPI
85
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 57
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
7SM Revolving Fund File Multiple Inquiry Request Screen
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7SM1
09/02/2007 10:14:53
7S - REVOLVING FUND SUBSIDIARY LEDGER - MULTIPLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
85
ORIG-VOUCHER
V
GF SF FID
RVL
BE
IBI
VENDOR-ID
PPI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
7SM Revolving Fund File Multiple Inquiry Screen
01
02
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7SM2
09/02/2007 10:14:54
7S - REVOLVING FUND SUBSIDIARY LEDGER - MULTIPLE INQUIRY - BY SITE
ORIG-VO V A00001 VO TOTAL
78.60 RVL 010001 PPI
X LINE L1 L2 L3 L4 L5 EO VR OBJECT CFI INVOICE
....AMOUNT.... VENDOR-ID
DESCRIPTION
0001 85 20 03 03 000 00 01 261000
071283
78.60 E043978166
TRAVEL
ST-DOC
OTHER-DOC
DB-DT AC-DT RVI
SUB-VENDOR-ID CK-NO CK-DT L
08302007 09022007
TYPE
SEL
L1 L2 L3 L4 L5 GF SF FID
BE
IBI VENDOR-ID
ORIG-VOUCHER RVL
PPI
85
V
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 19
Page 58
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 20 CASH RECEIPTS UTILITY FUNCTION (CP)
The Cash Receipts Utility Function (CP) is used to process and inquire upon Treasury
Receipts, to remove Cash Receipts from the Cash Receipts and Clearing Fund File (3S File),
to produce Detail of Direct Deposits and Detail of Cleared Clearing Fund Receipts, and to
generate the necessary accounting entries to clear the Clearing Fund.
All of the above functions are processed through the Cash Receipts Utility Mini Menu screen.
This screen can be accessed by placing “CP” in the TYPE field on the Main Menu screen, or
any FLAIR screen, and depressing the ENTER key. (See next pages for screen.)
The top half of the screen is used for Treasury Receipt Processing, Inquiry, and Clear the
Clearing Fund Processing. The bottom half is strictly for reporting purposes and will not
initiate Treasury Receipt Processing. Clearing Fund transactions can not be included in the
Treasury Receipt Processing until the Clearing Fund has been cleared.
The PRINTER DESTINATION field is an optional 8-character alphanumeric field. This field is
used to route a report to a specific VTAM listed printer and if left blank the report will route to
the default VTAM printer. This option is available when running: Immediate Detail of Direct
Deposits, Reprint of Immediate Detail of Direct Deposits, Immediate Detail of Clearing Fund
Deposits, Reprint of Clear the Clearing Fund, or Print Verified Treasury Receipts.
The RDS Form field may be used when requesting any of the receipts reports listed on the
screen. The operator, when requesting a report, may enter an appropriate RDS form ID in
the space provided. The report requested will then be sent to the indicated RDS form.
Agency operators will determine what RDS form ID to use from the agency RDS
administrator.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 1
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Cash Receipts Utility Mini Menu Screen
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CPMU
CASH RECEIPTS UTILITY MINI MENU
09/02/2007
11:24:39
TREASURY RECEIPT PROCESSING - ENTER DEPOSIT: C
TREASURY RECEIPT DETAIL INQUIRY - ENTER DEPOSIT: C
CLEAR THE CLEARING FUND PROCESSING - ENTER CLR FUND:
RECEIPTS REPORTING:
RDS FORM
PRINTER DESTINATION
IMMEDIATE DETAIL OF DIRECT DEPOSITS
REPRINT OF IMMEDIATE DETAIL OF DIRECT DEPOSITS
(OPTIONAL) STARTING DEP NO.: C
ENDING DEP NO.: C
OVERNIGHT DETAIL OF DIRECT DEPOSITS
IMMEDIATE DETAIL OF CLEARING FUND DEPOSITS ENTER CLR FUND:
DATE (OPTIONAL):
REPRINT OF CLEAR THE CLEARING FUND - ENTER CLR FUND:
PRINT VERIFIED TREASURY RECEIPTS - DATE(REQUIRED):
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Treasury Receipt Processing
Agencies will process their Treasury Receipts that were entered into FLAIR through the use
of the Cash Receipts Utility Mini Menu screen (previous page). To access Treasury Receipt
Processing, place an “X” to the left of line 4 (Deposit number is optional) and depress the
ENTER key. The Treasury Receipt Processing screen returns (see screen later in this
chapter).
This screen reflects summary information from the Cash Receipts and Clearing Fund File (3S
File). The DEPOSIT NUMBER is the Cash Receipt number assigned by the agency when
they recorded the receipt transaction(s) into FLAIR. STATUS is a code that indicates the
status of the Treasury Receipt information in the processing cycle. The STATUS values are:
C
Clear the Clearing Fund Request has been entered
D
Deposit deleted from Treasury Receipt Processing by agency.
H
Deposit number assigned but no detail receipts entered
P
Deposit entered and pending transfer to Treasury
R
Deposit rejected by Treasury
T
Deposit transferred to Treasury for verification
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 2
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
V
Deposit verified by Treasury
X
Deposit marked for deletion by Treasury
Y
Deposit verified by Treasury and transferred to State Accounts
The AMOUNT reflects the total amount of the Treasury Receipt for the deposit number listed.
ACTION is an action code used by the agency to initiate the transfer or deletion of Treasury
Receipt information to the Treasury. A “T” or “D” is the only valid input in this field. DEPOSIT
DATE is the day of deposit assigned by the agency for the Treasury Receipt transaction. It
can not be greater than the current date. COUNT is the number of line items that make up a
specific deposit. CLR FUND is the Clearing Fund number that was cleared to generate this
deposit transaction. If a Clearing Fund was not accessed, this field returns blank.
The fields DEPOSIT NUMBER, STATUS, AMOUNT, COUNT, and CLR FUND return as
protected. The fields ACTION and DEPOSIT DATE are not protected.
Once an agency enters a “T” in the ACTION field and the deposit date in the DEPOSIT DATE
field, the Treasury Receipt information is immediately transferred to the Treasury Office online. To delete a deposit from Treasury Receipt Processing, a “D” is entered in the ACTION
field (Deposit Date is optional input). Once an agency has entered a “T” or “D” in the ACTION
field, the agency is prohibited from updating the deposit information. Direct Deposits display
on the Treasury Receipt Processing screen and may be transferred to the Treasury
immediately after input in FLAIR (on the same day).
Clearing Fund transactions on the other hand, may not be processed until a CLEAR THE
CLEARING FUND PROCESSING request has been made. After verification of this
information, along with the agency’s cash deposit, the Treasury Receipt is available for
printing through the PRINT VERIFIED TREASURY RECEIPTS option, as described on page
6 of this chapter.
Treasury Receipt Processing causes the records to drop from the Cash Receipts and
Clearing Fund File (3S). Transactions remain on the Treasury Receipt Processing screen
until being deleted by either the agency or Treasury, or until a deposit is verified by the
Treasury Office and posted to State Accounts.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 3
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Treasury Receipt Processing Screen
01
02
03
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CPRP
09/02/2007
11:37:18
TREASURY RECEIPT PROCESSING
DEPOSIT NUMBER
STATUS ....AMOUNT....
ACTION
DEPOSIT DATE
COUNT
C 000016
P
750.00
1
C 006789
P
525.00
5
C 009876
P
300.00
2
C 054321
P
250.00
3
CLR FUND
TYPE
SEL
Entr-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
CAN
Treasury Receipt Corrections
If a deposit has been rejected by the Treasury, a STATUS of “R” appears on the Treasury
Receipt Processing screen. If a correction is necessary, the agency will reenter the
appropriate transaction for eventual verification by the Treasury.
On direct deposit receipts, if the original entry, the rejection and the correction all occur on the
same day, the correction can be made on the original transaction type update screen (i.e.
TR30 update) and then retransmitted to the Treasury. If the rejection is not on the same day
as the original input, the entry will need to be reversed using the appropriate correction
transaction type (TR30, or TR33) and re-entered correctly. If the correction is not one of
State CFO Account Code (GF, SF, FID, BE, IBI), the user may update the status of the
Treasury Receipt deposit record from “R” to “D” and using the appropriate correction
transaction type (TR30 or TR33), enter the reversing entry as well as the correction entry. A
Bookkeeping Indicator of “N” should be used on the reversing entry and blank used on the
corrected re-entry. If the correction is one of Account Code, both the reversing and the
correction entries should be made through TR30 or TR33 with a blank BI field.
Clearing fund receipts will always be processed after Clear-the-Clearing Fund Processing.
Therefore, the original entry should always be reversed using the appropriate cash receipts
corrections transaction type (TR30 or TR33). The use of Bookkeeping Indicator as outlined
earlier should also be employed.
The Transfer Function is now available to correct cash receipts that were entered incorrectly
and verified by the Treasury. Cash receipts in certain revenue categories may be transferred
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 4
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
to the “correct” revenue category through the transfer function. Therefore zero Treasury
correcting entries (as described above) may not be necessary. Please refer to Chapter 15 for
a complete explanation of the Transfer Function.
Print Verified Treasury Receipts
The PRINT VERIFIED TREASURY RECEIPTS report can be requested from the Cash
Receipts Utility Mini Menu by placing an “X” to the left of the selection, entering the date
(required format of MMDDYYYY) of the Treasury Receipt to be printed, and depressing the
ENTER key. Treasury Receipts are available for printing for 5 days.
Treasury Receipt Detail Inquiry
Agencies can inquire upon their Treasury Receipts by accessing the Cash Receipts Utility
Mini Menu (see previous pages). By placing an “X” to the left of TREASURY RECEIPT
DETAIL INQUIRY (line 5), entering the deposit number to be inquired upon, and depressing
the ENTER key, the Treasury Receipt Detail Inquiry screen returns, as shown on the next
page.
This screen lists the detail line items that make up a particular deposit. The DEP-NO (deposit
number) returns from the request screen. The detail data is pulled from the Cash Receipts
and Clearing Fund File (3S File). The following data display:
VENDOR-ID
Vendor Identification number; optional on input.
INVOICE
Invoice number; optional on input.
SECOND-DOC
DESCRIPTION
Secondary Document number; optional on input.
Optional on input.
CLR
Clearing Fund number.
TRN-DT
Transaction date of input.
TR
Transaction Type of original input.
AMOUNT
Line item amount.
ACCOUNT CODE FLAIR 29-digit Account Code (L1,GF,SF,FID,BE,IBI,CAT,YR).
CF
Certified Forward Indicator.
L1 L2 L3 L4 L5
Organization Code of input.
EO
Expansion Option.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 5
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
VR
Version of Expansion Option utilized in transaction input.
