DEPARTMENT OF FINANCIAL SERVICES
Division of Accounting and Auditing
FLorida
Accounting
Information
Resource
FLAIR
Procedures Manual
Chapters 22-37 of 37 and Appendices A, B & C
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 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 22 REPORT REQUESTS FUNCTION (RP)
3
The Report Scheduling Mini Menu
4
Schedule/Run Immediate Reports
6
Schedule Recurring Reports
12
Schedule Tonight Only Reports
14
Inquire/Update Report Schedule
16
Inquire Number of Batch Transactions
19
Report of Upload Records
20
Batch Property Error Reports
22
Report of Journal Transfer Receipts
24
Running Batch Transactions Error Reports
26
Daily Input Totals
29
Daily Input Reports
30
Run Information Warehouse Reports
33
Information Warehouse Schedule/Run Immediate Reports
35
Information Warehouse Schedule Recurring Reports
37
Information Warehouse Inquire/Update Report Schedule
38
CHAPTER 23 REPORTS
1
CHAPTER 24 PERIOD END PROCESSING (PE)
1
Period End Processing Request
3
CHAPTER 25 ACCOUNTING CYCLE
1
Certification Forward
2
Dual Year Processing
4
Automated Program for Closing Entries
25
Financial Statements
28
CHAPTER 26 CERTIFICATIONS FORWARD PROCESSING (CF)
1
Subsidiary Files
1
Fixed Capital Outlay
1
TR1S REQUEST FOR CERTIFICATION
4
Requesting Certification (Subsidiary Ledgers) Multiple Update
4
Requesting Certification (FIXED CAPITAL OUTLAY)
8
Inquiring/Updating Certification (FIXED CAPITAL OUTLAY)
9
Certified Forward Report
10
CHAPTER 27 CONTRACT PAYMENT INQUIRY FUNCTION (CT)
1
Contract Payment Files
1
Inquiring by Contractor Name
2
Inquiring by Contract Number
3
Inquiring into Contract Payments
4
CHAPTER 28 ELECTRONIC FUNDS TRANSFER (ET)
1
CHAPTER 29 NEW ACCOUNT CODE REQUEST FUNCTION - (NA) AND ACCOUNT
CODE REQUEST FUNCTION - (AA)
1
Security
1
LAS/PBS Code
3
New Account Code
8
New IBI Account Code
11
New Account Code Confirmation
14
Account Code Request Function (AA)
16
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 30 PROMPT PAYMENT COMPLIANCE FUNCTION (PC)
1
Inquiring by OLO, IBI, Site
2
Inquiring by Statewide Document Number
3
Inquiring by Penalty Invoice Number
5
CHAPTER 31 PAID WARRANT INDEX (PW)
1
CHAPTER 32 STATE ACCOUNTS (SA)
1
Account Balance Inquiry
1
Refund of Overpayment of Taxes Account Inquiry
3
Inquiring into Balance File
4
Inquiring into Document Summary File
12
Central Accounting Transaction Codes
19
CHAPTER 33 EMPLOYEE TRAVEL HISTORY INQUIRY FUNCTION (TH)
1
Inquiring by Employee Number
2
Inquiring by Employee Name
3
Payment History Summary Totals
5
Inquiring by Warrant Number
7
CHAPTER 34 DETAIL TRANSACTION INQUIRY FUNCTION (TR)
1
Detail Transaction File
1
Inquiring by Statewide Document Number
2
Inquiring by Warrant Type and Warrant Number
7
Detail Transaction Invoice Display
10
CHAPTER 35 AUDIT SUMMARY INQUIRY FUNCTION (VA)
1
Audit Summary Request
1
Voucher Audit Summary
2
Refund of Overpayment of Taxes Account
4
Journal Audit Summary
5
Journal Audit Detail
7
Posted Journal Transfer Report
9
Voucher/Journal Transfer Deletion Schedule
12
CHAPTER 36 VENDOR PAYMENT INQUIRY FUNCTION (VH)
1
Vendor History (VH)
2
Vendor Payment History Summary Totals
7
Unpaid Vouchers (UV)
11
Warrant Reconciliation (WR)
15
CHAPTER 37 WARRANT CANCELLATION FUNCTION (WC)
1
Introduction
1
Warrant Cancellation
2
Security
3
Accessing the Warrant Cancellation Function
3
Warrant Cancellation Detail Inquiry
5
Warrant Cancellation Detail Update
6
Warrant Status
8
Approve Warrant Status Change
9
Reports
14
APPENDIX A GLOSSARY & FLAIR DATA CODE DICTIONARY
1
APPENDIX B FLAIR DATA CODE ABBREVIATIONS
1
APPENDIX C FLAIR TRANSACTION TYPES & COMMON ACCOUNTING ENTRIES 1
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 22 REPORT REQUESTS FUNCTION (RP)
The Report Scheduling Mini Menu is used to establish and maintain an agency’s recurring
report schedule as well as to initiate the production of immediate reports. The following
selections are available through the Report Scheduling Mini Menu:
Schedule/Run Immediate Reports
Schedule Recurring Reports
Schedule Tonight Only Reports
Inquiry/Update Report Schedule
Inquiry Number of Batch Transactions
Report of Upload Records
Run Batch Transactions Error Report
Report of JT Receipts
Run Batch Property Error Report
Daily Input Totals
Daily Input Report
Run Warehouse Reports
The Access Control Security File (Chapter 3) allows for two separate Report Request
capabilities: RP Immediate Reports and RP Recurring Reports. Described below are the
access control capabilities and limitations associated with the two RP capabilities.
In order to use SCHEDULE/RUN IMMEDIATE REPORTS and/or SCHEDULE TONIGHT
ONLY REPORTS the operator must have update capability for RP Immediate Reports. This
capability also allows the operator to use any selection except Scheduling Recurring Reports.
In order to use SCHEDULE RECURRING REPORTS the operator must have update
capability for RP Recurring Reports. This also allows the operator to use any selection
except Schedule/Run Immediate Reports, and Schedule Tonight Only Reports.
Inquiry capability into either RP capability allows the operator to use any selection except
those involving scheduling reports: Schedule/Run Immediate Reports, Schedule Recurring
Reports, and Schedule Tonight Only Reports.
If the operator needs to use all RP selections, update capability should be given for both RP
capabilities.
There are two separate capabilities as defined by Access Control for security purposes, but
there is only one FLAIR Report Scheduling Mini Menu screen (see next pages). The
selections are discussed on pages 3 and 4.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The user accesses the Report Scheduling Mini Menu in order to facilitate the production of
desired reports to be generated immediately, daily, periodically or monthly. An agency’s
quarterly reports are scheduled by FLAIR personnel and may be inquired upon only. Report
Schedules made by an agency may be inquired upon or updated through the RP Function as
needed.
The RP Function is also used to send reports to the Report Distribution System (RDS).
Reports may be viewed on-line in RDS. The Report Distribution System allows the user a
more timely access to reports, and greater flexibility in report requests.
The Report Scheduling Mini Menu
If “RP” is entered in the TYPE field on any screen, the FLAIR Report Scheduling Mini Menu
screen (see next pages) displays. Procedures for the use of this screen are described below.
On this screen, the operator finds twelve options available for scheduling FLAIR reports. The
options are:
a.
(line 4) Schedule/Run Immediate Reports - to be selected when the report is to
be produced immediately upon request rather than during the nightly update
process. This selection should be accessed only on terminals designated for
immediate report processing if the report is to be printed at the user’s remote
printer. Once scheduling input has been completed, the report requested will
run automatically upon the operator depressing the ENTER key.
b.
(line 4) Schedule Recurring Reports - to be selected when the report is desired
on a daily, periodic, or monthly basis. Reports scheduled will be produced
automatically as requested by input in the CYCLE field.
c.
(line 6) Schedule Tonight Only Reports - to be selected when the report is to be
produced one time only, during nightly update of the current day of report
request.
d.
(line 6) Inquiry/Update Report Schedule - to inquire into and/or make changes to
the agency’s report schedule.
e.
(line 8) Inquiry Number of Batch Transactions - to be used to inquire as to the
number of transactions accepted by the system for update of an agency’s
records. This information is based upon acceptance of batch transactions,
submitted by an agency, which are edited to assure that transactions comply
with system transaction edits.
f.
(line 8) Report of Upload Records - to produce a listing of transactions that were
uploaded onto the system from a personal computer file. Requests can be
made by transaction type. This report prints at the operator’s remote printer
when requested from a terminal designated for report processing.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
g.
(line 10) Run Batch Property Error Reports - to produce a listing of errors from
the Mass Transfer Property request. This report prints at the operator’s remote
printer when requested from a terminal designated for report processing.
h.
(line 10) Report of JT Receipts - to produce a listing of Journal Transfers that
are being transferred to the operator’s Department when the disbursing
Department used BF-ORG, BF-EO, and BF-OB on its transactions as the
vendor information. After nightly processing, this report prints at the operator’s
remote printer when requested from a terminal designated for report
processing.
i.
(line 13) Run Batch Transactions Error Report - to produce a listing of all batch
transactions detected as failing system transaction edits. This report prints at
the operator’s remote printer when requested from a terminal designated for
report processing.
j.
(line 16) Daily Input Totals - to produce an on-line inquiry of totals either by
document number or transaction type.
k.
(line 18) Daily Input Report - to produce a listing of transactions entered into the
system on the current day. Requests can be made by transaction type and/or
user identifier, Organization Code, GAAFR Fund, State Fund, Fund Identifier,
and Grouping Character. This report prints at the operator’s remote printer
when requested from a terminal designated for report processing.
l.
(line 21) Run Warehouse Reports - to be selected when an agency wants
reports that are created by the agency in Natural.
The operator should enter an “X” to the left of the desired option and depress the ENTER key.
On line 22, the operator may enter the appropriate TYPE and SEL to transfer to a different
screen (chapter 8).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
FLAIR Report Scheduling Mini Menu Screen
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RPMU
FLAIR REPORT SCHEDULING MINI MENU
07/08/2007
10:14:52
SCHEDULE/RUN IMMEDIATE REPORTS
SCHEDULE RECURRING REPORTS
SCHEDULE TONIGHT ONLY REPORTS
INQUIRY/UPDATE REPORT SCHEDULE
INQUIRE NUMBER OF BATCH TRANS
DAILY INPUT TOTALS- TR:
DOC:
RUN WAREHOUSE REPORTS
THE SELECTIONS BELOW ALLOW A RDS FORM ID OR PRINTER DESTINATION:
RDS FORM ID:
PRINTER DESTINATION:
RUN BATCH PROP ERROR REPORT
RUN BATCH TRANS ERROR REPORT -
REPORT OF JT RECEIPTS
SEL ORG:
DAILY INPUT REPORT - TR:
USER ID:
TIME INPUT:
:
GF:
SEL ORG: 43 XX XX XX XXX
SF:
FID:
GRP:
REPORT OF UPLOAD RECORDS - TR:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Schedule/Run Immediate Reports
If SCHEDULE/RUN IMMEDIATE REPORTS is marked on the FLAIR Report Scheduling Mini
Menu (see above) the Schedule/Run Immediate Reports screen displays (see next pages).
This screen is used to schedule reports that are to be produced upon immediate request. In
order to schedule the reports complete the screen as follows.
In the PROGRAM NAME field, enter the name of the computer program that produces the
report. This is a required 8-character alphanumeric field.
In the RDS FORM field, enter the form number, if the report is being sent to RDS. This 4character alphanumeric field is not required when scheduling immediate reports. If this field
is used, do not complete the PRINTER DESTINATION field. The system will not accept both.
In the ORGANIZATION SELECTION field, the operator’s security clearance will display and
the operator may enter any organization level within his security clearance. The organization
code entered determines what records will be included on the report. For example, an
organization selection of 85XXXXXXXXX will include all records for Department 85.
In the PARAMETER field, enter any parameters unique to the particular program (i.e., if a
daily report is to be produced for a date other than the previous day enter the date desired in
this field). This is an optional 24-character alphanumeric field.
In the LOGON field, enter the Logon under which the program is stored within the system.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
This is a required 8-character alphanumeric field.
In the PASSWORD field, the operator must enter the password assigned to his agency for
accessing the appropriate files. The password entered must be a valid password or the
report will not be produced. This is a required 8-character alphanumeric field.
In the DATA OPTIONS field, enter an “X” to the right of the time period to be covered in the
report. One of the following five options is required.
PERIOD-TO-DATE (any time period less than six weeks)
PRIOR PERIOD
MONTH-TO-DATE
PRIOR MONTH
PRIOR YEAR
In the AS-OF-DATE field, enter the ending date for the report. This is a required field if the
DATA OPTION selected was prior period, prior month, or prior year. Otherwise, this field is
optional on input.
Line 16 contains optional fields for those agencies who have their own data center. These
options reference printing instructions.
COPIES
number of copies of report to print; if the RDS FORM field was used, only
one (1) copy is allowed.
FORM
special form number.
SYSOUT
print class of report.
FCB
Forms Control Block; instructions to the printer regarding form usage.
DEST Printing Destination; printer number.
The lines 18 and 19 on the screen provide the user with instructions on how to view
immediate reports. See the next section, Viewing Immediate Reports, for specific
instructions.
On the line 22, the operator may enter the appropriate TYPE and SEL code to transfer to a
different screen (chapter 8).
The operator should depress the ENTER key to run the scheduled reports.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Scheduling/Running Immediate Reports Screen
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R03X
09/02/2007
08:28:03
SCHEDULING / RUNNING IMMEDIATE REPORTS
PROGRAM NAME.................
RDS FORM.....................
ORGANIZATION SELECTION....... 85XXXXXXXXX
PARAMETERS...................
LOGON........................
PASSWORD.....................
DATA OPTIONS:
PERIOD-TO-DATE
PRIOR PERIOD
MONTH-TO-DATE
PRIOR MONTH
PRIOR YEAR
ENTER PRIOR DATA 'AS OF DATE' FOR REPORT HEADING (MMDDYYYY):
COPIES
FORM
SYSOUT
FCB
DEST
DEPRESS ENTER TO RUN IMMEDIATE REPORT.
USE 'SYSD' FUNCTION.
TO VIEW IMMEDIATE REPORT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Viewing Immediate Reports
If the operator selects SCHEDULE/RUN IMMEDIATE REPORTS, the requested report runs
after depressing the ENTER key. After scheduling/running the desired report, clear the
screen (PAUSE/BREAK key) two times to escape the Natural system and obtain a blank
screen.
To check the status of the job (program) input “SYSD ST NACXXXX” on a blank screen. The
‘NACXXXX’ is the job name, and ‘XXXX’ should indicate the terminal line identification
number. To get the line number of a terminal, type “LINE” on a blank screen and depress the
ENTER key. If more than one report has been requested from the operator’s terminal on the
current day, ‘NACXXXX’ should be entered to display the status of all jobs requested from the
operator’s terminal. After depressing the ENTER key a similar screen format will display:
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Job Status Display screen
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09/02/07
****
MONDAY
JOB#
JOBNAME
J01839 NACP299
* * *
S A M A S D A T A C E N T E R R642 V01 ****
OS/VS - JOB STATUS DISPLAY
STA XHA PRI HELD PRT
PUN
PPU
14
R0005
LOCAL
END OF DATA
PAGE 001
8:41:51
* * *
SYSD ST NACP299
The following data codes are pertinent to determining the status of a report:
JOB#
indicates the system number assigned to the job (program) as run by the
operator via the RP Function.
JOBNAME
indicates the job name of the program scheduled through the RP
Function (‘NAC’, terminal line number, report identifier). The last
character of the job name identifies the type of report. The report
identifiers are as follows:
STA
NACXXXX
Immediate Reports
NACXXXXV
Regular Vouchers
NACXXXXS
Voucher Summary Reports
NACXXXXR
Direct Deposit Reports
indicates the status of a job. Valid status codes are:
PPU the report is ready to be displayed, printed or cancelled.
X**
Effective Date:
September 1, 2007
the report is currently being run or waiting to run.
Supersedes:
2003
Chapter 22
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
XHA
denotes the execution code. Valid execution codes are as follows:
I
the report is running.
W
the report is waiting to run.
Once the STA field is updated to PPU and the XHA field is blank, the report is ready for
display. To display a report, on a blank screen enter “SYSD SD NACXXXX 104” and depress
the ENTER key. If more than one job has been run from the operator's terminal on the
current day, the job number should be used instead of the job name, e.g. “SYSD SD J01839
104” where ‘J01839’ is the job number of the desired report. The report displays with the
following message on the bottom of the screen:
SYSD SD J01839 104 0000020 001
The ‘0000020’ indicates the next line number to display and the ‘001’ the beginning column
number. Depress the ENTER key to advance one screen at a time to the end of the report.
Additional options for viewing reports on-line are given below:
To page forward more than one screen, enter multiples of ‘+22’ in the line number field and
erase the column number. (There are 22 lines per screen.)
EXAMPLE: SYSD SD J01839 104 +110
To page back one or more screens, enter multiples of ‘-22’ in the line field and erase the
column number.
EXAMPLE: SYSD SD J01839 104 -132
To page forward or back a few lines at a time, type over the line number at the bottom of the
screen.
EXAMPLE: (display the print file beginning with line 50)
SYSD SD J01839 104 0000050 01
To shift the displayed report to the left, enter the number of columns to be moved to the left in
the column field at the bottom of the screen.
EXAMPLE: (shift the displayed report left 30 columns)
SYSD SD J01839 104 0000050 30
To display the last line of a report first obtain the first page of data by entering the following:
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
SYSD SD J01839 104
The system will return a similar message on the last line of the screen:
SYSD SD J01839 107 0000001 01
The operator should remove the line number (line number is represented by the 5th code, or
‘0000001’) by typing the word ‘END’ over the line number and erasing any other data.
EXAMPLE: SYSD SD J01839 107 END
To scan for any combination of characters, beginning at the first line of the report, enter the
desired combination of letters after the column field (do not include any blank spaces in the
last field).
EXAMPLE: SYSD SD J01839 4 1 1 ****
1
first line of the report
1
first column of the report
****
the system will return the first line of your report with ‘****’ on it.
The following message will display at the bottom of the screen:
SYSD SD J01839 004 0000024 (‘****’, 001, 133)
Depress the ENTER key to display the next line with ‘****’ on it. To end the scan, erase (‘****’,
001, 133) from the bottom of the screen.
To delete a report from the on-line report file, enter the following on a blank screen or on the
bottom of a screen where SYSD is displayed.
EXAMPLE: SYSD SP J100
The ‘SP’ signals the system to delete (purge) the indicated job.
Print Immediate Reports
After an immediate report has run, the report may be printed at an operator’s remote printer.
To process a request for printing of an immediate report, the operator must input such a
request from a terminal that has been designated for report processing. After viewing the
report via the ‘SYSD SD’ function (see the previous section), the operator should enter the
following command on a blank screen or on the bottom of the screen where ‘SYSD’ displays:
SYSD SR J100 T****
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 11
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The ‘SR’ signals the system to print (route) the job identified to the right of this command; the
‘****’ identifies the printer identification number to which the job will be routed. If this process
has been successfully executed, the following system message displays at the bottom of the
screen:
**ROUTE HAS BEEN ISSUED**
Schedule Recurring Reports
If SCHEDULE RECURRING REPORTS is marked on the FLAIR Report Scheduling Mini
Menu Sceduling Recurring Reports screen displays (see upcoming pages). This screen is
used to schedule reports that are to be produced at night on a recurring cyclical basis. In
order to schedule the reports complete the screen as follows:
In the PRIORITY CODE field, enter a blank (highest priority) or an alpha character (“A” is the
next highest priority and “Z” is the lowest). This determines the order in which the reports will
be run. The system will default to an “X”.
In the PROGRAM NAME field, enter the name of the computer program that produces the
report. This is a required 8-character alphanumeric field.
In the RDS FORM field, enter the Form I.D. for the report. This is a required 4-character
alphanumeric field if the agency is a RDS user.
In the ORGANIZATION SELECTION field, the operator’s security clearance will display and
the operator may enter any organization level within his security clearance. The organization
code entered determines what records will be included on the report; i.e., an Organization
Selection of 85XXXXXXXXX will include only the records for Department 85.
In the PARAMETER field, enter any parameter unique to the particular program (i.e., if a daily
report is to be produced for a date other than the previous day enter the date desired in this
field). This is an optional 24-character alphanumeric field.
In the LOGON field, enter the Logon under which the program is stored within the system.
This is a required 8-character alphanumeric field.
In the PASSWORD field, the operator should enter the password assigned to his agency for
scheduling reports. The password entered must be a valid password or the report will not be
produced. This is a required 8-character alphanumeric field.
In the DESCRIPTION field, enter a description of the report desired. This is an optional 20character alphanumeric field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 12
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
There are three cycles available within the CYCLE field to tell the system when this report is
to be generated. One of these must be selected by entering an “X” to the right of the cycle
desired. The available cycles are:
DAILY
PERIODIC REPORTING
MONTHLY CLOSING
The PAPER field should be used to indicate the number of copies desired and if special forms
are required for printing, the form number should be identified. The operator should input the
number of copies desired to the right of the COPIES field. A maximum number of four (4)
copies may be requested per report. If the agency is an RDS user, only one (1) paper copy is
allowed. The form number may be input in the FORM field when special forms are necessary
for report printing. The data input in this field should identify the form needed for report
printing.
If the report generated should be produced on compact disc, the number of disc copies
should be input in the COPIES field located to the right of the MICRO heading on line 21.
On line 22, the operator may enter the appropriate TYPE and SEL codes to transfer to a
different screen (chapter 8).
Scheduling Recurring Reports screen
01
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R02X
09/02/2007
11:09:05
SCHEDULING RECURRING REPORTS
PRIORITY CODE................ X
PROGRAM NAME.................
RDS FORM........
ORGANIZATION SELECTION....... 85XXXXXXXXX
PARAMETERS...................
LOGON........................
PASSWORD.....................
DESCRIPTION..................
CYCLE:
PAPER:
MICRO:
DAILY
COPIES
COPIES
PERIODIC REPORTING
FORM
MONTHLY CLOSING
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 13
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Schedule Tonight Only Reports
If SCHEDULE TONIGHT ONLY REPORTS is marked on the FLAIR Report Scheduling Mini
Menu the Schedule Tonight Only screen displays (see next pages). This screen is used to
schedule reports that are to be produced one time after nightly update of the current day of
request. In scheduling reports, the operator should complete the screen as follows:
In the PROGRAM NAME field, enter the name of the computer program that produces the
report. This is a required 8-character alphanumeric field.
In the RDS FORM field, enter the Form I.D. for the report. This is a required 4-character
alphanumeric field if the agency is a RDS user.
In the PRIORITY CODE field, enter a blank (highest priority) or an alpha character (“A” is the
next highest priority, and “Z” is the lowest). This determines the order in which the reports will
be run. The system defaults to an “X”.
In the ORGANIZATION SELECTION field the operator’s security clearance displays. The
operator may enter any Organization Level within his security clearance. The Organization
Code entered determines which records will be included on the report; i.e. an Organization
Selection of 85XXXXXXXXX will include all records for Department 85.
In the PARAMETER field, enter any parameter (limitation or definition) unique to the
particular program; i.e., if a daily report is to be produced for a date other than the current
date enter the date in this field. This is an optional 24-character alphanumeric field.
In the LOGON field, enter the logon library under which the program is stored within the
system. This is a required 8-character alphanumeric field.
In the PASSWORD field, the operator should enter the password assigned to his agency for
scheduling reports. The password entered must be a valid password or the report will not be
produced. This is a required 8-character alphanumeric field.
In the DESCRIPTION field, enter a description of the report desired. This is an optional 20character alphanumeric field.
In the DATA OPTIONS field the operator must mark the cycle desired for report production.