OBJ
Object Code
Treasury Receipt Detail Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CPDI
DEP-NO C 9876
09/02/2007
11:55:21
TREASURY RECEIPT DETAIL INQUIRY
PRIMARY-DOC C9876
VENDOR-ID
INVOICE
....AMOUNT.... ACCOUNT CODE
TR
SECOND-DOC
DESCRIPTION
CLR
TRN-DT
CF L1 L2 L3 L4 L5 EO VR OBJECT
VF530205707004
103
180.00 855020500018520000000 00040000
30
08/27/2007
85 20 04 00 000 BB 05 004000
VF599885121001
114
120.00 855020500018520000000 00040000
30
08/27/2007
85 20 04 00 000 BB 05 004000
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Treasury Receipt Nightly Processing
After deposits entered by an agency have been processed and verified by the Treasury, the
status code on Treasury Receipt processing of these transactions is then updated to a
STATUS of “V”. A file is then created of all verified deposits and during nightly update this file
of verified deposits updates the State Accounts records of the Chief Financial Officer,
adjusting agency balances by FLAIR Account Code to reflect all deposits recognized on the
current day by the Treasury. Once agency deposits have been posted to the State Accounts
records, the status of the deposits in regards to Treasury Receipt processing is then updated
to “Y”.
For all deposits representing collections of revenue, processing of receipts is complete at this
point. However, for all deposits reflecting an expenditure/expense refund, transactions are
added to agency accounting records, restoring cash to the fund(s) of expenditure/expense
origin.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 6
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
These transactions appear after nightly update in records of the depositing agency as a TR79
(Automated Expense Refund). The automated entries appear as follows:
Object =
Expenditure Object Code
S.F.
GL Code Description
DR
1
2
1
2
13100*
12200*
54600**
12100**
X
X
Unexpended G/R Releases or
Released Cash in State Treasury
Collections-State General Revenue or
Unreleased Cash in State Treasury
CR
I/A
X
X
A
A
A
A
* - CAT = INPUT on original receipt entry
** - CAT = 001800
As a result of TR79 automated entries, a JT-2 is generated during nightly processing for
expense refunds which have been verified (STATUS = “V”) by the Treasury. The JT-2
voucher produced decreases cash in the agency’s refund account (CAT = 001800) and
increase cash in the operating account of restoration. The JT-2 produced as a result of
Treasury Receipt Processing is placed on the agency’s Voucher Print File during nightly
processing, and is available for printing on the following morning. After agency audit, this
journal transfer (JT) should be transmitted to the Chief Financial Officer for processing.
Receipts Removal
Receipts recorded in state funds other than local funds may be removed from the Cash
Receipts and Clearing Fund File through Treasury Receipt Processing. Viewing of such
receipts via the Cash Receipts and Clearing Fund File (3S) is available until the agency has
requested a DETAIL OF DIRECT DEPOSITS receipts report, CLEAR THE CLEARING FUND
PROCESSING, or for a period of forty-five (45) days if neither of the first two choices was
done. The DETAIL OF DIRECT DEPOSITS report may be printed immediately at an
agency’s local printer, or requested for overnight printing at FLAIR’s data center. After nightly
update of these requests, receipts involved in requested processing are no longer available
for inquiry through 3S, but can be viewed via the Treasury Receipt Detail Inquiry screen. This
capability will be available for agency receipts until Treasury Receipt Processing is
completed. Once receipts are updated by the Treasury to a status of “Y” (verified by Treasury
and transferred to State Accounts), these records are purged from the Cash Receipts and
Clearing Fund File (3S) during nightly update.
Likewise, Clearing Fund receipts are unavailable for viewing on 3S after CLEAR THE
CLEARING FUND PROCESSING has been requested. The summary information of such
receipts may be viewed via the Treasury Receipt Detail Inquiry screen until Treasury Receipt
Processing is completed; at such time, these clearing fund receipts are purged from the Cash
Receipts and Clearing Fund File.
On request, via the CP Function, the Clear the Clearing Fund process is performed during
nightly update. A Detail of Cleared Clearing Fund Receipts Report prints and all General
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 7
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Ledger entries to clear the Clearing Fund automate. The General Ledger entries automated
during the Clear the Clearing Fund Process carry a Transaction Type of “98” on the agency’s
Detail File and are generated at the agency’s Operating Level. These automated entries are:
Clearing Fund
S.F.
GL Code
Description
DR
8
8
35900
11200
Due to State Funds – Clearing Fund
Cash in Bank
X
CR
I/A
X
A
A
CR
I/A
X
A
A
A
A
CR
I/A
X
A
A
A
A
Operating Fund
Object = Revenue Object Code
S.F.
GL Code
Description
DR
1
2
8
54600
12100
11200
16900
Collect. - State General Revenue or
Unreleased Cash in State Treasury or
Cash in Bank
Due from Clearing Fund
X
X
X
Object = Expenditure Object Code
S.F.
GL Code
Description
DR
1
2
8
54600*
12100*
11200
16900
Collections-State General Revenue or
Unreleased Cash in State Treasury or
Cash in Bank
Due from Clearing Fund
X
X
X
* - CAT = 001800 (Refunds)
When the Clear the Clearing Fund Process is performed and the above entries generated,
the Available Balance File for the Operating Fund is updated as:
SF=2
SF=1
Fund Cash
Fund Release
Revenue Object Code
Expenditure Object Code
Organization Cash
Organization Allotments
Revenue Object Code
Expenditure Object Code
Effective Date:
September 1, 2007
SF=8
N/A*
+/-amount
+/-amount
N/A*
+/-amount
N/A*
N/A*
+/-amount
+/-amount
N/A*
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
Supersedes:
2003
Chapter 20
Page 8
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
N/A* = not applicable
Grant Fund Cash, Contract Fund Cash, Project Cash, Grant Allotment, Contract Allotment,
and/or Project Allotment available balance records will also be updated (like Fund Cash and
Organization Allotment above). This update will take place only if the GRANT, CONTRACT,
and/or PROJECT ID fields are input.
The Fund Cash Balance of the Available Balance record for the Clearing Fund is increased or
decreased appropriately by the amount entered on transaction input.
Clear the Clearing Fund Request/Receipts Reporting
If a TYPE of “CP” is entered on any screen, the Cash Receipts Utility Mini Menu screen
returns (see screen earlier in this chapter). This screen can be used to request a DETAIL OF
DIRECT DEPOSITS report or a CLEAR THE CLEARING FUND PROCESSING. (Only one
report may be requested per screen.) Procedures for the use of this screen are described
below.
On line 8, the operator should place an “X” to the left of CLEAR THE CLEARING FUND
PROCESSING - ENTER CLR FUND: and enter the 6-digit Clearing Fund Identifier. Depress
the ENTER key to request the Clear the Clearing Fund process. The system returns the
Request screen (see next pages). The following fields display for input.
CLEAR THROUGH DATE Required field; 8 numeric; MMDDYYYY.
DEPOSIT NUMBER
Required field; 6 alphanumeric.
The operator should enter the appropriate data in these fields and depress the ENTER key. If
this was the first request entered today for this Clearing Fund, the message “CLEAR THE
CLEARING FUND HAS BEEN REQUESTED” displays on the screen. If the operator
depresses the ENTER key, the CP Mini Menu screen returns (if no entry was made in the
TYPE and SEL fields). If a request to clear this Clearing Fund has already been entered
today, the Clear the Clearing Fund Processing Request Update screen displays the message
“REQUEST ALREADY ON FILE” along with the entered CLEAR THROUGH DATE and
DEPOSIT NUMBER. To change either of these fields, the operator should tab to the
appropriate field and enter the new data. Depress the ENTER key and an intermediate
screen returns with the message “CLEAR THE CLEARING FUND REQUEST HAS BEEN
UPDATED.”
The operator can delete a Clear the Clearing Fund request by entering a “D” in the DELETE
field on the Clear the Clearing Fund Processing Request Update screen. Upon depressing
the ENTER key the message “CLEAR THE CLEARING FUND REQUEST HAS BEEN
DELETED” returns.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 9
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
A Detail of Cleared Clearing Fund Receipts report produces automatically at night for each
fund that is cleared.
To request an IMMEDIATE DETAIL OF CLEARING FUND DEPOSITS report, the operator
should place an “X” on line 16 and depress the ENTER Key. The message “IMMEDIATE
DETAIL OF CLEARING FUND DEPOSITS HAS BEEN REQUESTED” returns. Within a few
minutes, a Detail of Clearing Fund Deposits report prints at the operator’s remote printer. To
send this report to RDS, the PRINTER DESTINATION field must be blank and an RDS form
must be entered in the RDS FORM field.
Reprint of the Detail of Cleared Clearing Fund Receipts Report may be generated only on the
day after nightly production of this report via the Cash Receipts Utility Mini-Menu. To request
immediate reprint of this report at an agency’s remote printer, the operator should enter an
“X” to the left of the report description as well as the 6-digit Clearing Fund Identifier on line 20
to the right of REPRINT OF CLEAR THE CLEARING FUND - ENTER CLR FUND. The
system automatically produces this report and routes the report to the agency’s printer. This
reprint is valid only when the specified Clearing Fund was cleared on the previous night. An
example of this report is found later in this chapter.
Clear the Clearing Fund Processing Request Add Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CPCA
09/02/2007
CLEAR THE CLEARING FUND PROCESSING REQUEST-ADD
14:56:42
CLEARING FUND: 020001
TO ADD REQUEST - ENTER CLEAR-THROUGH-DATE:
AND DEPOSIT NUMBER: C
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 10
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
Clear the Clearing Fund Processing Request Add Screen 2
(to change request made previously)
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CPCA
09/02/2007
CLEAR THE CLEARING FUND PROCESSING REQUEST-ADD
CLEARING FUND:
14:56:42
020001
REQUEST ALREADY ON FILE - CLEAR-THROUGH-DATE:
DEPOSIT NUMBER:
08312007
C 123456
TO CHANGE REQUEST - ENTER CLEAR-THROUGH-DATE:
DEPOSIT NUMBER:
OR DELETE:
C
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Detail of Direct Deposits Reporting
The Cash Receipts Utility Mini Menu is also used to request reporting of Direct Deposit
Receipts. (These deposits are placed directly with the Treasury as opposed to originally
being deposited in a local account.) A listing of all direct deposits will be generated upon
initiation of this request which:
1.
are not over forty-five days in age,
2.
have not been included on a Detail of Direct Deposits report from a previous
day, or
3.
have not been processed for Treasury Receipt production.
Detail of Direct Deposits reporting may be generated immediately at the user’s remote printer,
as a reprint of an earlier report produced on the same day, or produced overnight as a
process of an agency’s nightly processing.
All entries input through TR30 and TR33 are included on Direct Deposit Receipts Processing.
Details for request of Detail of Direct Deposits reporting on an immediate, reprint, or overnight
basis are described below.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 11
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
To request an IMMEDIATE DETAIL OF DIRECT DEPOSITS report, the operator should
place an “X” on line 11 and depress the ENTER Key. The message “IMMEDIATE DETAIL
OF DIRECT DEPOSITS HAS BEEN REQUESTED” should be returned. Within a few
minutes, a Detail of Direct Deposits report should be printed at the operator’s remote printer.