Options available are:
DAILY
PRIOR PERIOD
PERIOD-TO-DATE
PRIOR MONTH
MONTH-TO-DATE
PRIOR YEAR
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 14
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The operator must enter an “X” to the right of the appropriate selection. This is a required
field.
If the operator has scheduled a report for PRIOR PERIOD, PRIOR MONTH, or PRIOR YEAR
processing, an as-of date must be input in the ENTER PRIOR DATA “AS OF DATE” FOR
REPORT HEADING (MMDDYYYY): field on line 17. Otherwise, data entered in this field is
ignored.
On line 19, the operator should enter the number of copies in the COPIES field. A maximum
number of four (4) copies may be requested per report. If the agency is a RDS user, only one
(1) paper copy is allowed. Also on this line the form number should be entered in the FORM
field if a special form is required for program printing.
If compact disc report copies are desired, the number of copies should be input in the MICRO
field found on line 20.
On line 22, the operator may enter the appropriate TYPE and SEL codes to transfer to a
different screen. (See chapter 8.)
Scheduling Tonight Only Reports 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
R04X
09/02/2007
11:41:03
SCHEDULING TONIGHT ONLY REPORTS
PROGRAM NAME.................
RDS FORM.....................
ORGANIZATION SELECTION....... 85XXXXXXXXX
PARAMETERS...................
LOGON........................
PASSWORD.....................
DESCRIPTION..................
DATA OPTIONS:
DAILY
PRIOR PERIOD
PRIORITY CODE.... X
PERIOD-TO-DATE
PRIOR MONTH
MONTH-TO-DATE
PRIOR YEAR
ENTER PRIOR DATA 'AS OF DATE' FOR REPORT HEADING (MMDDYYYY):
PAPER:
MICRO:
COPIES
COPIES
FORM
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 22
Page 15
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Inquire/Update Report Schedule
If INQUIRY/UPDATE REPORT SCHEDULE is marked on the FLAIR Report Scheduling Mini
Menu, the screen below returns. This screen is used to inquire into the report schedule and
to gain access to the single update screen to change a report schedule. Procedures for the
use of this screen are described below.
On lines 8 - 13, the available reporting cycles are displayed.
T - Tonight Only
D - Daily
P - Periodic Reporting
M - Monthly Closing
Q - Quarterly
All Records
Enter an “X” to the left of the desired cycle, and the Multiple Inquiry screen displays with the
report schedules desired, as seen on the next page.
Inquiry/Update Report Request Schedule 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
R01X
09/02/2007
11:08:18
INQUIRY / UPDATE REPORT SCHEDULE
REPORTING CYCLE
T -- TONIGHT ONLY
D -- DAILY
P -- PERIODIC REPORTING
M -- MONTHLY CLOSING
Q -- QUARTERLY
ALL RECORDS
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 22
Page 16
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
This screen displays up to eighteen report schedules with the following data:
SELECT ORG
PROGRAM NAME
RDS FORM
CYCLE
LOGON
PASSWORD
CPY
MFC
PC
DESCRIPTION
Organization Selection
Report Program
RDS Form
Reporting Cycle
Library
Password
Number of Copies
Number of Compact Discs
Priority Code
Description
The operator may page through the report schedule by depressing the ENTER key.
If changes need to be made to a schedule, the operator may enter an “X” in the X field
adjacent to the selection to be updated and depress the ENTER key. The Single Update
screen returns, as seen on the next page.
Report Schedule 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
R01F
REPORT SCHEDULE MULTIPLE INQUIRY
X SELECT ORG
PROGRAM
PC
DESCRIPTION
RDS FORM
85XXXXXXXXX DENR03
H
O/S ENCUMBRANCES
85XXXXXXXXX DMAR01
D
TRIAL BALANCECES
85XXXXXXXXX DMAR053
A
SAB L3 SUMMARY
85XXXXXXXXX DMAR054
B
SAB L4 SUMMARY
85XXXXXXXXX DMAR055
C
SAB L5 SUMMARY
85XXXXXXXXX DTHR02
G
EXPEND. BY VENDOR
85XXXXXXXXX DTHR04
F
MERGED DETAIL
CYC
LOGON
09/02/2007
PASSWORD
CPY
P
N000STD
CLASS
02
P
N000STD
CLASS
02
P
N000STD
CLASS
02
P
N000STD
CLASS
02
P
N000STD
CLASS
02
P
N000STD
CLASS
02
P
N000STD
CLASS
02
11:18:47
MFC
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 22
Page 17
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Updating Report Schedule
Procedures for updating a report schedule on the Single Update screen follow.
In the DELETE field, the operator may enter a “D” and depress the ENTER key to eliminate
the report from the report process.
All fields on this screen may be changed (typed over) except the PROGRAM NAME, which is
a protected field.
On line 22, the operator may enter the appropriate TYPE and SEL codes to transfer to a
different screen. (See chapter 8.)
Update Recurring Reports Schedule 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
R02U
09/02/2007
11:22:48
UPDATE RECURRING REPORTS SCHEDULE
DELETE
PRIORITY CODE................ H
PROGRAM NAME................. DENR03
RDS FORM........
ORGANIZATION SELECTION....... 85XXXXXXXXX
PARAMETERS...................
LOGON........................ N000STD
PASSWORD..................... CLASS
DESCRIPTION.................. O/S ENCUMBRANCES
CYCLE:
PAPER:
MICRO:
DAILY
COPIES
COPIES
02
PERIODIC REPORTING
FORM
X
MONTHLY CLOSING
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 18
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Inquire Number of Batch Transactions
To inquire as to the number of batch transactions accepted by FLAIR for update of an
agency’s records, the operator should place an “X” to the left of the selection INQUIRE
NUMBER OF BATCH TRANS on the FLAIR Report Scheduling Mini Menu screen and
depress the ENTER key. The Batch Transactions Inquiry screen returns.
Batch Transactions 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
RPB1
09/02/2007
10:30:02
BATCH TRANSACTIONS FOR ORGANIZATION 850000
BATCH
DATE
COUNT
AMOUNT
51
183
5
100.00
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
This screen contains summary information about batch transactions that were accepted into
FLAIR. In the BATCH column, the transaction type of the batch input displays. The Julian
Calendar date of the batch input appears in the DATE column. (An operator can obtain the
Julian Calendar date by typing “LINE” on a blank screen and depressing the ENTER key.
Julian date for 07/10/2007 displays as 07/191.) The COUNT field contains the number of
individual transactions that made up a particular batch. The AMOUNT field represents the
total amount of the batch input for the transaction type that was accepted by FLAIR for the
day referenced. The system retains two days data per transaction type and purges the oldest
record on file before adding a new record within that transaction type.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 19
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Report of Upload Records
If REPORT OF UPLOAD RECORDS is selected by the operator on the FLAIR Report
Scheduling Mini Menu screen, the FLAIR system automatically creates a report identifying
any transaction that has been uploaded from a PC file to FLAIR. (Authorization for agency
submission of personal computer uploading must be obtained from FLAIR prior to any upload
transaction processing.)
The request for processing of an Upload report must be made from a terminal that is
designated for voucher printing and reporting. After the operator enters the request, an
Upload report automatically prints at the agency’s remote printer associated with the terminal
of request initiation. Allow a few minutes. If the user signed onto FLAIR through NASSAM,
the PRINTER DESTINATION field, on the bottom of the Mini Menu screen, should be
completed to route the report to the desired local printer. A sample of this report is on the
next page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 20
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
LISTING OF UPLOAD INPUT RECORDS BY ORGANIZATION
DBIR01-04
AS OF 08/30/2007
DATE RUN 09/02/2007
TIME RUN 14:02:14
PAGE
LISTING OF UPLOAD INPUT RECORDS BY ORGANIZATION
1
850000 DEPARTMENT OF TREASURY
85100000000 DIVISION OF ADMIN.
TR GF SF FID
BE
IBI OPT VER ABI ALI PGMSTD
PGMOPT GL
CAT
TRDT
GTABI GTALI AMT
PDN
VNO
ORN
SDN
VON
XFD XPGM SVNO
VIN
BFORG
BFOBJ
CKNO
CKDT
DESC
GRP BAT AI OCA
ABO OFS XGL XOBJ BKI ODN
QTY
PID UNIT
FPI SGL
SXGL BFCAT NBI RAI GRANT GY CNTRT CY AU YR BFYR PPI BPIN
CGFTI CNT RECDT
CFI BFCFI SWDN
PROJ
XCAT
CTALI PJALI CTABI PJABI
51
VC06579
12
12
004715
N
12
004716
51 10 1 000001 85100000 00
VC06581
018000
0023099 090400
N502
0400000
DMA01 00
N
2266923
0000000152.00
264000
025966000
00000000000
00000000000 000000000
010000 082807
X
0497853
090500
00
12
0000000032.00
221000
85200400000
00000000000
00000000000 000000000
W0000006765
082907
F593300311
X
Effective Date:
September 1, 2007
0000000084.00
151000
040908410
00000000000
00000000000 0000000000
082807
F591995868
TOTAL OF TR 51
0000000006.00
264000
040606010
00000000000
00000000000 000000000
082807
X
51
VC06582
N
E266952541
X
51
VC06580
TME
082707
E266952541
X
51
VC06579
OBJ
BFOPT
004719
0000009371.00
330000
010621931
00000000000
00000000000 0000000000
5
Supersedes:
2003
Chapter 22
Page 21
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Batch Property Error Reports
If RUN BATCH PROP ERROR REPORT is selected by the operator on the FLAIR Report
Scheduling Mini Menu screen, the FLAIR system will automatically create a report which
identifies any errors from the Mass Property Transfers request. (For additional information
concerning the Mass Property Transfers request, refer to the FLAIR Property Manual.)
The request for processing of this report must be made from a terminal designated for
voucher printing and reporting. After the operator enters the request, within minutes the
Batch Property Error Report will automatically print at the agency’s remote printer associated
with the terminal of request initiation. If the user signed onto FLAIR through NASSAM, the
PRINTER DESTINATION field, on the bottom of the Mini Menu screen, should be completed
to route the report to the desired local printer. A sample of this report appears on the next
page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 22
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
PROPERTY MASTER UPDATE ERROR LISTING FOR 85*********
PAGE
1
08-30-07
PROPERTY MASTER UPDATE ERROR LISTING FOR 85*********
ITEM NO.
BH000001
00000000
BH000003
4
3
0
0
0
INVALID DATA
10
0
00000000
21
0
9910000019823000000
ERROR
529 528 034 034 -
MESSAGE(S)
CURRENT USE FUND NOT CORRELATED TO AN OWNERSHIP FUND
NO RECORD FOUND
INVALID GAAFR FUND TYPE
INVALID GAAFR FUND TYPE
RECORDS READ FROM TAPE (INCLUDING HEADER RECORD)
RECORDS IN ERROR (EXCLUDING HEADER RECORD)
RECORDS THAT PASSED EDITS
DPRF01 RECORDS UPDATED
DPRF02 RECORDS STORED
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 23
09:48:01
FLAIR Procedures Manual
Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Report of Journal Transfer Receipts
If REPORT OF JT RECEIPTS is selected by the operator on the FLAIR Report Scheduling
Mini Menu screen, FLAIR automatically creates a report identifying any Journal Transfer
Receipts, after nightly processing, being transferred to the requesting agency.
The request for processing of this report must be made from a terminal designated for
voucher printing and reporting. After the operator enters the request, this report automatically
prints at the agency’s remote printer associated with the terminal of request initiation. Allow a
few minutes. If the user signed onto FLAIR through NASSAM, the PRINTER DESTINATION
field, on the bottom of the Mini Menu screen, should be completed to route the report to the
desired local printer. A sample of this report appears on the next page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 24
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
JOURNAL TRANSFERS RECEIVED
DJTR01-00
AS OF 08/30/2007
JOURNAL TRANSFERS RECEIVED
850000
DEPARTMENT OF THE TREASURY
BENEFITING OBJ
---------------
DISBURSING ORG
--------------
DATE RUN 09/02/2007
PAGE
1
BENEFITING ORG
---------------
BENEFITING EO
--------------
INVOICE
----------
85 10 01 01 211
01
1000
86 10 02 02 213
175
1200.00
---------------1200.00
CC
2000
86 20 04 00 000
965
750.00
---------------750.00
AA
4000
86 10 02 00 000
542
572.48
---------------572.48
BF-ORG TOTAL
85 10 02 00 000
BF-ORG TOTAL
85 20 04 04 000
BF-ORG TOTAL
TOTAL RECEIPTS
AMOUNT
----------------
2,522.48
================
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 25
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Running Batch Transactions Error Reports
If RUN BATCH TRANS ERROR REPORT is selected by the operator on the FLAIR Report
Scheduling Mini Menu screen, FLAIR automatically creates a report identifying any batch
transactions not passing all transaction edits during nightly update processing. (Authorization
for agency submission of batch transactions must be obtained from FLAIR prior to any batch
transaction processing.)
The request for processing a Batch Transactions Error report must be made from a
terminal/computer designated for voucher printing and reporting. After the operator enters
the request, within minutes a Batch Transactions Error report will automatically print at the
agency’s remote printer associated with the terminal of request initiation. If the user signed
onto FLAIR through NASSAM, the PRINTER DESTINATION field, on the bottom of the Mini
Menu screen, should be completed to route the report to the desired local printer. A sample
of this report appears on the next page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 26
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
BATCH TRANSACTION INPUT ERROR REPORT
DNPP24-19
850000
LINE 1
LINE 2
LINE 3
LINE 4
0
0
2
850000
TRANSACTION 30 BATCH INPUT ERROR REPORT
DEPARTMENT
= POSITION
= POSITION
= POSITION
= POSITION
1
1
OF TREASURY
#
1 - 130
# 131 - 255
# 256 - 372
# 273 - 455
2
2
3
3
4
4
5
5
6
6
7
7
09/02/07
PAGE 1
8
8
9
9
0
0
1
1
2
3
1...5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0.
121 –INVALID VENDOR ID
85000030223110000
00
12040000000000006120400020020000717
000000037500
002004CC06469
C108754346
000RNMBB
GRETZ, MYRA
900058
0000000000
0000000000000000000
AMOUNT =
375.00
121 -INVALID VENDOR ID
85000030223110000
00
12040000000000006120400020020000717
000000037500
002004CC06469
C499185732
000RNMBB
KLEIN, IDA
900061
0000000000
0000000000000000000
AMOUNT =
375.00
121 -INVALID VENDOR ID
85000030223110000
00
12040000000000006120400020020000717
000000057500
002004CC06469
C134780012
000RNML
MONEY, XAVIER
900039
0000000000
0000000000000000000
AMOUNT =
575.00
VALID TRANSACTIONS
:
REJECTED TRANSACTIONS :
1059 AMOUNT :
3 AMOUNT :
Effective Date:
September 1, 2007
1222985.74
1325.00
Supersedes:
2003
Chapter 22
Page 27
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
RECAP OF BATCH TRANSACTION INPUT ERROR REPORT
DNPP24-19
850000
LINE 1
LINE 2
LINE 3
LINE 4
0
0
2
850000
TRANSACTION 51 BATCH INPUT ERROR REPORT
DEPARTMENT
= POSITION
= POSITION
= POSITION
= POSITION
1
1
OF TREASURY
#
1 - 130
# 131 - 255
# 256 - 372
# 273 - 455
2
2
3
3
4
4
5
5
6
6
7
7
09/02/07
PAGE 2
8
8
9
9
0
0
1
1
2
3
1...5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0.
85000051100202213
092701
00000000056H
151010
E236520402
092101
RECONWITH, AMANDA
X
N
1148
0000
AMOUNT
392.68
005 - EXPANSION OPTION RECORD IS NOT ON FILE
002 - CATEGORY IS REQUIRED
018 - GENERAL LEDGER CODE IS REQUIRED
084 - STATE PROGRAM IS REQUIRED
VALID TRANSACTIONS
:
REJECTED TRANSACTIONS :
1061 AMOUNT :
1 AMOUNT :
Effective Date:
September 1, 2007
8232105.81
392.68
Supersedes:
2003
Chapter 22
Page 28
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Daily Input Totals
To inquire as to the Daily Input Totals on the Daily Input File, the operator should place an “X”
to the left of the selection DAILY INPUT TOTALS on the FLAIR Report Schedule Mini Menu
screen and enter criterion in either TR (transactions type) or DOCUMENT NUMBER field then
depress the ENTER key. The screen shown below returns.
Daily Input Totals 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
RPDI
09/02/2007
10:54:40
DAILY INPUT TOTALS
TOTAL NUMBER OF RECORDS REQUESTED
26
TOTAL AMOUNT OF RECORDS REQUESTED
769415.60
NEXT: TR 51
DOCUMENT NUMBER
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--MINI MAIN RFRSH
This screen contains summary information for the Daily Input File. In the TOTAL NUMBER
OF RECORDS REQUESTED field, the system will display the actual number of records
depending on the request of either transaction type or document number. In the TOTAL
AMOUNT OF RECORDS REQUESTED field, the system displays the actual dollar amount
total for either transaction type or document number.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 29
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Daily Input Reports
To generate a report containing all of the transactions entered into FLAIR on the current day,
the operator should place an “X” to the left of the selection DAILY INPUT REPORT on the
FLAIR Report Scheduling Mini Menu screen and depress the ENTER key. The system
automatically creates a report identifying all transactions on the daily input file. This request
may also include specific criteria of Transaction Type, User Identification, Organization Code,
GAAFR Fund, State Fund, and/or Fund Identifier.
The request for processing of this report must be made from a terminal/computer designated
for voucher printing and reporting. After the operator enters the request, a Daily Input report
automatically prints at the agency’s remote printer associated with the terminal of request
initiation. If the user signed onto FLAIR through NASSAM, the PRINTER DESTINATION
field, on the bottom of the Mini Menu screen, should be completed to route the report to the
desired local printer. A sample of this report appears on the next page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 30
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
DAILY INPUT REPORT
DTRR01-01
AS OF 08/30/07
DATE RUN 09/02/07
PAGE
8
DAILY INPUT BY TRANSACTION AND SITE
OPERATING ORGANIZATION: 850000
TR TRDT
L2L5
EO VER GL
VENDOR LONG NAME
DESCRIPTION
SUB VENDOR NO
SITE 00
CAT
CFI YR
AMOUNT
OCA
USID
PPI BPIN
SWDN
FTI BI STPGM
OBJECT PDN
GF SF FID
GRT
INVOICE
VENDOR ID
ETME
BE
IBI QTY
SDN
ODN
GY CNTRT CY BFORG
BFOPT BFOBJ BFCAT
BFYR
BFCFI CKNO
CKDT
GRP BAT AB FPI AI XFD SGL
XGL XOB PID EP OFS AU MBI
CNT
UNIT
TME
SXGL
PROJECT ID
XCAT
51 10022001 130810000 00 01 71100 040000
EXPENSES
00
015424
0
00000
44.69 139900
V000210
851010001224410030000 145610
10 2 021002 85100300 00
0.00
1602000000000000
85130810000 01 139900 040000 00
00
0000 00000000000 00000000
00
013620
0
00000
28.34 227000
554284611 F710427007034
142939
10 2 021002 85100300 00
0.00
1602000000000000
00000000000
000000 000000
00
0000 00000000000 00000000
0
00
013620
0
00000
238.50 241010
18718
F593041693001
142540
10 2 021002 85200500 00
0.00
1602000000000000
00000000000
000000 000000
00
0000 00000000000 00000000
51 09222001 250700000 00 01 71100 040000
RADISSON RIVERWALK HOTEL
TRAVEL IN
E043978166
00000000
9
0
00
012355
0
00000
65.00 261010
001896501 F592987959003
115555
10 2 021002 85200500 00
0.00
1602000000000000
85130810000 01 139900 040000 00
00
0000 00000000000 00000000
51 09282001 232120000 00 01 71100 040000
STATE SALE
0
00
013620
0
00000
53.46 492010
144107
855025610014510010000 143145
20 2 275001 85200300 00
0.00
1204000000000000
00000000000
010000 001903 00
00
0000 00000000000 00000000
51 10022001 116100000 00 01 71100 040000
APEX OFFICE PRODUCTS INC
OFFICE SUPPLIES
00000000
9
0
00
012355
0
00000
28.10 380010
001928201 F5920773888001
113040
20 2 573004 85100100 00
0.00
1601000000000000
00000000000
000000 000000
00
0000 00000000000 00000000
51 09282001 116100000 00 01 71100 040000
00
00000000 U
9
0
51 10022001 130700000 00 01 71100 040000
FEDEX
00000000 J
9
0
51 09252001 250508000 00 01 71100 040000
TALQUIN ELECTRIC COMPANY, INC.
00000000 J
00000000 J
9
9
Effective Date:
September 1, 2007
86654.00 516004
Supersedes:
2003
V000761
852025730085410010000
Chapter 22
Page 31
080904
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
OCO
CORR CAT
00000000 P
9
0
51 09272001 130810000 02 01 75900 180000
TRANSFERS
00000000 S
9
0
53 00000000 754110000 00 01 71100 040000 C
015424
0
00000
20 2 573004 85100100 00
0.00
1601000000000000
85116100000 00
00
0000 00000000000 00000000
00
015424
0
00000
3208741.00 810000
TOBACCO
902021220236091030300 130627
74 2 123001 85100300 00
0.00
1602000000000000
00000000000
015000 001500 00
00
0000 00000000000 00000000
00
640.85 221030
20-7590
516006 060000 00
906021050017290010000
141325
STATE SALE
SUNCOM
00000000 X
9
Effective Date:
September 1, 2007
0
013363
0
31100
10 1 000128 85750000 00
0.00 POSUNCM0086
0101030002000000
00000000000
010300 001903 00
00
0000 00000000000 00000000
Supersedes:
2003
Chapter 22
Page 32
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Run Information Warehouse Reports
If RUN WAREHOUSE REPORTS is marked on the FLAIR Report Scheduling Mini Menu, the
screen on the next page displays. There are no standard reports for running Information
Warehouse reports from Departmental FLAIR. All reports are created by the agency in
Natural and are stored in the agency’s library. Procedures for the use of this screen are
described below.
This screen provides find three options for scheduling FLAIR reports. They are:
SCHEDULE/RUN IMMEDIATE REPORTS - to be selected when the report is to be produced
immediately upon request rather than during the nightly update process. This selection
should be accessed only on terminals designated for immediate report processing if the
report is to be printed at the user’s remote printer. Once scheduling input has been
completed, the report requested runs automatically upon the operator depressing the ENTER
key.
SCHEDULE RECURRING REPORT - to be selected when the report is desired on a daily,
periodic, or monthly basis. Reports scheduled are produced automatically as requested by
input in the CYCLE field.
INQUIRY/UPDATE REPORT SCHEDULE - to inquire into and/or make changes to the
agency’s report schedule.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 33
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Central Batch Report Schedule Mini Menu 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
09/02/2007
CENTRAL BATCH REPORT SCHEDULE MINI MENU
15:53:14
SCHEDULE/RUN IMMEDIATE REPORTS
SCHEDULE RECURRING REPORTS
INQUIRY/UPDATE
REPORT SCHEDULE
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 22
Page 34
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Information Warehouse Schedule/Run Immediate Reports
If SCHEDULE/RUN IMMEDIATE REPORTS is marked on the Central Batch Report Schedule
Mini Menu, the screen shown on page 38 will display. This screen is used to schedule
warehouse reports that are to be produced upon immediate request. In order to schedule the
reports, complete the screen as follows.
In the PROGRAM NAME field, enter the name of the computer program that produces the
report. This is a required 8-character alphanumeric field.
In the RDS FORM field, enter the form number, if the report is being sent to RDS. This is a 4character alphanumeric field. This field is not required when scheduling immediate reports. If
this field is used, do not complete the PRINTER DESTINATION field. The system will not
accept both.