To send this report to RDS, the PRINTER DESTINATION field must be blank and an RDS
form must be entered in the RDS FORM field. An example of this report is shown on the
following pages.
An “X” should be placed on line 13 to request a REPRINT OF IMMEDIATE DETAIL OF
DIRECT DEPOSITS. This report will contain a listing of all direct deposits printed on any
earlier reports of the same day. This report function may not be utilized in requesting Reprint
of Detail of Direct Deposits reporting of a previous day or overnight report printed through the
no OVERNIGHT DETAIL OF DIRECT DEPOSITS selection.
A REPRINT OF IMMEDIATE DETAIL OF DIRECT DEPOSITS function may be requested as
many times as needed.
Once the ENTER key has been depressed, the message “REPRINT OF IMMEDIATE DETAIL
OF DIRECT DEPOSIT RECEIPTS HAS BEEN REQUESTED” displays. In a matter of
minutes the reprint of this report is available at the operator’s remote printer (see upcoming
pages).
A Detail of Direct Deposits report may be generated overnight during nightly update by
initiating such a request from the Cash Receipts Utility Mini Menu. An “X” should be placed
on line 15, OVERNIGHT DETAIL OF DIRECT DEPOSITS. When the ENTER key is
depressed, the message “OVERNIGHT DETAIL DIRECT DEPOSIT RECEIPTS HAS BEEN
REQUESTED” will be displayed. A report is generated during nightly updating.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 20
Page 12
IMMEDIATE DETAIL OF CLEARING FUND RECEIPTS REPORT
DCLR03-01
CLR 020001
DEP-NO C 999999
TREASURY RECEIPTS
85500000000
DEPARTMENT OF THE TREASURY
09/02/07
PAGE
1
IMMEDIATE DETAIL OF CLEARING FUND RECEIPTS
E0000000009
ACCOUNT CODE
CF OBJECT
855020500018520000000 00040000
855020500018520000000 00040000
G/L
AMOUNT
BI
DOCUMENT NO
004000 67900
543.21
C403
004000 67200
25000.06
C407
004000 67900
888.88
C408
0040XX
855020500018520000000 00040000
DATE
08/29/2007 VN323232323001
MISC. REVENUE
08/30/2007 VN591675944001
MISC. REVENUE
08/30/2007 VN530205707004
MISC. REVENUE
26432.15
OBJECT TOTAL
26432.15
ACCOUNT TOTAL
855020500018520000000 04000000
230000 77200
2000.03
855020500018520000000 04000000
2300XX
2000.03
OBJECT TOTAL
2000.03
ACCOUNT TOTAL
855020500018520000000 04000000
28432.18
VENDOR NUMBER
DESCRIPTION
C403
08/29/2007
ORG L2-L5 EO TR
500400000 BB 31
500400000 BB 31
500400000 BB 31
200400000 BB 31
TOTAL
RECAP OF CLEARING FUND RECEIPTS REPORT
DCLR03-01
CLR 020001
DEP-NO C 999999
TREASURY RECEIPTS
85500000000
DEPARTMENT OF THE TREASURY
09/02/07
PAGE
2
RECAP OF CLEARING FUND RECEIPTS
E0000000009
ACCOUNT CODE
CF
AMOUNT
85502050001 8520000000 0400000
26432.15
85502050001 8520000000
26432.15
85502050001 8520000000 00040000
2000.03
2000.03
28432.18
Effective Date
September 1, 2007
EXPENSE REFUNDS SUBTOTAL
FUND / BE / IBI SUBTOTAL
TOTAL
Supersedes
2003
Chapter 20
Page 13
DETAIL OF DIRECT DEPOSIT RECEIPTS REPORT
DDDR02-04
SITE 01
TREASURY RECEIPTS
IMMEDIATE
85200000000
DEPARTMENT OF THE TREASURY
Z0000000128
ACCOUNT CODE
09/02/07
PAGE
1
DETAIL OF DIRECT DEPOSIT RECEIPTS
CF OBJECT
G/L
AMOUNT
BI DEPOSIT NO
DESCRIPTION
852020100018510000000 00020000
002000 61200
1072.84
852020100018510000000 00020000
002000 61200
600.00
852020100018510000000 00020000
002000
1672.84
852020100018510000000 00020000
1672.84
DATE
VENDOR
NUMBER
ORG L2-L5 EO TR
INVOICE
OCA
AR-NO
OTHER-DOC
C900
08/29/2007 VF591675944001
200202000 AA 30
REGULAR FEES
222AAA
C120
08/29/2007 VF134924710003
200202213 AA 33
REGULAR FEES
R1113190001
111AAA
OBJECT TOTAL
ACCOUNT TOTAL
852010000018520000000 04000000
279000 71100
355.00
C904
08/30/2007 VF530205707004
200400000 00 30
852010000018520000000 04000000
279000 71100
48.00
C907
08/30/2007
200202000 00 30
852010000018520000000 04000000
279000
852010000018520000000 04000000
403.00
OBJECT TOTAL
403.00
ACCOUNT TOTAL
2075.84
TOTAL
RECAP OF DIRECT DEPOSIT RECEIPTS REPORT
DDDR02-04
SITE 01
TREASURY RECEIPTS
85200000000
DEPARTMENT OF THE TREASURY
Z0000000128
ACCOUNT CODE
RECAP OF DIRECT DEPOSIT RECEIPTS
CF
AMOUNT
85202010001 8510000000 00020000
1672.84
85201000001 8520000000 04000000
403.00
2075.84
Effective Date
September 1, 2007
09/02/07
PAGE
2
TOTAL
Supersedes
2003
Chapter 20
Page 14
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
CHAPTER 21 VOUCHER PROCESSING (VP)
The Voucher Print Mini Menu (VP) is used to print Voucher Summary Reports and Voucher
Schedules. The Voucher Summary Report allows users to review vouchers prior to printing
them; thereby allowing the agencies to correct errors on the voucher schedules before
printing them and before the agency’s Detail and Master Files are updated incorrectly. This
report may be printed on the agency’s local printer as often during the day as necessary, and
must be printed from the agency’s computer terminal that is designated for immediate
reporting. Agencies may now assign some or all of their voucher numbers, or have the
system assign some or all of their voucher numbers. Voucher schedules may be printed by
the agencies on their local printers the morning after update.
In addition to printing Voucher Summary Reports and Voucher Schedules, Voucher
Processing allows for Voucher Schedule reprints. An agency’s voucher may be reprinted for
a period of five (5) days after the original print date. After five days these vouchers are
purged from the Voucher Print File and are no longer available for reprinting. If vouchers
have never been printed, they are accessible for printing a period of ten (10) days before
unprinted vouchers are purged from an agency’s print file.
The Voucher Print Mini Menu (VP) may be used to search for voucher numbers. The
SEARCH FOR VOUCHER NUMBERS selection is used to inquire as to the range of voucher
numbers processed by an agency on a given date. Voucher numbers may be inquired upon
via this selection for a period of five days after the original print date if the voucher has been
printed and ten days if the voucher has never been printed.
Assigning Voucher and Voucher Line Numbers
Agencies have the option of assigning their voucher numbers as well as voucher line
numbers, or of having the system generate voucher numbers during voucher processing at
night. On all disbursement screens, the VOUCHER-NO and LINE fields will be displayed.
The VOUCH-NO field is an optional 7-character alphanumeric field having the protected first
character ‘V’. The LINE field is a 4-character numeric field that is optional if VOUCH-NO is
entered and invalid if VOUCH-NO is not entered.
If the system is to assign the voucher number for a disbursement entry, the operator must
leave the VOUCH-NO and LINE fields blank. The system then sorts the disbursement
transactions and assigns a voucher number at night during Voucher Processing. The
system-assigned voucher number always has a numeric second character, e.g. ‘V123456’.
The numbers are assigned at the agency’s Operating Level beginning with number ‘V000001’
each July 1. The system then sequentially adds one (1) to the last voucher number assigned
until all vouchers are processed. The transactions print on the voucher in Vendor, SubVendor, Object Code order. There can be no more than fifty (50) lines per voucher. For
those agencies choosing to have the system assign the voucher number, the operator may
Effective Date
September 1, 2007
Supersedes
2003
Chapter 21
Page 1
FLAIR Procedures Manual
Florida Department of Financial Services
also input a Grouping Character. This allows the user to have some control over how
transactions are grouped together or not grouped together.
If the agency elects to assign the voucher number for a disbursement entry, the operator
must enter the VOUCH-NO and the entered number must have an alphabetic second
character, e.g. ‘VA12345.’ VOUCH-NO is also required input. If ‘BI = X’ is used, then
VOUCH-NO and VOUCHER LINE are required. If an agency assigns voucher numbers, the
transactions will be sorted by Operating Organization, Site, then by Voucher Number. This
means that two separate operators with different Site fields associated with their passwords
can assign the same number and get separate vouchers printed (a voucher for each site).
Although FLAIR allows duplicate voucher numbers for different sites, Voucher Audit will reject
these vouchers if there is already a voucher with the same Account Code and Voucher
Number on the Voucher Audit Files. When assigning voucher numbers, the agencies should
limit each voucher to fifty (50) transactions, or the vouchers may be rejected by Voucher
Audit.
If the agency wants the transactions on the voucher to be in a specified order, the operator
should enter the appropriate line number in the LINE field. A line number cannot be entered if
the VOUCH-NO field is blank. If a line number is not entered with the VOUCH-NO, the
transactions are printed on the voucher in Vendor, Sub-Vendor, Object Code, Vendor Invoice
order.
Voucher Processing
Voucher Processing is the first step in the nightly update process. All disbursement
transactions not having a ‘BI = X’ go through Voucher Processing. This includes transactions
entered through the following Transaction Types:
TR51 - Unencumbered Disbursements
TR52 - Revolving Fund Unencumbered Disbursements
TR53 - Payable Disbursements
TR54 - Revolving Fund Payable Disbursements
TR57 - Refund of Overpayment of Taxes
TR70 - Encumbered Disbursements
TR71 - Revolving Fund Encumbered Disbursements
TR94 – Revenue to Revenue Transfer
There are three types of vouchers printed by the system: Regular Disbursement Vouchers,
Journal Transfer Vouchers, and Non-Chief Financial Officer Vouchers. Regular
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 2
FLAIR Procedures Manual
Florida Department of Financial Services
Disbursement Vouchers include all disbursement transactions where a warrant is produced.
Journal Transfer Vouchers include disbursement and revenue transactions where monies
transfer from one state account to another. A JT-1 involves transfers from one operating
account to another; and a JT-2 involves transfers between an operating account and a
revenue account. Non-Chief Financial Officer Vouchers are produced when a Local Fund is
making the disbursement (i.e., no warrant is produced), or ‘BI = N’, which causes the entry to
bypass the Voucher Audit Process. Non-Chief Financial Officer Vouchers are informational in
nature and are not sent to the Chief Financial Officer for processing but remain in the
agency’s records.
Salary Vouchers (object codes 11****, 12****, 13****, 15****, or 16****) produce voucher
schedules and are included in the Voucher Audit Process unless the operator enters ‘BI = N’
or ‘BI = X’. An “N” in the BI field causes the entry to bypass the Voucher Audit Process but
will print a Non-Chief Financial Officer Voucher. An “X” in the BI field causes the entry to
bypass Voucher Audit and Voucher Printing.
For each disbursement transaction that is entered, the system assigns a 2-character Voucher
Type Code. These Voucher Type Codes are given below. Sample vouchers begin on page
8.
Regular Disbursement Vouchers
A1 - Regular Disbursement Voucher
A2 - Regular Disbursement Contractual Services Voucher
G1 - Revolving Fund Reimbursement
G2 - Revolving Fund Reimbursement Contractual Services
L1 - Regular Voucher < $10,000, not audited
L3 - Revolving Fund Reimbursement < $10,000, not audited
R1 - Overpayment of Taxes
R2 - Overpayment of Taxes, Contractual Services
S1 - Regular Voucher < $1,000, statistically sampled to be audited
S3 - Revolving Fund Reimbursement < $10,000, statistically sampled to be audited
K1 - Purchasing Card Reimbursement
M1 - Recurring Payment Voucher, not audited
M2 – Recurring Payment Contractual Services Voucher, not audited
N1 - Recurring Payment Voucher, flagged for pre-auditing
N2 – Recurring Payment Contractual Services Voucher, flagged for pre-auditing
V1 - Invoice Tracking (EDI) Regular Disbursement Voucher
V2 - Invoice Tracking (EDI) Contractual Services Voucher
Note: < means less than or equal to
Journal Transfer Vouchers
B1 - JT-1 - Journal Redistribution
B4 - JT-1 - Journal Redistribution (AJT system)
C1 - JT-2 - Non-operating Transfer
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 3
FLAIR Procedures Manual
Florida Department of Financial Services
C2 - JT-2 - Journal Advice
C4 - JT-2 - Expenditure Refund Journal Advice
Q2 - JT-2 - Overpayment of Taxes
Non-Chief Financial Officer Vouchers
D1 – Regular Disbursement Voucher
E1 – JT-1 Journal Redistribution
F1 – JT-2 Non-operating Transfer
F2 – JT-2 Journal Advice
H1 - Revolving Fund Reimbursement (Revolving Fund)
The system assigns these Voucher Types on-line, determined by Transaction Type, State
Fund Type, Vendor Type, and Object Code. During Voucher Processing, the transactions are
assigned to vouchers and the AMOUNT field is edited for zero (0) amounts, credit amounts,
and amounts equal to or greater than ten (10) million dollars. Also as a part of Voucher
Processing, a unique Statewide Document number is system assigned to each voucher
within an Operating Level Organization and SITE. The Statewide Document number
assignment applies to disbursements with ‘SF ≠ 8’ and ‘BI ≠ X’. The criteria for determining
which transactions will be printed on a voucher are as follows:
Regular Vouchers
(Types A, D, K, L, M, N, R, S1, & V)
Operating Level Organization
Site
Voucher Number (if agency-assigned)
Voucher Type
Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR)
Certified Forward Indicator
Grouping Character
Line Number (if given)
Vendor Identification Number
Contract Number
Sub-Vendor Identification Number
Object (first 4 digits)
Vendor Invoice Number
Transaction Date
State Program Number (first 10 digits)
Revolving Fund Reimbursement Vouchers
(Types G, H, L3, & S3)
Operating Level Organization
Site
Voucher Number (if given)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 4
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type
Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR)
Certified Forward Indicator
Revolving Fund Identifier
Grouping Character
Line Number (if given)
Vendor Identification Number
Contract
Sub-Vendor Identification Number
Object (first 4 digits)
Vendor Invoice
Transaction Date
State Program Number (first 10 digits)
Journal Transfer Vouchers (JT’s)
(Types B, C, E, F,& Q)
Operating Level Organization
Site
Voucher Number
Voucher Type
1st and 2nd digits of Vendor ID
Grouping Character
Line Number
Vendor Identification Number
Benefiting Appropriation Category
Benefiting Appropriation Year
Benefiting Certified Forward Indicator
Benefiting Object Code
Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR)
Certified Forward Indicator
Object Code (first 4 digits)
Sub-Vendor Identification Number
Vendor Invoice Number
Transaction Date
State Program Number (first 10 digits)
Therefore, if an agency assigns a voucher number and line number, the entries on that
voucher will be in line number order. If the agency assigns the voucher number only, the
entries on the voucher will be sorted based on voucher type in the manner prescribed above
to determine voucher line placement.
After each transaction has been assigned to a voucher and a voucher number system
generated (if the agency did not assign a number), agency vouchers are then routed to a print
file for voucher printing. A Voucher Schedule may be reprinted within five (5) days after the
original date of voucher printing, after which the voucher is purged from the Voucher Print
File.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 5
FLAIR Procedures Manual
Florida Department of Financial Services
Unprinted voucher schedules remain on the voucher print file for ten (10) days before the
voucher purges.
After voucher schedules are routed to the Voucher Print File, all vouchers, except Non-Chief
Financial Officer Vouchers, are then sent on-line to the Chief Financial Officer’s On-line
Voucher Audit System. An agency may follow the processing of Regular Vouchers, from the
beginning of voucher audit through the creation of warrants. See chapter 33 for further
information on the Voucher Audit Function.
Transaction 94 (Revenue to Revenue) Journal Transfer Vouchers have their own unique
nightly voucher processing.
Treasury Receipts
T1 – Revenue to Revenue Transfer, Intradepartmental
U1 – Revenue to Revenue Transfer, Interdepartmental
W1 – Revenue to Revenue Transfer, flagged, Intradepartmental
X1 – Revenue to Revenue transfer, flagged, Interdepartmental
Transfer Receipts
T2 – Revenue to Revenue Transfer, Intradepartmental
U2 – Revenue to Revenue Transfer, Interdepartmental
W2 – Revenue to Revenue Transfer, flagged, Interdepartmental
X2 – Revenue to Revenue Transfer, flagged, Intradepartmental
Journal Receipts
T3 – Revenue to Revenue Transfer, Intradepartmental
U3 – Revenue to Revenue Transfer, Interdepartmental
W3 – Revenue to Revenue Transfer, flagged, Intradepartmental
X3 – Revenue to Revenue Transfer, flagged, Interdepartmental
Statistical Sampling
Statistical sampling is an automated process that takes place during nightly processing.
Vouchers go through a process that monitors the total amount of each voucher. Within this
process, there are certain amount limitation guidelines that are evaluated. If the total of a
voucher is < $10,000, the voucher is sent to a statistical sampling file. Within this file, the
voucher can be chosen randomly for auditing. If it is not selected for auditing, it automatically
posts during nightly processing.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 6
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = A1
Regular Disbursement Voucher
PAGE NO.
STATE OF FLORIDA
OLO
850000
DEPARTMENT
SITE
VOUCHER SCHEDULE
DATE
09/02/2007
OBJECT
CODE
PAYEE
S-W/Agency Voucher No.
W30-0000-2538
001085
DEPARTMENT OF THE TREASURY
FLAIR HEADQUARTERS
VENDOR ID NUMBER
OR SSN NUMBER
1
TRANS
CODE
--INVOICE(S)
OBJECT
AMOUNT
TRANS
CODE
WARRANT
AMOUNT
VF111998661003 AVIS RENT-A-CAR SYSTEMS, INC
270-88-9442
BYRD
EARL E
2610
63.50
299-44-7993
KLEIN
IDA
2610
21.20
ACCOUNT NAME:
DIV. OF ADM. T/F - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85101015010-8510000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
84.70
TOTAL
84.70
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 7
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = A1
Certified Forward Disbursement Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
CERTIFIED FORWARD DISBURSEMENTS
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
VENDOR ID
NUMBER
OR SSN NUMBER
VF111998661003
1
S-W/Agency Voucher No.
W30-0000-2539
001086
OBJECT
CODE
PAYEE
TRANS
CODE
TRANS
CODE
OBJECT
AMOUNT
WARRANT
AMOUNT
AVIS RENT-A-CAR SYSTEMS, INC
260-71-1380
MELLOW
236-52-0402
RECONWITH
VF592334945001
DATE 09/02/2007
MARCIA
AMANDA
2610
47.50
2610
42.25
89.75
30.00
3800
AVIS OFFICE SUPPLY CO.
30.00
ACCOUNT NAME:
DIV. OF ADM. T/F - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85202010001-8500000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
TOTAL
119.75
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 8
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = A2
Regular Disbursement Contractual Services Voucher
PAGE NO.
STATE OF FLORIDA
OLO
850000
DEPARTMENT
SITE
VENDOR ID
NUMBER
OR SSN NUMBER
VF340054940001
VOUCHER SCHEDULE
DATE 09/02/2007
CONTRACTUAL SERVICES VOUCHER
DEPARTMENT OF THE TREASURY
FLAIR HEADQUARTERS
PAYEE
CONTRACT NO. CONTRACT
AMOUNT
OBJECT
CODE
1
S-W/Agency Voucher No.
W30-0000-2540
001087
TRANS
CODE
TRANS
CODE
OBJECT
AMOUNT
WARRANT
AMOUNT
AM INTERNATIONAL
NON-EMPLOYEE CLIENT VENDOR C333333333
CONTRACTS R US
CNTRT: CNTR2
10.00
1315
10.00
CNTRT: CNTR3
20.00
1315
20.00
CNTRT: CNTR4
30.00
1315
30.00
CNTRT: CNTR1
30.00
1315
30.00
CNTRT: CNTR2
50.00
1315
50.00
CNTRT: CNTR3
60.00
1315
60.00
CNTRT: CNTR5
70.00
1315
70.00
CNTRT: CNTR7
80.00
1315
80.00
ACCOUNT NAME:
OTHER PERSONNEL SERVICES
DEPARTMENT OF THE TREASURY FLAIR CLASS ONLY
ACCOUNT CODE:
85202000222-8590080010-03000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
350.00
TOTAL
350.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 9
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = G1
Revolving Fund Reimbursement Voucher
PAGE NO.
STATE OF FLORIDA
OLO
850000
DEPARTMENT
SITE
VOUCHER SCHEDULE
DATE 09/02/2007
OBJECT
CODE
PAYEE
S-W/Agency Voucher No.