In the PARAMETER field, enter any parameters unique to the particular program (i.e., if a
daily report is to be produced for a date other than the previous day enter the date desired in
this field). This is an optional 24-character alphanumeric field.
In the LOGON field, enter the Logon under which the program is stored within the system.
This is a required 8-character alphanumeric field.
Line 17 contains optional fields for those agencies who have their own data center. These
options reference printing instructions.
COPIES
FORM
DEST
Number of copies of report to print; if the RDS FORM field was used,
only one copy is allowed.
Special form number SYSOUT - Print class of report.
Printing Destination; printer number.
On lines 19 and 20 the screen provides the user with instructions on how to view immediate
reports.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 35
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Information Warehouse Scheduling/Running Immediate Reports 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
09/02/2007
16:04:45
SCHEDULING / RUNNING IMMEDIATE REPORTS
PROGRAM NAME:
RDS FORM:
PARAMETERS:
LOGON:
COPIES
FORM
SYSOUT
DEST
DEPRESS ENTER TO RUN IMMEDIATE REPORT.
USE 'SYSD' FUNCTION.
TO VIEW IMMEDIATE REPORT
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 22
Page 36
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Information Warehouse Schedule Recurring Reports
If SCHEDULE RECURRING REPORTS is marked on the FLAIR Report Scheduling Mini
Menu, a screen like that seen on the next page returns. This screen is used to schedule
reports that are to be produced at night on a recurring cyclical basis. In order to schedule the
reports, complete the screen as follows:
In the PRIORITY CODE field, enter a blank (highest priority) or an alpha character (“A” is the
next highest priority, and “Z” is the lowest). This determines the order in which the reports will
be run. The system defaults to an “X”.
In the PROGRAM NAME field, enter the name of the computer program that produces the
report. This is a required 8-character alphanumeric field.
In the RDS FORM field, enter the form identification for the report. This is a required 4character alphanumeric field if the agency is an RDS user.
In the LOGON field, enter the Logon library under which the program is stored within the
system. This is a required 8-character alphanumeric field.
In the PARAMETER field, enter any parameter unique to the particular program (i.e., if a daily
report is to be produced for a date other than the previous day enter the date desired in this
field). This is an optional 24-character alphanumeric field.
In the DESCRIPTION field, enter a description of the report desired. This is an optional 20character alphanumeric field.
There are three cycles available within the CYCLE field to tell the system when this report is
to be generated. One of these must be selected by entering an “X” to the right of the cycle
desired. The available cycles are:
DAILY
WEEKLY
MONTHLY CLOSING
The PAPER field should be used to indicate the number of copies desired and if special forms
are required for printing, the form number should be identified. The operator should input the
number of copies desired to the right of the field marked COPIES. A maximum number of
four copies may be requested per report. If the agency is an RDS user, only one paper copy
is allowed. The form number may be input in the FORM field when special forms are
necessary for report printing. The data input in this field should identify the form needed for
report printing.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 37
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Information Warehouse Scheduling Recurring Reports 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
09/02/2007
16:05:50
SCHEDULING RECURRING REPORTS
PRIORITY CODE: X
PROGRAM NAME:
RDS FORM:
LOGON:
PARAMETERS:
DESCRIPTION:
CYCLE:
DAILY
WEEKLY
PAPER:
COPIES
MONTHLY CLOSING
(PLEASE ENTER THE NUMBER 1 OR 2 OR 3 OR 4 OR 5)
( 1 = MON 2 = TUE 3 = WED 4 = THR 5 = FRI )
FORM
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Information Warehouse Inquire/Update Report Schedule
If INQUIRY/UPDATE REPORT SCHEDULE is marked on the Central Batch Report Schedule
Mini Menu, a screen like that seen below returns. This screen is used to inquire into the
report schedule and to gain access to the single update screen in order to change a report
schedule. Procedures for the use of this screen are described below. The available reporting
cycles are:
D - Daily
W - Weekly
M - Monthly Closing
All Records
Enter an “X” to the left of the desired cycle, and the report Schedule Multiple Inquiry screen
returns with the report schedules desired, as seen on the next page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 38
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Information Warehouse Inquiry/Update Report Schedule 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
09/02/2007
14:35:32
INQUIRY/UPDATE REPORT SCHEDULE
REPORTING CYCLE
DAILY
WEEKLY (PLEASE ENTER THE NUMBER 1,2,3,4 OR 5)
(1 = MON 2 = TUE 3 = WED 4 = THR 5 = FRI)
MONTHLY CLOSING
ALL RECORDS
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
This screen displays up to eighteen report schedules with the following data:
OLO
PROGRAM
RDS FORM
CYCLE
LOGON
COPY (number of paper copies)
PRIORITY (priority code)
MONTH
DESCRIPTION
The operator may page through the report schedule by depressing the ENTER key.
If changes need to be made to a scheduled report, the operator may enter an “X” in the X field
adjacent to the selection to be updated and depress the ENTER key. The Single Update
screen returns, as seen on the next page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 39
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Information Warehouse Report Schedule 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
REPORT SCHEDULE MULTIPLE INQUIRY
X
OLO
850000
PROGRAM
MONTH
RDS FORM
DESCRIPTION
1WRTRAN
08
LR01
CYCLE
1
LOGON
N850PROD
09/02/2007
COPY
1
14:32:04
PRIORITY
X
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Procedures for updating a report schedule are described below:
In the DELETE field, the operator may enter a “D” and depress the ENTER key to eliminate
the report from the report process.
All fields on this screen may be changed (typed over) except the PROGRAM NAME, which is
a protected field.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 40
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Information Warehouse Update Recurring Reports Schedule 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
09/02/2007
14:39:42
UPDATE RECURRING REPORTS SCHEDULE
DELETE
PRIORITY CODE: X
PROGRAM NAME: 1WRTRAN
RDS FORM: LR01
PARAMETERS:
LOGON: N640PROD
DESCRIPTION:
CYCLE:
PAPER:
DAILY
WEEKLY
COPIES
1
MONTHLY CLOSING
( 1 = MON 2 = TUE
01 FORM
3 = WED 4 = THR 5 = FRI )
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--MINI MAIN RFRSH
CAN
Florida Fact:
Charlie Crist is the 49th
governor of Florida.
(source: myflorida.com)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 22
Page 41
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 23 REPORTS
Management at all levels of state government has need of current information in order to
make informed decisions. FLAIR provides agencies with the capability of retrieving their
accounting data on-line and creating unique reports. Each agency will determine its specific
report requirements. With the assistance of the FLAIR Help Desk, an agency may create
reports by writing Natural programs or use reports that have already been created.
In FLAIR, agencies have access to two separate databases. The Production Databases
(DACA or HACA) are the operational data bases used to input accounting data. The
Informational Databases (DACN or HACN) are the reporting databases used to retrieve
accounting data for report purposes. Most agencies access the DACA and DACN databases
to record their agency's transactions or to retrieve reports, however educational institutions
access SACA and SACN for their purposes. Agencies and Governmental entities are set up
on the database appropriate for them.
The Production Data Base files are updated by on-line input and are current for that specific
point in time. However, the Production Database may not be accessed for reporting
purposes.
The Informational Data Base files are updated during nightly processing and are current as of
the previous day. To access the Informational Database, the operator must type in “DACN”
or “HACN” and depress enter. The operator will then input an APPLICATION (LOGON)-ID,
USER-ID and PASSWORD.
The Application (LOGON) identifies the library or area where an agency’s programs are
stored.
The USER-ID must be unique and can be up to 8-alphanumeric characters. The first four
characters are the first letter of the user’s database plus the first three digits of the Operating
Level Organization (OLO). For example, OLO 450000 will have User-ID D450XXXX. The X’s
will be agency assigned.
The PASSWORD can also be up to 8-alphanumeric characters of which the first character
must be an alpha character. Initially, the password will be identical to the User-ID, but users
should change the initial password the first time they sign-on. To change a password, the
user should input the NEW PASSWORD at the bottom of the LOGON screen, enter, and then
re-input the new password to confirm it. If a user forgets the current password, the agency’s
Security Coordinator must submit a written request to the Natural Security Custodian who will
then reset the password back to the User-ID.
If the operator wants to run or test a report program on-line, a valid password must be entered
following the Logon Name. This gives the operator access to the agency’s files on the
Informational Database.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 23
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
A list of the files authorized is given below.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Accounts Payable File
Accounts Receivable File
Cash Receipts File
Encumbrance File
Expansion Option File
Expansion Set File
Master File
Revolving Fund File
Transaction History File
Client Vendor File
Employee Vendor File
Contract and Grant Master
Contract and Grant Info
Property Master File
Property History File
Property Pending File
Additional assistance for using the Informational Database may be obtained by typing
“DACN,” OR “HACN” on a blank screen and depressing ENTER. The user will then sign onto
the Informational Database by entering a (LOGON)-ID, USER-ID, and PASSWORD; then
depressing ENTER. When the retrieved screen returns, input “HELP” or a “?” to the right of
NEXT at the top left corner of the screen and depress ENTER. The Natural Help Function
Menu will be retrieved. This menu allows access to information that will assist in the use of
Natural Programming.
A hardcopy, paper printout of a report may be obtained in one of two ways. The operator may
run the program on-line and print one page at a time using the print key or the report may be
scheduled to run on the Production Database (DACA, SACA, or HACA) through the Report
Request (RP) Function (Chapter 22).
The following reports (see upcoming pages) are examples of four of the typical reports an
agency may receive. Each of these reports can be programmed using a different sort and/or
listing different fields. For example, the Trial Balance by Fund can be programmed with or
without the Division sort and can list any of the fields of the Master File.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 23
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
DMAR01 / Trial Balance by Fund Report
DMAR01-11
AS OF 08/30/07
85000000000
TRIAL BALANCE BY FUND
SEPTEMBER 02, 2007
85 DEPARTMENT OF THE TREASURY
8510 DIVISION OF ADMINISTRATION
10 1 000001 GENERAL REVENUE FUND
85100000 00 DIV. OF ADMIN. - FLAIR CLASS
GL
CAT
GL ACCOUNT NAME
CF YR CAT DESCRIPTION
DATE RUN 09/02/07
PAGE
1
MONTH-TO-DATE
13100
010000
030000
040000
UNEXPENDED GENERAL REVENUE RELEASES
SALARIES AND BENEFITS
OTHER PERSONAL SERVICES
EXPENSES
** GL 13100 TOTAL
16200
040000
DUE FROM STATE FUNDS, WITHIN DEPART.
EXPENSES
31100
040000
ACCOUNTS PAYABLE
EXPENSES
35100
040000
0.00
0.00
556.04556.04-
27.00
QUARTER-TO-DATE
YEAR-TO-DATE
17,500.00
17,500.00
29,443.96
64,433.96
70,000.00
70,000.00
119,443.96
259,443.96
27.00
27.00
3.00-
3.00-
3.00-
DUE TO STATE FUNDS, WITHIN DIVISION
EXPENSES
150.00-
150.00-
150.00-
54600
001800
COLLECTIONS, GENERAL REVENUE
REFUNDS
403.00
403.00
403.00
63100
010000
030000
040000
RELEASED GENERAL REVENUE APPROPRIATIONS
SALARIES AND BENEFITS
OTHER PERSONAL SERVICES
EXPENSES
** GL 63100 TOTAL
71100
EXPENDITURES, CURRENT
040000
EXPENSES
* CF 040000 C
EXPENSES
92200
010000
040000
93100
010000
040000
17,500.0017,500.0030,000.0065,000.00-
70,000.0070,000.00120,000.00260,000.00-
** GL 71100 TOTAL
276.04
10.00
286.84
276.04
214.81
490.85
276.04
214.81
490.85
** GL 92200 TOTAL
40,000.00
68,500.00
108,500.00
40,000.00
68,500.00
108,500.00
40,000.00
68,500.00
108,500.00
** GL 93100 TOTAL
40,000.0068,500.00108,500.00-
40,000.0068,500.00108,500.00-
40,000.0068,500.00108,500.00-
APPROVED BUDGET, ALLOTTED
SALARIES AND BENEFITS
EXPENSES
ALLOTEMNTS
SALARIES AND BENEFITS
EXPENSES
Effective Date
September 7, 2007
0.00
0.00
0.00
0.00
Supersedes
2003
Chapter 23
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
DMAR01-11
AS OF 08/30/07
85 DEPARTMENT OF THE TREASURY
8510 DIVISION OF ADMINISTRATION
10 1 000001 GENERAL REVENUE FUND
85100000 00 DIV. OF ADMIN. - FLAIR CLASS
94100
010000
040000
98100
010000
040000
85000000000
TRIAL BALANCE BY FUND
SEPTEMBER 02, 2007
ENCUMBRANCES
SALARIES AND BENEFITS
EXPENSES
DATE RUN 09/02/07
PAGE
2
** GL 94100 TOTAL
37,500.00
60.2637,439.74
37,500.00
45.00
37,545.00
37,500.00
45.00
37,545.00
BUDGETARY FND BAL RESERVED/ ENCUMBRANCE
SALARIES AND BENEFITS
EXPENSES
** GL 94100 TOTAL
*** FUND TOTAL
37,500.0060.26
37,439.740.00
37,500.0045.0037,545.000.00
37,500.0045.0037,545.000.00
Effective Date
September 7, 2007
Supersedes
2003
Chapter 23
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
DENR03 / OUTSTANDING ENCUMBRANCES BY NUMBER
DENR03-13
AS OF 09/30/07
85000000000
OUTSTANDING ENCUMBRANCES BY NUMBER
October 2, 2007
DATE RUN 10/02/07
PAGE
1
85
DEPARTMENT OF THE TREASURY
8510 DIVISION OF ADMINISTRATION
10 1 000001 GENERAL REVENUE FUND
85100000 00 DIV. OF ADMIN. - FLAIR CLASS
ENC NO
VENDOR NO
LINE EO L3L5
O E DATE
VENDOR NAME
CAT
CFI NCFI OBJ
AMT
E10
0001 00 0202213 09/05/2007
37,500.00
E19
VF591197603003
0001 00 0202213 09/29/2007
4,045.00
E20
VF593300311001
0001 00 0202213 09/03/2007
E22
VF593420031001
0001 00 0202213 09/29/2007
E500
VF322566887001
0001 00 0202213 09/30/2007
0002 00 0101214 09/30/2007
**** ENC TOTAL
******* FUND TOTAL
Effective Date
September 7, 2007
010000
QTY
OCA
GRT
STATE PROGRAM
DESC
110000 SALARIES
1112110000-000000
A & D OFFICE SUPPLY
040000
380000 OFFICE SUPPLIES
1112110000-000000
16.54
ACE OFFICE SUPPLY
040000
380000 PADS
1112110000-000000
43.72
USA TELEPHONE AND TELEGRAPH CO
040000
221000 TELEPHONE
1112110000-000000
FLORIDA POWER & LIGHT CO
040000
271000 UTILITIES
040000
271000 UTILITIES
1112110000-000000
1112110000-000000
15,000.00
15,000.00
----------------30,000.00
----------------409,105.26
Supersedes
2003
Chapter 23
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
DTHR02 / EXPENDITURE DETAIL BY VENDOR WITHIN DIVISION
DTHR02-00
85
8510
AS OF 08/30/07
85000000000
EXPENDITURE DETAIL BY VENDOR WITHIN DIVISION
SEPTEMBER 02, 2007
DATE RUN 09/02/07
PAGE
1
DEPARTMENT OF THE TREASURY
DIVISION OF ADMINISTRATION
VENDOR NAME
TRDT
TR L3L5
AI PROJECT ID OCA
VENDOR NO
GL
PID
CAT
CF YR
QTY
KLEIN, IDA
08/11/2007 30 0202000 71100 040000
AMOUNT
SDN
C499185732
00
48.00-
STATE BANK
08/12/2007 51 0202213 71100 040000
00
30.24
08/12/2007 51 0202213 71100 040000
00
32.40
VN323232323001
VF591995868001
00
16.54
E20
355.00
104
00
00
08/08/2007 51 0202213 71100 040000
00
08/12/2007 70 0202213 71100 040000
00
VF111998661003
50.00
E13
47.50
****** VENDOR TOTAL
43.75
E32
00
212.20
-------------------353.45
YOUZERS, BILL D
08/19/2007 30 0202000 71100 040000
00
****** VENDOR TOTAL
Effective Date
September 7, 2007
INVOICE
FUND
FT
SUB VENDOR NO
GRANT GY CNTRT CY
12 ANDERSON AVENUE
279000 C107
1112110000
EXPENSE REFUND
TILLMAN
FL 32780
1010000018510000000 0
1111 FAMU WAY
222000 V000005 0002 1112110000
TELETYPE SERVICE
TALLAHASSEE
FL 32301
494
2020100018510000000 0
380000 V000005 0003 1112110000
ROLEDEX
494
2020100018510000000 0
485 BILTMORE WAY
380000 V000104 0003 1112110000
0001
PADS
279000 C104
1112110000
EXPENSE REFUND
80
CORAL GABLES
FL 22134
1010000018510000000 0
1010000018510000000 0
371.54
AVIS RENT-A-CAR SYSTEMS, INC
08/08/2007 70 0202213 71100 040000
08/14/2007 51 0202213 71100 040000
STATE PROGRAM
DESCRIPTION
-------------------62.64
****** VENDOR TOTAL
08/13/2007 30 0202213 71100 040000
0002B
-------------------****** VENDOR TOTAL
ADDRESS
PDN
ODN
-------------------48.00-
****** VENDOR TOTAL
A & B OFFICE MACHINES, INC.
08/08/2007 70 0202213 71100 040000
OBJ
E043978166
17.00-
6305 E. HILLBOROUGH AVENUE
261000 V000104 0002 1112110000
0001
CAR RENTAL
261000 V000104 0001 1112110000
CAR RENTAL
262000 V000107 0001 1112110000
0001
CAR RENTAL
261000 V000107 0003 1112110000
1462 DUBEY LANE
279000 C108
1112110000
EXPENSE REFUND
TAMPA
85
E270889442
1099
E043978166
211
E236520402
1099
FL 33610
1010000018510000000
246B
1010000018510000000
246B
2020100018510000000
135A
2020100018510000000
2
2
2
2
TALLAHASSEE
FL 32320
2020100018510000000 0
-------------------17.00-
Supersedes
2003
Chapter 23
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
DEPARTMENT OF THE TREASURY
08/08/2002 96 0202000 72100 040000
****** VENDOR TOTAL
****** DIVISION TOTAL
****** DEPARTMENT TOTAL
Effective Date
September 7, 2007
00
8510100000185100000000000000000 DIV. OF ADM. - GEN. REV.
72.25- 221000 C105
1112110000
-------------------72.25-
1077
FLAIR CL
2020000018510000000 0
-------------------650.38
650.38
Supersedes
2003
Chapter 23
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
DMAR054 / SCHEDULE OF ALLOTMENT BALANCES BY FUND
DMAR054-00
AS OF 08/30/07
85000000000
SCHEDULE OF ALLOTMENT BALANCES BY FUND
LEVEL 4 SUMMARY
SEPTEMBER 02, 2007
DATE RUN 09/02/07
PAGE
1
85 DEPARTMENT OF THE TREASURY
8510 DIVISION OF ADMINISTRATION
10 1 000001 GENERAL REVENUE FUND
8510 02 02 FINANCE AND ACCOUNTING OFFICE
OBJECT DESCRIPTION
ALLOTMENTS
EXPENDITURES-MTD
EXPENDITURES-YTD
ENCUMBRANCES
ALLOTMENT BALANCES
RATE
40,000.00
0.00
0.00
0.00
40,000.00
0.00
0.00
----------------40,000.00
----------------7,500.00
----------------7,500.00
----------------10,000.00
0.00
-------------------0.00
-------------------0.00
-------------------0.00
-------------------1,200.00
0.00
-----------------0.00
-----------------0.00
-----------------0.00
-----------------1,200.00
37,500.00
-----------------37,500.00
-----------------0.00
-----------------0.00
-----------------0.00
000000
110000 SALARIES
** APPRO 010000 TOTAL
000000
** APPRO 030000 TOTAL
221000 TELEPHONE
37,500.00-----------------2,500.00
-----------------7,500.00
-----------------7,500.00
-----------------8,800.00
0.00
----1.02
----0.00
----0.00
----0.13
261000 IN-ST-TRAV
10,000.00
687.50-
687.50-
0.00
10,687.50
0.08-
291000 OTHER
11,500.00
403.00-
403.00-
0.00
11,903.00
0.04-
291900
2,500.00
0.00
0.00
0.00
2,500.00
0.00
341000 EDUCATION
5,000.00
0.00
0.00
0.00
5,000.00
0.00
380000 OFF-SUPPLY
15,000.00
16.54
16.54
45.00
14,938.46
0.01
419000 OTHER INS
13,000.00
0.00
0.00
0.00
13,000.00
0.00
11,500.00
----------------78,500.00
----------------10,000.00
----------------10,000.00
----------------136,000.00
=================
0.00
-------------------126.04
-------------------0.00
-------------------0.00
-------------------126.04
====================
0.00
-----------------126.04
-----------------0.00
-----------------0.00
-----------------126.04
==================
0.00
-----------------45.00
-----------------0.00
-----------------0.00
-----------------45.00
==================
11,500.00
-----------------78,328.96
-----------------10,000.00
-----------------10,000.00
-----------------90,828.96
==================
0.00
----0.00
----0.00
----0.00
----0.38
=====
434000 NON-GOV
** APPRO O40000 TOTAL
512000 FURN & EQ
** APPRO 060000 TOTAL
*** ORG LEVEL TOTAL
Effective Date
September 7, 2007
Supersedes
2003
Chapter 23
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 24 PERIOD END PROCESSING (PE)
Period End Processing (PE) is accessed when an agency is ready to close its period-to-date,
its month-to-date, its year-to-date, its prior year period-to-date, its prior year month-to-date, or
its certified forward balances on the Master File. (A period is any time period that is not equal
to a month). There are twelve balances maintained on the Master File for agency reporting
purposes. These are:
1. Current Period-To-Date
2. Prior Period
3. Prior Year Period-To-Date
4. Current Month-To-Date
5. Prior Month
6. Prior Year Month-To-Date
7. Current Quarter-To-Date
8. Prior Quarter
9. Prior Year Quarter-To-Date
10. Year-To-Date
11. Prior Year-To-Date
12. Life-To-Date
Agencies will initiate the closing of the current period [PERIODIC REPORTING option, line 6],
current month [MONTHLY option, line 7], and current month with period update [MONTHLY
(WITH UPDATE OF PERIOD ENDING DATE) option, line 8] balances, as well as certification
forward [CERTIFIED FORWARD option, line 9]. The closing of current quarter balances will
be automatic with every third monthly closing. All current balances are updated nightly.
When an agency initiates the closing of their current period balances through the PE
Function, the on-line Master File is updated by moving the current period balances to prior
period balances making the current period balances zero. When an agency initiates the
closing of their current month balances through PE, all current month balances on the on-line
Master File are moved to prior month thereby making the current month balance zero. The
MONTHLY (WITH UPDATE OF PERIOD ENDING DATE) option is the same as the
MONTHLY option except that the date of the last period closing will be changed to the date of
the latest monthly closing. Closing of agency month-to-date and period-to-date balances are
autonomous in process where one closing has no affect on another. However, only one (1)
PE request may be made per night.
Agencies must be cautious in scheduling periodic and monthly closings, however, as all prior
month transactions are removed from the on-line Transaction History File (Detail File) on
approximately the 15th of each month. If agency periods exceed this date, any periodic data
included from the prior month’s input will be excluded from periodic reporting.