W30-0000-2541
001088
DEPARTMENT OF THE TREASURY
FLAIR HEADQUARTERS
VENDOR ID NUMBER
OR SSN NUMBER
1
TRANS
CODE
TRANS
CODE
OBJECT
AMOUNT
WARRANT
AMOUNT
857480100010000000000
REVOLVING FUND FOR TRAVEL
FLAIR CLASS ONLY
VF111998661003
043-97-8166
VF456456456001
AVIS RENT-A-CAR SYSTEMS, INC
YOUZERS
2610
34.50
2610
135.00
2610
135.00
2610
145.00
2610
145.00
34.50
US AIRLINES
043-97-8166
YOUZERS
270-88-9442
BYRD
VF789789789001
BILL D
BILL D
EARL E
270.00
SHERATON HOTEL
043-97-8166
YOUZERS
270-88-9442
BYRD
BILL D
EARL E
ACCOUNT NAME:
DIV. OF C & C - G/R - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85101000001-8520000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
290.00
TOTAL
594.50
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 10
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = G2
Revolving Fund Reimbursement Contractual Services Voucher
PAGE NO.
STATE OF FLORIDA
OLO
850000
DEPARTMENT
SITE
VENDOR ID
NUMBER
OR SSN NUMBER
VOUCHER SCHEDULE
DATE 09/02/2007
S-W/Agency Voucher No.
W30-0000-2542
001089
DEPARTMENT OF THE TREASURY
FLAIR HEADQUARTERS
PAYEE
CONTRACT NO. CONTRACT
AMOUNT
1
OBJECT
CODE
TRANS
CODE
TRANS
CODE
OBJECT
AMOUNT
WARRANT
AMOUNT
85748010001-8520000000-04000000
REVOLVING FUND
FLAIR CLASS
VF000000001001 TILLY FOANMAN
NON-EMPLOYEE CLIENT VENDOR C333333333
CONTRACTS R US
CNTRT: CNTR6
C499185732
10.00
2610
10.00
2610
20.00
2610
10.00
KLEIN, IDA
NON-EMPLOYEE
TILLY FOANMAN
CNTRT: C0001
20.00
VF000000001001 TILLY FOANMAN
CNTRT: C0002
10.00
ACCOUNT NAME:
OTHER PERSONNEL SERVICES
DEPARTMENT OF THE TREASURY FLAIR CLASS ONLY
ACCOUNT CODE:
85101000001-85990000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
40.00
TOTAL
40.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 11
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = L1
Non Audited Disbursement Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
DATE 09/02/2002
NON AUDITED DISBURSEMENTS - RETAIN ALL DOCUMENTS
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
TRANS
CODE
VENDOR ID NUMBER
OBJECT
OR SSN NUMBER
PAYEE
CODE
OBJECT
AMOUNT
VF111998661003
236-52-0402
1
S-W/Agency Voucher No.
W30-0000-2543
001090
TRANS
CODE
WARRANT
AMOUNT
AVIS RENT-A-CAR SYSTEMS, INC
RECONWITH
AMANDA
2610
100.00
ACCOUNT NAME:
DIV. OF ADM. G/R EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85101015010-8510000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
100.00
TOTAL
100.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 12
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = L3
Non Audited Revolving Fund Disbursement Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
DATE 09/02/2007
NON AUDITED DISBURSEMENTS - RETAIN ALL DOCUMENTS
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
TRANS
CODE
VENDOR ID NUMBER
OBJECT
OR SSN NUMBER
PAYEE
CODE
OBJECT
AMOUNT
1
S-W/Agency Voucher No.
W30-0000-2544
001091
TRANS
CODE
WARRANT
AMOUNT
85748010001-0000000000-00000000
REVOLVING FUND FOR TRAVEL
FLAIR CLASS ONLY
VF111998661003
299-44-7993
VF45645646001
AVIS RENT-A-CAR SYSTEMS, INC
KLEIN
2610
50.00
2610
175.00
2610
175.00
2610
125.00
2610
125.00
50.00
US AIRLINES
229-44-7993
KLEIN
261-07-1138
MELLOW
VF789789789001
IDA
IDA
MARCIA
350.00
SHERATON HOTEL
229-44-7993
KLEIN
261-07-1138
MELLOW
IDA
MARCIA
ACCOUNT NAME:
DIV. OF C & C G/R EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85101000001-8520000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
250.00
TOTAL
650.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 13
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = R1
Refund of Overpayment of Taxes Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
REFUND OF OVERPAYMENT OF TAXES
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
VENDOR ID
NUMBER
OR SSN NUMBER
PAYEE
DATE 09/02/2007
1
S-W/Agency Voucher No.
W30-0000-2545
001092
OBJECT
CODE
TRANS
CODE
TRANS
CODE
OBJECT
AMOUNT
WARRANT
AMOUNT
ORIGINAL DEPOSIT ACCOUNT CODE:
85-10-1-000001-85100000-00-040000-00
VF592049532001
8600
AAA FLEET SERVICE
ACCOUNT NAME:
REFUND OF NON-STATE REVENUES
FLAIR CLASS ONLY
ACCOUNT CODE:
44101000902-4410000000-22003000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
400.00
400.00
TOTAL
400.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 14
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = R2
Contractual Services Refund of Overpayment of Taxes Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
DATE 09/02/2002
REFUND OF OVERPAYMENT OF TAXES - CONTRACTUAL SERVICES
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
TRANS
CODE
OBJECT
VENDOR ID
PAYEE
CODE
NUMBER
OBJECT
OR SSN NUMBER
AMOUNT
1
S-W/Agency Voucher No.
W30-0000-2546
001093
TRANS
CODE
WARRANT
AMOUNT
ORIGINAL DEPOSIT ACCOUNT CODE:
85-10-1-000001-85100000-00-040000-00
VF591741108001
8600
ARGO AND COMPANY
ACCOUNT NAME:
REFUND OF NON-STATE REVENUES
FLAIR CLASS ONLY
ACCOUNT CODE:
44101000902-4410000000-22003000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
400.00
400.00
TOTAL
400.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 15
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = S1
Audited Disbursement Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
DATE 09/02/2002
SEND DOCUMENTATION FOR PRINTED INVOICE NUMBERS
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
TRANS
CODE
OBJECT
VENDOR ID
PAYEE
CODE
NUMBER
OBJECT
OR SSN NUMBER
AMOUNT
VF014522365001
COMPUTERLAND
INV: A091099
800.00
3930
1
S-W/Agency Voucher No.
W30-0000-2547
001094
TRANS
CODE
WARRANT
AMOUNT
800.00
800.00
ACCOUNT NAME:
DIV. OF ADM. - T/F - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85101015010-8510000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
TOTAL
800.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 16
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = S3
Audited Revolving Fund Disbursement Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
DATE 09/02/2007
SEND DOCUMENTATION FOR PRINTED INVOICE NUMBERS
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
TRANS
CODE
OBJECT
VENDOR ID
PAYEE
CODE
NUMBER
OBJECT
OR SSN NUMBER
AMOUNT
1
S-W/Agency Voucher No.
W30-0000-2548
001095
TRANS
CODE
WARRANT
AMOUNT
85748010001-0000000000-00000000
MUSEUM TRAVEL RVL FUND
FLAIR CLASS ONLY
VF111998661003 AVIS RENT-A-CAR SYSTEMS, INC
INV: A0910991234 226.00
2610
226.00
VF321321321001 DELTA AIRLINES
INV: DL083101-02 125.00
2610
125.00
VF887992331001 HAMPTON INN
INV: HI19001332
355.00
2610
355.00
ACCOUNT NAME:
DIV. OF C & C - G/R - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85101000001-8520000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
706.00
TOTAL
706.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 17
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = B1 (JT-1)
Journal Redistribution Voucher
PAGE NO.
STATE OF FLORIDA
OLO
850000
DEPARTMENT
SITE
VENDOR ID
NUMBER
OR SSN NUMBER
VOUCHER SCHEDULE
JT-1
DATE 09/02/2007
S-W/Agency Voucher No.
W30-0000-2549
001096
DEPARTMENT OF THE TREASURY
FLAIR HEADQUARTERS
OBJECT
CODE
PAYEE
1
85202010001-8510000000-04000000
DIV. OF ADM. T/F - EXPENSES
INV: E0930
710.00
2210
85202010001-8510000000-06000000
DIV. OF ADM. T/F - OCO
FLAIR CLASS
2210
TRANS
CODE
20
INCREASE
AMOUNT
TRANS
CODE
21
DECREASE
AMOUNT
710.00
710.00
TOTAL
TRANSACTION TYPE: JOURNAL REDISTRIBUTION
710.00
TOTAL
710.00
I hereby certify that the above transactions are in accordance with the
For State Comptroller’s Use Only
Florida Statutes and all applicable laws and rules of the State of Florida.
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 18
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = B4 (JT-1)
Journal Redistribution Voucher
PAGE NO.
STATE OF FLORIDA
OLO
850000
DEPARTMENT
SITE
VOUCHER SCHEDULE
JT-1
DATE 09/02/2007
S-W/Agency Voucher No.
W30-0000-2550
001097
DEPARTMENT OF THE TREASURY
FLAIR HEADQUARTERS
COMPTROLLER ACCOUNT NUMBER
CF
COMPTROLLER ACCOUNT NAME
PP COMPT VO INVOICE
INVOICE AMOUNT
1
OBJECT
CODE
TRANS
CODE
20
INCREASE
AMOUNT
85202010001-8510000000-04000000
DIV. OF ADM. – T/F EXPENSES
FLAIR CLASS
INV: 051388
10.00
8989
10.00
85502050001-8520000000-04000000
BUR. OF C.C. – T/F EXPENSES
FLAIR CLASS
INV: 051388
10.00
8989
10.00
85502050001-8520000000-06000000
BUR. OF C.C. – T/F OCO
FLAIR CLASS
INV. 051388
20.00
8989
10.00
85101000001-8510000000-04000000
DIV. OF ADM. – G/R EXPENSES
FLAIR CLASS
8989
TRANS
CODE
21
DECREASE
AMOUNT
40.00
TOTAL
TRANSACTION TYPE: JOURNAL REDISTRIBUTION
40.00
40.00
I hereby certify that the above transactions are in accordance with the
For State Comptroller’s Use Only
Florida Statutes and all applicable laws and rules of the State of Florida.
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 19
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = C1 (JT-2)
Non-Operating Transfer Voucher
PAGE NO.
STATE OF FLORIDA
OLO
850000
DEPARTMENT
SITE
VOUCHER SCHEDULE
JT-2
DATE 09/02/2007
S-W/Agency Voucher No.
W30-0000-2551
001098
DEPARTMENT OF THE TREASURY
FLAIR HEADQUARTERS
COMPTROLLER ACCOUNT NUMBER
CF
COMPTROLLER ACCOUNT NAME
INVOICE
INVOICE AMOUNT
OBJECT
CODE
TRANS
CODE
29
INCREASE
AMOUNT
85202000002-8590000000-09000000
LUMP SUM - STATE FUND 2
FLAIR CLASS
NON-EMPLOYEE T FOANMAN
INV: 100CALL
30.00
8100
30.00
85202000002-8590000000-09000000
LUMP SUM - STATE FUND 2
FLAIR CLASS
111-11-1111 ABEL RINGER
INV: 200CALL
20.00
8100
20.00
85202000002-8590000000-09000000
LUMP SUM - STATE FUND 2
FLAIR CLASS
NON-EMPLOYEE R U THERE
INV: 300CALL
10.00
8100
10.00
TRANS
CODE
60.00
TOTAL
TRANSACTION TYPE: NON-OPERATING TRANSFER
60.00
Florida Statutes and all applicable laws and rules of the State of Florida.