If an agency is operating in dual year processing, two separate years of Master File data are
maintained until the prior year is closed. Until the prior year is closed, an agency may access
the PE Function to close periodic prior year balances as well as monthly prior year balances.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 24
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The PERIODIC PRIOR YEAR REPORTING option tells FLAIR to move the prior year current
Period-To Date balances to prior year Prior Period and prior year Current Period balances
become zero.
The MONTHLY PRIOR YEAR REPORTING option is the only choice of the Period End
Processing Request Menu that may be used more than once. Each agency may use this
twice. Specifically, this option simulates a year-end closing to provide data for reports to
make any necessary adjustment or reconciliation before the actual closing of the agency by
the Department of Banking and Finance Help Desk. Monthly Prior Year Reporting does not
close the agency books for the year.
An agency is responsible for initiating monthly closings. If at the beginning of the current
month, prior month records have not been closed through the PE Process, the system will
automatically place the agency into Dual Month Processing. While in Dual Month
Processing, the PPI (Prior Period Indicator) field on the input screens should be used to
indicate which month’s balances should be updated by the transaction. If PPI is left blank,
current month balances will be updated. If “M” is entered in the PPI field, prior month
balances will be updated. An agency will remain in Dual Month Processing until the prior
month is closed through the PE process.
At the end of June of each year, and no later than mid-July, each agency will request a
monthly closing for June. After June is closed and before the fiscal year is closed (by
September 30) data may be entered and applied to the prior fiscal year. This is done by
entering a “Y” in PPI (Prior Period Indicator) field when inputting a transaction. The “Y” may
only be used after June 30 and before the close of the prior fiscal year; while in dual year
processing. In effect, this situation produces a “13th month” of data that will roll up with other
entries at year-end.
A quarterly closing is automatically initiated when a month end closing is requested through
the PE Function and the AS-OF-DATE entered has a month of “03”, “06” “09”, or “12.” Then,
in addition to the monthly closing process, all Current Quarter-To-Date balances on the online Master File will be moved to Prior Quarter balances, making the Current Quarter
balances zero.
Upon completion of certifications forward preparation, a request for Certifications Forward
Processing should be initiated via the PE Function. An agency should request processing of
Certifications Forward prior to the closing of the fiscal year. An agency may request
Certifications Forward Processing only once.
Fiscal year-end closing will occur in the agencies sometime prior to September 30. An
agency’s year-end closing is determined by the State CFO’s Office. In early Spring of each
year, agencies are notified of their scheduled closing date. The agency closing is actually
done by the FLAIR help desk. Automated closing accounting entries generate once the fiscal
year is closed (Chapter 25). After year-end closing, the balances maintained on the Master
File are: Current Period-To-Date, Prior Period, Current Month-To-Date, Prior Month, Current
Quarter-To-Date, Prior Quarter, Current Year-To-Date and Life-To-Date.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 24
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
As part of Period End Processing, agency reports are produced based on the schedule
established in through Report Processing (RP). Therefore, prior to requesting Period End
Processing (PE), the schedule of reports on the Report Process (RP) should be reviewed.
Period End Processing Request
If a TYPE of “PE” is entered on the Accounting Menu screen, the Access Control Sign-On
screen, or any transaction screen, the Period End Processing Request screen as shown on
the next page will display. Procedures for using this screen are described below.
In the center of the screen are listed the selection options for the type of processing desired:
Periodic Reporting, Monthly, Monthly (with update of Period Ending Date), Certified Forward,
Periodic Prior Year Reporting, Monthly Prior Year Reporting. Enter an “X” to the left of the
desired option.
In the AS-OF-DATE field enter the date to be used in the Heading of the reports that will be
produced as part of Period Month-End Processing (Chapter 22 shows scheduling
procedures). This date is required for monthly processing or periodic prior year reporting.
For periodic processing, the date defaults to the current date if left blank.
If a “D” is entered on that last line, a previous request made on the current day is deleted and
Period/Month End Processing will not occur during nightly processing.
Also displayed are the previous period and/or month’s ending dates for both the Current and
the Prior Year. These dates are the same if an agency has monthly processing only.
In the TYPE or SEL fields enter the appropriate codes to transfer to a different screen, or use
the PF keys (chapter 8).
Once the operator enters the appropriate request and depresses the ENTER key, the
Period/Month End process automatically occurs during nightly processing and the appropriate
reports are produced.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 24
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Period End Processing 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
PEMU
09/02/2007
16:42:36
PERIOD END PROCESSING REQUEST
PERIODIC REPORTING
MONTHLY
MONTHLY (WITH UPDATE OF PERIOD ENDING DATE)
CERTIFIED FORWARD
PERIODIC PRIOR YEAR REPORTING
MONTHLY PRIOR YEAR REPORTING
ENTER 'AS OF DATE' FOR REPORT HEADINGS (MMDDYYYY):
ENTER 'D' TO DELETE PROCESSING REQUEST:
PREVIOUS PERIOD ENDING DATE:
PREVIOUS MONTH
ENDING DATE:
CURRENT YEAR
08/20/2007
PRIOR YEAR
06/30/2006
08/30/2007
06/30/2007
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 24
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 25 ACCOUNTING CYCLE
Annually, agencies submit a comprehensive financial plan of operation, referred to as a
budget, to the Legislature for its consideration, possible modification and final approval prior
to the beginning of the fiscal year to which it applies. The Legislature makes Appropriations
on this basis giving agencies the authority to expend and incur obligations in carrying out their
program for the fiscal year. The State of Florida is currently on a July 1 to June 30 fiscal year
basis.
After Legislative Appropriations have been made the Executive Office of the Governor
allocates the Approved Budget for the fiscal year based on the Legislative Appropriations.
On July 1, generally, one quarter of an agency’s General Revenue Funds and Trust Funds
are released by the Executive Office of the Governor (EOG) and are available for immediate
disbursement. At times, mandatory reserves will be placed on an agency’s appropriations by
EOG or the agency itself may voluntarily place a reserve on the amount of funds available
immediately.
Based on the budget submitted and the appropriations and allocations received, the agency
decides what amounts are to be allotted to each organization level, appropriation category,
state program component, and/or object of expenditure. These amounts are referred to as
allotments. Appropriations, allocations, releases, and allotments are recorded in the agency’s
accounting records through the Budget Control Function (BC).
During the fiscal year, the agency goes about its day-to-day operations encumbering,
disbursing, and collecting funds. These transactions are recorded using the Encumbrance
Transaction (TR60), appropriate Disbursement Transaction (TR51, 52, 53, 54, 70, 71), and
the Cash Receipts Transactions (TR30, 31, 32, 33, 34, 96, 97). Quarterly, the agencies
submit requests for release of funds in the General Revenue Funds to EOG for review and
approval. Additionally, during the course of a fiscal year, release of funds may be needed
prior to the quarterly releases. The agency submits a request for release of funds.
On June 30, the fiscal year ends and the unencumbered portion of the appropriations are no
longer available for operations. A list of items which are still outstanding as accounts payable
or encumbrances against the appropriations, referred to as Certifications Forward, is
submitted to EOG for the approval to disburse those amounts in the next fiscal year from the
previous unspent appropriations. Any necessary corrections and/or adjustments are made at
that time. When this is completed, the closing for that year’s records can be done.
The Florida Statutes related to the Certifications Forward process are shown on the next
pages.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 25
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Certification Forward
Section 216.301, Florida Statutes, specifies the procedure for certifying forward, or disbursing
from current year’s appropriation, the obligations outstanding at the end of the current year:
Action by Head of Agency or the Legislative Branch:
“Any balance of any appropriation, except an appropriation for fixed capital outlay,
which is not disbursed but which is expended or contracted to be expended shall, at
the end of each fiscal year, be certified by the head of the affected state agency or the
judicial or legislative branches, on or before August 1 of each year, to the Executive
Office of the Governor, showing in detail the obligees to whom obligated and the
amount of such obligations.”
“Any balance of any appropriation for fixed capital outlay not disbursed but expended
or contracted or committed to be expended shall, at the end of each fiscal year, be
certified by the head of the affected state agency or the legislative or judicial branch,
on or before August 1 of each year, to the Executive Office of the Governor, showing in
detail the commitment or to whom obligated and the amount of such commitment or
obligation.”
“Such certification as herein required shall be in the form and on the date approved by
the Executive Office of the Governor.”
Action by the Executive Office of the Governor:
“On or before September 1 of each year, the Executive Office of the Governor shall
review and approve or disapprove, consistent with legislative policy and intent, any or
all of the items and amounts by the head of the affected state agency and shall furnish
the Chief Financial Officer, the legislative appropriations committees, and the Auditor
General a detailed listing of the items and amounts approved as legal encumbrances
against the un-disbursed balances of such appropriations.”
Reversion or lapsing of appropriation:
“Any balance not so certified (in the form and on the date approved by the Executive
Office of the Governor) shall revert to the fund from which appropriated and be
available for re-appropriation.”
For all appropriations, except appropriation for fixed capital outlay:
“In the event the aforesaid certification is not made and the obligation is proven to be
legal, due, and unpaid, then the same shall be paid and charged to the appropriation
for the current fiscal year of the state agency or the legislative branch affected.”
For Fixed Capital Outlay:
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 25
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
“In the event the aforesaid certification is not made, and the balance of the
appropriation has reverted and the obligation is proven to be legal, due and unpaid,
then the same shall be presented to the Legislature for its consideration.”
Legal obligations (accounts payable) at June 30 not certified forward by agency head:
“In the event the aforesaid certification is not made and the obligation is proven to be
legal, due and unpaid, then the same shall be paid and charged to the appropriation
for the current fiscal year of the state agency or the legislative branch affected.”
Unencumbered balances of certifications forward, except for fixed capital outlay, at
September 30; or differences in the estimated and actual encumbrances, and therefore in the
certified forward amounts and the amounts required to discharge the liability:
“Any such encumbered balance remaining un-disbursed on September 30 of the same
calendar year in which such certification was made shall revert to the fund from which
appropriated and be available for re-appropriation.”
To determine the nature of an item, that is, whether or not an item may be certified, or if
already certified, the following questions may be asked:
On June 30
Was the item encumbered?
Was the item an accounts payable?
On July 1
Was the item encumbered on or before June 30?
Was the item recorded as an Accounts Payable on or before June 30?
Was the item approved for Certification Forward by the Executive Office of the
Governor?
On September 30
For any Certified Forward Appropriation, except Certified Forward Appropriations for
Fixed Capital Outlay (FCO), is there a balance remaining in the Appropriation
Account?
At the end of each fiscal year (June 30), operational accounting entries for that year cease (in
general) and a new fiscal year of accounting begins. Although the old fiscal year has ended,
agencies may have legal obligations for which the prior fiscal year’s Appropriations may be
used. Obligations (i.e., Encumbrances and Accounts Payables) may be carried forward via
the certified forward process. After requesting Certified Forward processing through the
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 25
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Period End Function (PE), the system generates the Certification Forward accounting entries.
Procedures for Certifications Forward processing are given in Chapter 26 of this manual.
Aside from certifying outstanding obligations, the agency must also record adjusting and final
accounting transactions before its accounting records are closed for a given year. The FLAIR
help desk will execute the closing of the fiscal year for each agency. As a part of fiscal year
close out, nominal and budgetary accounts are closed and real accounts are brought forward
as beginning balances for the new fiscal year.
Dual Year Processing
After the new fiscal year begins, and prior to closing the previous fiscal year, an agency
records transactions for both the new and previous accounting years. FLAIR provides Dual
Year Processing so that the previous fiscal year’s records and transactions are maintained
separately from the current year’s activity. Dual Year processing is automatically initiated on
July 1 and continues until the prior year is closed.
The Prior Period Indicator (PPI) field is available for recording activity in dual year or month
processing. The following codes are available for input in this 1 character alphanumeric field:
Description
PPI
Y
Transaction updates prior year accounting activity.
M
Transaction updates prior month accounting activity.
Blank
Transaction updates current month and current year accounting activity.