49
INCREASE
AMOUNT
85101000001-8561000000-18000000
TRANSFER TO TRUST FUNDS
I hereby certify that the above transactions are in accordance with the
1
60.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 20
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = C2 (JT-2)
Journal Advice Voucher
PAGE NO.
STATE OF FLORIDA
OLO
850000
DEPARTMENT
SITE
VOUCHER SCHEDULE
JT-2
DATE 09/02/2002
S-W/Agency Voucher No.
W30-0000-2552
001099
DEPARTMENT OF THE TREASURY
FLAIR HEADQUARTERS
COMPTROLLER ACCOUNT NUMBER
CF
COMPTROLLER ACCOUNT NAME
INVOICE
INVOICE AMOUNT
1
OBJECT
CODE
TRANS
CODE
25
INCREASE
AMOUNT
85202000002-8590000000-04000000
EXPENSE - STATE FUND 2
FLAIR CLASS
NON-EMPLOYEE US AIRWAYS
INV: US117900
10.00
2610
10.00
85202000002-8590000000-04000000
EXPENSE - STATE FUND 2
FLAIR CLASS
NON-EMPLOYEE I M AKOLLAR
INV: AK1999
20.00
2620
20.00
TRANS
CODE
45
INCREASE
AMOUNT
30.00
85101000001-8510000000-00180000
DIV. OF ADM. - G/R -REFUNDS
TOTAL
TRANSACTION TYPE: JOURNAL ADVICE
30.00
30.00
I hereby certify that the above transactions are in accordance with the
For State Comptroller’s Use Only
Florida Statutes and all applicable laws and rules of the State of Florida.
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 21
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = C4 JT-2
Expenditures Refund Journal Advice Voucher
PAGE NO.
STATE OF FLORIDA
OLO
850000
DEPARTMENT
SITE
VOUCHER SCHEDULE
JT-2
DATE 09/02/2007
S-W/Agency Voucher No.
W30-0000-2553
001100
DEPARTMENT OF THE TREASURY
FLAIR HEADQUARTERS
CONPTROLLER ACCOUNT NUMBER
CF
COMPTROLLER ACCOUNT NAME
INVOICE
INVOICE AMOUNT
OBJECT
CODE
TRANS
CODE
DECREASE
AMOUNT
85101000001-8510000000-04000000
C
DIV. OF ADM. - G/R - EXPENSES
FLAIR CLASS ONLY
111-11-1111 V. PAYROLL
INV: SUM123
100.00
2610
100.00
85101000001-8510000000-04000000
C
DIV. OF ADM. - G/R - EXPENSES
FLAIR CLASS ONLY
NON-EMPLOYEE SOUNDPOWER
INV: 590000
100.00
2610
100.00
39
TRANS
CODE
200.00
JT-2
TRANSACTION TYPE: EXPENDITURE REFUND JOURNAL ADVICE
200.00
Florida Statutes and all applicable laws and rules of the State of Florida.
38
DECREASE
AMOUNT
85101000001-8510000000-00180000
DIV. OF ADM. - G/R - REFUNDS
FLAIR CLASS ONLY
I hereby certify that the above transactions are in accordance with the
1
TOTAL
200.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 22
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = Q2
Refund of Overpayment of Taxes Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
JT-2 REFUND OF OVERPAYMENT OF TAXES
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
COMPTROLLER
ACCOUNT
NUMBER
PAYEE
DATE 09/02/2007
1
S-W/Agency Voucher No.
W30-0000-2554
001101
OBJECT
CODE
TRANS
CODE
25
INCREASE
AMOUNT
TRANS
CODE
45
INCREASE
AMOUNT
ORIGINAL DEPOSIT ACCOUNT CODE:
85-10-1-000001-85100000-00-040000-00
44101000902-4410000000-22002000
REFUND OF STATE REVENUES
100.00
8600
100.00
85202010001-8510000000-00010000
DIV. OF ADM. - T/F - FEES
FLAIR CLASS ONLY
TOTAL
TRANSACTION TYPE: JOURNAL ADVICE
100.00
100.00
I hereby certify that the above transactions are in accordance with the
For State Comptroller’s Use Only
Florida Statutes and all applicable laws and rules of the State of Florida.
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 23
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = D1
Disbursement Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
DATE 09/02/2002
THIS IS NOT A CHIEF FINANCIAL OFFICER VOUCHER
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
TRANS
CODE
OBJECT
VENDOR ID
PAYEE
CODE
NUMBER
OBJECT
OR SSN NUMBER
AMOUNT
VF590000021001
AVIS OFFICE SUPPLY COMPANY
3800
1
S-W/Agency Voucher No.
001102
TRANS
CODE
WARRANT
AMOUNT
300.00
300.00
ACCOUNT NAME:
DIV. OF ADM. - T/F - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85748010001-850000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
TOTAL
300.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 24
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = E1
Journal Redistribution
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
THIS IS NOT A CHIEF FINACIAL OFFICER VOUCHER
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
COMPTROLLER ACCOUNT NUMBER
CF
COMPTROLLER’S ACCOUNT
NAME
PR COMPT VO INVOICE
INVOICE
AMOUNT
OBJECT
CODE
85101000001-8520000000-04000000
DIV. OF C & C - G/R - EXPENSES
FLAIR CLASS ONLY
111-11-1111 V PAYROLL
INV: ISEXPO
300.00
1100
95202000001-9501000000-04000000
DIV. OF ADM. - G/R - EXPENSES
FLAIR CLASS ONLY
1100
DATE 09/02/2007
1
S-W/Agency Voucher No.
001103
TRANS
CODE
TRANS
CODE
INCREASE
AMOUNT
DECREASE
AMOUNT
300.00
300.00
TOTAL
TRANSACTION TYPE: JOURNAL REDISTRIBUTION
300.00
I hereby certify that the above transactions are in accordance with the
300.00
For State Comptroller’s Use Only
Florida Statutes and all applicable laws and rules of the State of Florida.
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 25
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = F1
Non-Operating Transfer
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
DATE 09/02/2007
THIS IS NOT A CHIEF FINANCIAL OFFICER VOUCHER
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
TRANS
COMPTROLLER ACCOUNT NUMBER
CF
CODE
OBJECT
COMPTROLLER ACCOUNT
CODE
NAME
INCREASE
PR COMPT VO INVOICE
INVOICE
AMOUNT
AMOUNT
8100
85101000001-8520000000-04000000
DIV. OF C & C - G/R - EXPENSES
FLAIR CLASS ONLY
111-11-1111 V PAYROLL
INV: NOT007
100.00
1
S-W/Agency Voucher No.
001104
TRANS
CODE
INCREASE
AMOUNT
100.00
100.00
898202000001-8901000000-00230000
DIV. OF ADM. - LOAN REPAYMENT
TOTAL
TRANSACTION TYPE: NON-OPERATING TRANSFER
100.00
I hereby certify that the above transactions are in accordance with the
100.00
For State Comptroller’s Use Only
Florida Statutes and all applicable laws and rules of the State of Florida.
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 26
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = F2
Journal Advice
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
DATE 09/02/2007
THIS IS NOT A CHIEF FINANCIAL OFFICER VOUCHER
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
TRANS
COMPTROLLER ACCOUNT NUMBER
CF
CODE
OBJECT
COMPTROLLER ACCOUNT
CODE
NAME
INCREASE
INVOICE
INVOICE
AMOUNT
AMOUNT
85101000001-8520000000-04000000
DIV. OF C & C - G/R - EXPENSES
FLAIR CLASS ONLY
111-11-1111 V PAYROLL
INV: 091399
200.00
1100
1
S-W/Agency Voucher No.
001105
TRANS
CODE
INCREASE
AMOUNT
200.00
200.00
89202000001-8901000000-00240000
DIV. OF ADM. - UNEMPLY COMP
TOTAL
TRANSACTION TYPE: JOURNAL ADVICE
200.00
I hereby certify that the above transactions are in accordance with the
200.00
For State Comptroller’s Use Only
Florida Statutes and all applicable laws and rules of the State of Florida.
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 27
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = H1
Revolving Fund Reimbursement
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
DATE 09/02/2007
THIS IS NOT A CHIEF FINANCIAL OFFICER VOUCHER
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
TRANS
CODE
OBJECT
VENDOR ID
PAYEE
CODE
NUMBER
OBJECT
OR SSN NUMBER
AMOUNT
1
S-W/Agency Voucher No.
001106
TRANS
CODE
WARRANT
AMOUNT
857480100010000000000
REVOLVING FUND FOR SUPPLIES
FLAIR CLASS ONLY
VF590000021001
AVIS OFFICE SUPPLY COMPANY
3800
600.00
600.00
ACCOUNT NAME:
DIV. OF C & C - G/R - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85101000001-8520000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
TOTAL
600.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 28
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = K1
Regular Disbursement Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
PURCHASING CARD VOUCHER
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
DATE 09/02/2007
OBJEC
T
CODE
VF510313900-002 PURCHASING CARD NATIONSBANK
NON-EMPLOYEE DATA CONTROL SUPPLIES, INC.
3930
Florida Statutes and all applicable laws and rules of the State of Florida.
TRANS
CODE
TRANS
CODE
OBJECT
AMOUNT
WARRANT
AMOUNT
100.00
100.00
ACCOUNT NAME:
DIV. OF ADM. - T/F - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85202010001-850000000-04000000
I hereby certify that the above transactions are in accordance with the
S-W/Agency Voucher No.
W30-0000-2555
001107
PAYEE
VENDOR ID
NUMBER
OR SSN NUMBER
1
TOTAL
100.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 29
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = M1
Regular Disbursement Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
RECURRING PAYMENT VOUCHER
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
VENDOR ID
NUMBER
OR SSN NUMBER
VF590247775549
DATE 09/02/2007
FLORIDA POWER & LIGHT
S-W/Agency Voucher No.
W30-0000-2556
001108
OBJECT
CODE
PAYEE
1
2710
TRANS
CODE
TRANS
CODE
OBJECT
AMOUNT
WARRANT
AMOUNT
2100.00
2100.00
ACCOUNT NAME:
DIV. OF ADM. - T/F - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85202010001-8500000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
TOTAL
2100.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 30
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = V1
Regular Disbursement Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
INVOICE TRACKING VOUCHER
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
VENDOR ID
NUMBER
OR SSN NUMBER
VF555555555001
DATE 09/02/2007
SOUNDPOWER
2710
ACCOUNT NAME:
DIV. OF ADM. - T/F - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85202010001-8500000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
S-W/Agency Voucher No.
W30-0000-2557
001109
OBJECT
CODE
PAYEE
1
TRANS
CODE
TRANS
CODE
OBJECT
AMOUNT
WARRANT
AMOUNT
2635.02
2635.02
TOTAL
2635.02
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 31
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = V2
Invoice Tracking, Contractual Services Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
DATE 09/02/2007
INVOICE TRACKING CONTRACTUAL SERVICES VOUCHER
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
TRANS
CODE
OBJECT
VENDOR ID
PAYEE
CODE
NUMBER
OBJECT
OR SSN NUMBER
AMOUNT
VF593420031001
CO
1
S-W/Agency Voucher No.
W30-0000-2558
001110
TRANS
CODE
WARRANT
AMOUNT
USA TELEPHONE AND TELEGRAPH
2211
CNTRT: C0872
ACCOUNT NAME:
DIV. OF C & C - G/R - EXPENSES
DEPARTMENT OF THE TREASURY FLAIR CLASS ONLY
ACCOUNT CODE:
85101000001-8590000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
1500.00
1500.00
1500.00
TOTAL
1500.00
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 32
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = T1
Revenue to Revenue Transfer, Interdepartmental Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
REVENUE TRANSFER – RETAIN ALL DOCUMENTATION
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
COMPTROLLER ACCOUNT NUMBER
CF
COMPTROLLER ACCOUNT NAME
INVOICE
INVOICE AMOUNT
85101000001-8520000000-000400000
DIV OF C & C – G/R
BROKERAGE FEES
87202010001-8710000000-00020000
DIV. OF ADM. - LICENSES
OBJECT
CODE
DATE 09/02/2007
1
S-W/Agency Voucher No.
R30-0000-0061
006040
TRANS
CODE 20
TRANS
CODE 20
INCREASE
AMOUNT
DECREASE
AMOUNT
0020
100.25
0020
100.25
TOTAL
TRANSACTION TYPE: REVENUE TRANSFER
100.25
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
100.25
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 33
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Type = U1
Revenue to Revenue Transfer, Intradepartmental Voucher
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
REVENUE TRANSFER – RETAIN ALL DOCUMENTATION
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
COMPTROLLER ACCOUNT NUMBER
CF
COMPTROLLER ACCOUNT NAME
INVOICE
INVOICE AMOUNT
85101000001-8510000000-00210000
GENERAL REVENUE – LAND SALE
INV: LAND SALE G&M
85502050001-8520000000-00040000
BUR. OF C.C. – MISC. REV.
OBJECT
CODE
DATE 09/02/2007
1
S-W/Agency Voucher No.
R30-0000-0063
006041
TRANS
CODE 20
TRANS
CODE 20
INCREASE
AMOUNT
DECREASE
AMOUNT
0210
5500.63
0210
5500.63
TOTAL
TRANSACTION TYPE: REVENUE TRANSFER
5500.63
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
5500.63
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 34
FLAIR Procedures Manual
Florida Department of Financial Services
The Voucher Print Mini Menu
To access Voucher Processing, enter “VP” in the TYPE field at the bottom of any screen.
The Voucher Print Mini Menu screen shown below displays. This screen is used to request
on-site voucher printing after nightly update, to print Voucher Summary Reports, and to
search for beginning and ending voucher numbers by date. To make a request, input an “X”
to the left of the desired selection and depress the ENTER key.
Voucher Print Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VPMU
09/02/07
10:33:53
VOUCHER PRINT MINI MENU
VOUCHER ON-SITE PRINTING
VOUCHER SUMMARY REPORT
SEARCH FOR VOUCHER NUMBERS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 35
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Printing
For an agency to print its vouchers on its local printer, the procedures given below should be
followed each morning. The option is also given to omit the printing of EDI and Purchasing
Card Vouchers.
Enter an “X” on line 8 of the Voucher Print Mini Menu screen (see previous page) and
depress the ENTER key. The Voucher Print Request screen displays (see next pages).
Enter an “X” on line 4 of this screen to request voucher print. The date (MMDDYYYY) may be
entered on line 5, to specify the date the requested vouchers were added to the Voucher Print
File. Starting and/or Ending voucher numbers for the date entered may be indicated on lines
6 and 7 respectively. The date (MMDDYYY) and request for a starting and/or ending voucher
numbers are optional. If left blank, all unprinted voucher schedules are printed.
Depress the ENTER key. The message “VOUCHER PRINT HAS BEEN REQUESTED”
displays on the screen. Vouchers begin printing on the local printer after the voucher print
program has completely executed. If FLAIR was accessed through NASSAM, the PRINTER
DESTINATION field should be completed to route the voucher schedules to the desired local
printer. Examples of voucher schedules are given in previous pages of this chapter.
Voucher Print Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VPPR
09/02/2007 15:40:55
VOUCHER PRINT REQUEST SCREEN
VOUCHER ON-SITE PRINT REQUEST:
VOUCHER ADD DATE:
OMIT PURCHASING CARD VOUCHERS:
STARTING VOUCHER NUMBER: V
OMIT EDI INVOICE VOUCHERS:
ENDING VOUCHER NUMBER:
V
PRINTER DESTINATION:
1. TO PRINT VOUCHERS WHICH HAVE NEVER BEEN REQUESTED,
ENTER AN 'X' IN THE REQUEST LINE.
2. TO REPRINT VOUCHERS, ENTER AN 'X' IN THE REQUEST LINE AND ONE
OF THE FOLLOWING:
A. VOUCHER ADD DATE - TO PRINT ALL VOUCHERS FOR THAT DATE.
B. DATE AND STARTING VOUCHER NUMBER - TO PRINT A RANGE OF
VOUCHERS FOR THAT DATE (STARTING NUMBER THRU THE END OF FILE).
C. DATE, STARTING AND ENDING VOUCHER NUMBERS - TO PRINT A
RANGE OF VOUCHERS FOR THAT DATE (STARTING THRU ENDING NUMBERS).
3. TO FIND THE FIRST AND LAST VOUCHER NUMBERS AND THE VOUCHER
ADD DATE FOR EACH DAY, GO TO THE 'VOUCHER PRINT MINI MENU'
AND REQUEST 'SEARCH FOR VOUCHER NUMBERS'.
4. ONLY VOUCHERS FOR YOUR SITE WILL BE PRINTED.
5. TO OMIT PRINTING P-CARD OR EDI VOUCHERS ENTER-X ON APPROPRIATE LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 36
FLAIR Procedures Manual
Florida Department of Financial Services
Transactions Rejected by Voucher Print Process
All disbursement transactions on the Daily Input File that are not marked for deletion or do not
have a Bookkeeping Indicator (BI) of “X” will be edited for errors prior to printing. Those
transactions rejected by the voucher print process will be listed on a Voucher Error Report.
The Voucher Error report is produced and printed along with the agency’s voucher schedules.
The message “VOUCHER ERROR” shows as the voucher heading. The voucher error lines
are listed as well as the appropriate error message. Voucher Error reports are printed in
voucher order and by error type as described below.
1.
“DUPLICATE VOUCHER NUMBER”
If an agency has assigned the same voucher number to transactions that should
be on different vouchers, the print process will accept the transactions that
should be grouped with the first sorted entry for the voucher and reject all others
as duplicate voucher numbers. For example, if an agency assigned voucher
number includes voucher types A1 and B2 and the first sorted entry was a
voucher type B2, the B2 entries are on the assigned voucher and the A1 entries
are rejected as duplicates.
2.
“DUPLICATE LINE NUMBER” for Regular Voucher
If an agency has assigned the same voucher line number to transactions on the
same voucher, the print process will accept the first sorted entry and reject all
others as duplicate line numbers.
3.
“DUPLICATE LINE NUMBER” for JT Voucher
The same as above (No.2) except that the system will check to see if vendor
through invoice number changes.
4.
“INVALID DETAIL LINE TOTAL” for Regular Voucher
If a line item (detail line) on a voucher is equal to zero, less than
<$99,999,999.99>, or if the line item amount is greater than $99,999,999.99,
the voucher print process will reject that line item for having an invalid line total.
For example, if a debit and credit of a $100 dollars are entered with the same
detail, the system will combine the two transactions on the voucher. The net
line amount is zero (0) and the system rejects both line items as an invalid detail
line total.
5.
“INVALID DETAIL LINE TOTAL” for JT Voucher
The same as number 4 except that the line item amount is less than
<$999,999,999.99> or greater than $999,999,999.99, the print process rejects
that line item.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 37
FLAIR Procedures Manual
Florida Department of Financial Services
6.
“INVALID DETAIL LINE TOTAL” for Revolving Fund Reimbursement Vouchers
The same as number 4.
7.
“INVALID VENDOR TOTAL” for Regular Voucher
If the total amount for a vendor is less than $0.01 or greater than
$99,999,999.99, the print process rejects these transactions.
8.
“INVALID VENDOR TOTAL” for JT Voucher
If the total amount for a vendor is less than <$999,999,999.99> or greater than
$999,999,999.99, the print process rejects these transactions.
9.
“INVALID INVOICE TOTAL” for JT Voucher
If the total invoice amount for transactions on the same voucher is equal to zero,
less than <$999,999,999.99>, or greater than $999,999,999.99, the print
process rejects these transactions.
10.
“INVALID VOUCHER TOTAL” for Regular Voucher
If the voucher total is greater than $999,999,999.99.
11.
“INVALID VOUCHER TOTAL” for JT Voucher
If the voucher total is less than <$999,999,999.99> or greater than
$999,999,999.99.
12.
“INVALID VOUCHER TOTAL” for Revolving Fund Reimbursement Vouchers
If the total amount for a voucher is less than $0.01 or greater than
$99,999,999.99, the print process will reject these transactions.
Examples of these reports are shown on the next pages.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 38
FLAIR Procedures Manual
Florida Department of Financial Services
Regular Voucher:
Voucher Error Report – Duplicate Line Number
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
****** VOUCHER ERROR REPORT ******
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
OLO SITE VOUCH TYPE RVL
LINE TR L2-5
EO OBJECT
VENDOR ID
GROUP CF
….AMOUNT….
DATE 09/02/2007
1
S-W/Agency Voucher No.
001111
OBJECT
CODE
TRANS
CODE
SUBVENDOR
ID
TRANS
CODE
AMOUNT
AMOUNT
850000 01
A1
E
E111111111
DUPLICATE LINE NUMBER
0001 51 200000000 DD 810000
VF590000021001
TOTAL
-100.00
-100.00
ACCOUNT NAME:
DIV. OF C & C - G/R - EXPENSES
FLAIR CLASS ONLY
ACCOUNT CODE:
85101000001-8520000000-04000000
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
TOTAL
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 39
FLAIR Procedures Manual
Florida Department of Financial Services
Journal Transfer Voucher:
Voucher Error Report – Invalid Detail Line Total
PAGE NO.
STATE OF FLORIDA
VOUCHER SCHEDULE
****** VOUCHER ERROR REPORT ******
OLO
850000
DEPARTMENT
DEPARTMENT OF THE TREASURY
SITE
FLAIR HEADQUARTERS
OLO SITE VOUCHER TYPE BF-AGENCY GROUP
LINE TR L2-5 EO OBJECT ACCOUNT CODE
SUB-VENDOR ID BF-OB BF-ACCOUNT CODE
850000 01
B1
DATE 09/09/2007
1
S-W/Agency Voucher No.
001112
BF-CF
TRANS
CODE
CF
INVOICE
AMOUNT
TRANS
CODE
AMOUNT
AMOUNT
E
INVALID DETAIL LINE TOTAL
100.00
0001 51 200000000 DD 261000
101000001852000000004000000
E111111111 261000 202000001980100000004000000
INVOICE
300.00
INVOICE
0002 51 200000000 DD 261000
101000001852000000004000000
E111111111 261000 202000001980100000004000000
-300.00
INVOICE
0003 51 200000000 DD 261000
101000001852000000004000000
E111111111 261000 202000001980100000004000000
99999999.99
INVOICE
99991000.00
0004 51 200000000 DD 261000
101000001852000000004000000
E111111111 261000 202000001980100000004000000
INVOICE
900.00
INVOICE
0005 51 200000000 DD 261000
101000001852000000004000000
E111111111 261000 202000001980100000004000000 C
TOTAL
199991999.00
0006 51 200000000 DD 261000
101000001852000000004000000
E111111111 261000 202000001980100000004000000 C
TOTAL
TRANSACTION TYPE: JOURNAL REDISTRIBUTION
I hereby certify that the above transactions are in accordance with the
Florida Statutes and all applicable laws and rules of the State of Florida.
For State Comptroller’s Use Only
Time In
APPROVED:
Audited By
TITLE
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 40
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Summary Report
A Voucher Summary Report is available through the Voucher Processing Function. The
voucher summary report prints disbursement items on the Daily Input File that generate
vouchers during FLAIR Nightly Processing. This report allows users to review vouchers prior
to printing them; thereby allowing agencies to correct errors on the vouchers before printing
them and before the agency’s Detail and Master Files are updated incorrectly. Procedures
for printing a Voucher Summary are described below:
Enter an “X” on line 10 of the Voucher Print Mini Menu screen (see previous pages) and
depress the ENTER key. The Voucher Summary Request screen returns (see next pages).
Enter an “X” on line 5 and the beginning and ending voucher numbers to be included on the
report on lines 6 and 7. If no beginning and ending voucher numbers are entered, all
vouchers will be included on the report.
Depress the ENTER key. The message “VOUCHER SUMMARY REPORT HAS BEEN
REQUESTED” displays on the screen and the report prints on the local printer. If FLAIR was
accessed via NASSAM, the PRINTER DESTINATION field should be completed to route the
report to the desired local printer.
The user may also enter an “X” on line 5 and input a specific Grouping Character on line 6.
This prints all transactions with that specified Grouping Character.
To request vouchers by FUND/ACCT CODE, enter an “X” on line 5 and on line 8, input the
first 21 or 29 digits of the FLAIR Account Code. This prints all transactions with that specific
FUND/ACCT CODE.
The Voucher Summary will be in one of two formats reflecting either JT Vouchers or Warrant/
EFT Vouchers. Examples of the two formats are shown on the following pages.
Transactions are sorted on-line in the same manner as they are sorted during nightly
processing. Each voucher that does not have an agency assigned voucher number is
assigned a temporary voucher number beginning with V000001 each time the report is
requested.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 41
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Summary Report Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VPSR
09/02/07
16:10:50
VOUCHER SUMMARY REPORT REQUEST SCREEN
VOUCHER SUMMARY REPORT REQUEST:
STARTING VOUCHER NUMBER: V
GROUPING CHARACTER:
ENDING VOUCHER NUMBER:
V
PRINTER DESTINATION:
FUND/ACCT CODE: 85
1. TO REQUEST A SUMMARY REPORT OF TODAY'S DISBURSEMENT ENTRIES
GROUPED INTO TEMPORARY VOUCHERS, ENTER AN 'X' IN THE REQUEST LINE.
2. IF STARTING AND ENDING VOUCHER NUMBERS ARE LEFT BLANK,
ALL DISBURSEMENT ENTRIES WILL BE SUMMARIZED.
3. IF STARTING AND (OR) ENDING VOUCHER NUMBERS ARE INPUT, ONLY DISBURSEMENT
ENTRIES CONTAINING AGENCY ASSIGNED VOUCHER NUMBERS WILL BE SELECTED,
AND ONLY THOSE WITHIN THE REQUESTED RANGE WILL BE SUMMARIZED.
4. DISBURSEMENT ENTRIES WITH BOOKKEEPING INDICATOR EQUAL TO
'X' WILL NOT BE INCLUDED IN THE SUMMARY REPORT.
5. THE ENTRIES PRINTED ARE ONLY FOR THE SITE ASSOCIATED WITH YOUR SIGN-ON.
6. IF FUND/ACCT CODE IS INPUT, WILL ONLY LIST VOUCHERS FOR REQUESTED
FUND OR ACCOUNT CODE.
7. IF GROUPING CHARACTER IS INPUT, PULL DISBURSEMENT TRANSACTIONS ONLY
WITH REQUESTED GROUPING CHARACTER.
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 42
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
VOUCHER SUMMARY DETAIL REPORT (Warrant/EFT Voucher)
VOUCHER SUMMARY DETAIL REPORT
OPERATING ORGANIZATION:
VOUCH
001090
VT
L1
85 00 00
SITE: 01
GF SF FID
BE
IBI CAT
YR
10 1 015010 85100000 00 040000 00
CF RVL
G
LINE TR TRDATE L1-L5
EO VR OBJECT ....AMOUNT.... CNTRT
BKI
51 090207 85100202213 00 02 261000
100.00
TOTAL VOUCH
VOUCH
001102
VT
D1
001090
Effective Date:
September 1, 2007
VENDOR NAME
SUB-VENDOR-ID
VF111998661003 AVIS RENT-A-CAR
VE236520402
VENDOR-ID
SUB-VENDOR-ID
SEC-DOC
CF RVL
G
010001
LINE TR TRDATE L1-L5
EO VR OBJECT ....AMOUNT.... CNTRT
BKI
51 090207 85200400000 BB 05 380000
300.00
001102
VENDOR-ID
TIME: 14:30:00
100.00
GF SF FID
BE
IBI CAT
YR
74 8 010001 85200000 00 040000 00
TOTAL VOUCH
DATE: 09 02 07
VENDOR NAME
VF590000021001 AVIS OFFICE SUPPLY
300.00
Supersedes:
2003
Chapter 21
Page 43
SEC-DOC
N
FLAIR Procedures Manual Chapters 8-21 of 37
Florida Department of Financial Services
VOUCHER SUMMARY DETAIL REPORT (Journal Transfer Voucher)
VOUCHER SUMMARY DETAIL REPORT
VOUCH
001096
VOUCHER TYPE
B1
GROUP
BF AGENCY NAME
DIV. OF ADM. T/F - EXPENSES
LINE TR TRDATE L1-L5
EO VR OBJECT .... AMOUNT....
VENDOR-ID
51 090207 85200202213 BB 05 221000
710.00
852020100018510000000
TOTAL VOUCH
VOUCH
001099
VOUCHER TYPE
C2
001096
GROUP
LINE TR TRDATE L1-L5
001099
Effective Date:
September 1, 2007
BKI
710.00
BF AGENCY NAME
EXPENSE – STATE FUND 2
EO VR OBJECT .... AMOUNT....
VENDOR-ID
51 090207 85100400000 DD 01 261000
10.00
852020000028590000000
51 090207 85100400000 DD 01 262000
20.00
852020000028590000000
TOTAL VOUCH
GF SF FID
BE
IBI CAT
YR CF SUB-VENDOR-ID INVOICE
BF-CAT BF-YR/CF BF-ORG BF-OPT BF-OB OTHER DOC
SEC-DOC
20 2 010001 85100000 00 060000 00
E0930
040000 00
221000
GF SF FID
BE
IBI CAT
YR CF
BF-CAT BF-YR/CF BF-ORG BF-OPT BF-OB
10 1 000001 85100000 00 001800 00
040000 00
850202213 00 040000
10 1 000001 85100000 00 001800 00
040000 00
850202213 00 040000
SUB-VENDOR-ID INVOICE
OTHER DOC
SEC-DOC
US AIRWAYS
US117900
US117900
I M AKOLLAR
AK1999
AK1999
30.00
Supersedes:
2003
Chapter 21
Page 44
BKI
FLAIR Procedures Manual
Florida Department of Financial Services
Voucher Reprint
The following procedures should be used to reprint voucher schedules that were
previously printed.
Enter an “X” on line 8 of the Voucher Print Mini Menu screen (see page earlier in this
chapter). Depress the ENTER key and the Voucher Print Request screen returns (see
page earlier in this chapter).
Enter an “X” on line 4 of this screen. The date (MMDDYYYY) that the voucher was
added to the Voucher Print File should be entered on line 5. Lines 6 and 7 must be
used to enter beginning and ending voucher numbers. Depress the Enter key and the
requested voucher prints on the local printer.
A voucher schedule may be reprinted as many times as desired within five days after
original printing. If the last (ending) voucher number is not known, ‘999999’ may be
entered in the ENDING VOUCHER NUMBER field. To print only one (1) voucher, the
same voucher number may be entered as the STARTING VOUCHER NUMBER and
ENDING VOUCHER NUMBER.
Search for Voucher Numbers by Site
The following procedures should be used to determine the starting and ending voucher
numbers to be used when printing voucher schedules.
Enter an “X” on line 12 of the Voucher Print Mini Menu screen (see screen earlier in this
chapter) and depress the Enter key. The Inquiry Of Voucher Numbers By Date screen
displays (see next pages).
This screen lists the first and last voucher on the Voucher Print File by date. These are
the voucher numbers that should be used when requesting voucher print.
Vouchers are sorted on the Voucher Print File with alphabetical characters first then
numeric characters. They are not in original input order.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 45
FLAIR Procedures Manual
Florida Department of Financial Services
Inquiry Of Voucher Numbers By Date Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VPIN
09/02/2007
16:34:17
INQUIRY OF VOUCHER NUMBERS BY DATE
VOUCHER ADD DATE
---------------08/23/2007
08/24/2007
08/27/2007
08/28/2007
08/29/2007
08/30/2007
FIRST VOUCHER NUMBER
-------------------001471
001514
001552
001566
001623
001657
LAST VOUCHER NUMBER
------------------001483
001523
001560
001619
001654
001694
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 21
Page 46