The use of Prior Period Indicators ‘Y’ and ‘M’ must be prior to a fiscal year or monthly closing,
respectively.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 25
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
General Revenue Fund - Sample Entries
A trial balance for the end of the fiscal year for a General Revenue Fund (State Fund 1) is
given below:
DEPARTMENT OF THE TREASURY
GENERAL REVENUE FUND
POST-CLOSING TRIAL BALANCE
JUNE 30, 20XX
DR
Account
13100
16300
17100
19100
31100
54900
55100
55200
55300
Unexpended Gen. Rev. Releases*
Due From Funds in Other Departments
Supply Inventory
Prepaid Items
Accounts Payable
Fund Balance Unreserved
Fund Balance Res. for Encumbrances*
Fund Balances Res. for Inventories
Fund Balances Res. for Prepaids
Totals
$3,000
700
2,300
3,500
$9,500
CR
$1,000
700
2,000
2,300
3,500
$9,500
* By reason of State Law, Section 216.301, Florida Statutes, it is not feasible to close
encumbrances against current year appropriations nor to close out the current year
appropriations until certifications are approved following the close of the fiscal year. The
statute places authority for approving certifications or “encumbrances” of “un-disbursed”
appropriations (except those for fixed capital outlay) in the Executive Office of the Governor.
Even so, the “encumbered balance remaining undisbursed on December 31 of the same
calendar year in which such certification was made shall revert to the fund from which
appropriated.” Thus, we may not know in some instances until December 31 the total
expenditures chargeable to such certifications. Hence, on December 31 we can recognize as
an accounting event the expiration of the un-disbursed portion of prior year appropriations
certified forward.
The following pages represent accounting entries for the fictitious Department of the
Treasury. The accounting cycle and corresponding entries related to a single fiscal year of
activity are given in the following pages as a sample of the accounting cycle performed in
each agency.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 25
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
If the Department of Treasury is operating in its first year in FLAIR, the following entries will
be made to record beginning balances in the agency’s accounting records. (These entries
are based upon the agency’s Post Closing Trial Balance see upcoming pages.)
Once an agency is operating within FLAIR, the beginning balances for the new fiscal year are
automatically carried into the new year. Therefore, the new fiscal year balances would not
need to be entered by the agency except when first coming on to the FLAIR system. In the
example below, the Department of the Treasury is coming onto the system for the first time
and therefore the beginning balances must be entered.
TR
Account Number & Title
DR
10
13100 - Unexpended GR Release
17100 - Supply Inventory
19100 - Prepaid Items
54900 - Fund Bal. Unreserved
55100 - Fund Bal. Reserved for Encumbrances
55200 - Fund Bal. Reserved for Inventories
55300 - Fund Bal. Reserved for Prepaids
CR
$ 3,000
2,300
3,500
2,000
$ 1,000
2,300
3,500
To record beginning General Ledger balances not to affect Subsidiary Ledgers
90
16300 - Due from other Departments
54900 - Fund Bal. Unreserved
To record beginning Accounts Receivable
$
700
80
54900 - Fund Bal. Unreserved
31100 - Accounts Payable
To record beginning Accounts Payable
$ 1,000
$
700
$ 1,000
The following events take place each fiscal year:
1)
Items that were certified forward by the agency and approved by EOG are shown
below. Total approved for certifications forward is $3,000.
Accounts Payable
Encumbrances
$1,000
2,000
Total
$3,000
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 25
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Accounts Payable approved as certified forward should have been brought on to FLAIR with
a category of 9X0000. At year-end, the accounting entries to record certified forwards for the
following year is automated by the system (chapter 9).
2)
Note that the Post-Closing Trial Balance (see next pages) does not include
encumbrances. Encumbrances are budgetary items that are not included on the Trial
Balance. They close at year-end and re-establishment is system generated via the
automated closing process. Encumbrance subsidiary information is brought forward
systematically during this process.
3)
Agency is appropriated $424,000 of General Revenue Funds (State Fund 1) by the
Legislature.
TR
Account Number & Title
DR
21
99100 - Budgetary Fund Balance
91100 - Appropriations (Object = 910000)
To record current year appropriations
4)
The Executive Office of the Governor makes allocation and does not require a reserve.
TR
21
Account Number & Title
$424,000
CR
DR
91200 - Appropriations, Allocated
92100 - Approved Budget
To record appropriations available for allotment
$424,000
CR
$424,000
$424,000
5)
The agency allots for the fiscal year reserving $1,000 as a discretionary reserve.
TR
Account Number & Title
20
92200 - Approved Budget, Allotted
93100 – Allotments
To record agency allotments
DR
CR
$423,000
$423,000
6)
The Executive Office of the Governor releases appropriations of $106,000 for the first
quarter.
TR
Account Number & Title
22
13100 - Unexpended GR Release
63100 - Released GR Appropriations
To record release of appropriated funds
Effective Date:
September 1, 2007
DR
Supersedes:
2003
$106,000
CR
$106,000
Chapter 25
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
7)
Encumbrances of $12,164 are recorded.
TR
Account Number & Title
60
94100 – Encumbrances
98100 - Budget Fund Bal. Res. for Encum.
To record the issuance of purchase orders
DR
CR
$ 12,164
$ 12,164
8)
Invoices of $41,408 were received and vouchered for payment. $268 of purchase
orders were previously issued covering these expenditures.
TR
Account Number & Title
51
71100 - Expenditures, Current
13100 - Unexpended GR Release
To record unencumbered disbursement.
$ 41,140
71100 - Expenditures, Current
13100 - Unexpended GR Release
98100 - Budget Fund Bal. Res. for Encum.
94100 – Encumbrances
To record encumbered disbursements.
$
70
DR
CR
$ 41,140
$
268
268
$
268
$
268
9)
Invoices in the amount of $1,582 were received but were not immediately vouchered
for payment and were recorded as accounts payable. $531 have previously been
encumbered for these invoices.
TR
Account Number & Title
80
71100 - Expenditures, Current
31100 - Accounts Payable
To record unencumbered accounts payables
$ 1,051
81
71100 - Expenditures, Current
31100 - Accounts Payable
98100 - Budget Fund Bal. Res. for Encum.
94100 – Encumbrances
To record encumbered accounts payables.
$
531
$
531
Effective Date:
September 1, 2007
DR
Supersedes:
2003
CR
$ 1,051
$
531
$
531
Chapter 25
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
10)
Vouchers were prepared for $450 of prior year encumbrances certified forward.
TR
Account Number & Title
DR
70
71100 - Expenditures, Current
$
13100 - Unexpended GR Release
98100 - Budget Fund Bal. Res. for Encum.
$
94100 – Encumbrances
To record encumbered certified forward expenditures
450
450
CR
CF
$
450
$
450
C
C
C
C
11)
$784 was disbursed for payment of invoices previously encumbered for $841.
TR
Account Number & Title
DR
70
71100 - Expenditures, Current
13100 - Unexpended GR Releases
98100 - Budget Fund Bal. Res. for Encum.
94100 – Encumbrances
To record encumbered disbursements
$
$
CR
784
841
12)
Current year purchase orders in the amount of $260 were canceled.
TR
Account Number & Title
6S
98100 - Budget Fund Bal. Res. for Encum.
94100 – Encumbrances
To cancel current year purchase orders.
13)
Encumbrances of $550 certified forward were canceled.
TR
Account Number & Title
6S
98100 - Budget Fund Bal. Res. for Encum.
94100 – Encumbrances
14)
Prepaid items were paid for in the amount of $300.
TR
Account Number & Title
51
19100 - Prepaid Items
13100 - Unexpended GR Release
To record disbursement for prepaid items
Effective Date:
September 1, 2007
$
784
$
841
DR
$
CR
260
$
DR
$
550
CR
$
Supersedes:
2003
CF
C
C
550
DR
$
260
CR
300
$
300
Chapter 25
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
15)
Payment of Accounts Payables in the amount of $851 is recorded. These were
previously set up in the amount of $901.
TR
Account Number & Title
DR
53
31100 - Accounts Payable
71100 - Expenditures, Current
71100 - Expenditures, Current
13100 - Unexpended GR Release
To record cash disbursement for Accounts Payables
$
901
$
851
CR
$
901
$
851
16)
Payment of Accounts Payable Certified Forward in the amount of $700 is recorded.
TR
Account Number & Title
53
31100 - Accounts Payable
$ 700
71100 - Expenditures, Current
71100 - Expenditures, Current
$ 700
13100 - Unexpended GR Release
To record payment of certified forward Accounts Payable.
DR
CR
$
700
$
700
CF
C
C
C
C
17)
The Executive Office of the Governor releases appropriations of $106,000 for the
second quarter.
TR
Account Number & Title
22
13100 - Unexpended GR Release
63100 - Released GR Appropriations
To record release of appropriated funds.
DR
CR
$106,000
$106,000
18)
Invoices in the amount of $1,000 were received and processed for payment. These
invoices represented goods that were certified forward as encumbrances.
TR
Account Number & Title
70
71100 - Expenditures, Current
$ 1,000
13100 - Unexpended GR Release
98100 - Budget Fund Bal. Res. for Encum.
$ 1,000
94100 – Encumbrances
To record certified forward encumbered disbursement.
Effective Date:
September 1, 2007
DR
Supersedes:
2003
CR
$ 1,000
$ 1,000
CF
C
C
C
C
Chapter 25
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
19)
Certified Forward Accounts Payables in the amount of $300 are vouchered for
payment.
TR
Account Number & Title
DR
53
31100 - Accounts Payables
$ 300
71100 - Expenditures, Current
$
71100 - Expenditures, Current
$ 300
13100 - Unexpended GR Release
$
To record certified forward Accounts Payable cash disbursement.
20)
Vouchers payable in the amount of $46,408 are recorded.
TR
Account Number & Title
80
71100 - Expenditures, Current
31200 - Vouchers Payable
To record voucher payables.
CR
C
C
C
C
300
300
DR
$ 46,408
CF
CR
$ 46,408
21)
The unexpended portion of certifications forward expires and reverts to General
Revenue on December 31.
TR
Account Number & Title
DR
CR
10
63600 - Reverse Appropriation, 12/31
$ 550
13100 - Unexpended GR Release
$ 550
To record the expiration of the unexpended portion of Certifications Forward.
CF
C
C
22)
The Executive Office of the Governor releases appropriations of $106,000 for the third
quarter.
TR
Account Number & Title
DR
22
13100 - Unexpended GR Releases
63100 - Released GR Appropriations
To record release of appropriated funds.
Effective Date:
September 1, 2007
Supersedes:
2003
$106,000
CR
$106,000
Chapter 25
Page 11
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
23)
Payment of Accounts Payables in the amount of $531 are recorded.
TR
Account Number & Title
53
31100 - Accounts Payable
71100 - Expenditures, Current
71100 - Expenditures, Current
13100 - Unexpended GR Release
To record cash disbursement of Accounts Payable.
DR
$
$
CR
531
531
$
531
$
531
24)
A state agency is paid $200 for travel expenses as an unencumbered JT
disbursement.
TR
Account Number & Title
51
71100 - Expenditures, Current
13100 - Unexpended GR Release
To record Journal Transfer disbursement.
DR
$
200
CR
$
200
25)
The Executive Office of the Governor releases appropriations of $106,000 for the
fourth quarter.
TR
Account Number & Title
DR
22
13100 - Unexpended GR Release
63100 - Released GR Release
To record release of appropriated funds.
$106,000
CR
$106,000
26)
A vendor has issued a credit memo in the amount of $75. This credit is being
processed with a $100 invoice for payment from the same vendor.
TR
Account Number & Title
51
13100 - Unexpended GR Release
71100 - Expenditures, Current
To record Credit Memo.
$
75
51
71100 - Expenditures, Current
13100 - Unexpended GR Release
To record unencumbered disbursement.
$
100
Effective Date:
September 1, 2007
DR
Supersedes:
2003
CR
$
75
$
100
Chapter 25
Page 12
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
27)
A current year expense refund of $22 is received from an employee.
TR
Account Number & Title
30
13100 - Unexpended GR Release
71100 - Expenditures, Current
To record expense refund.
DR
$
CR
22
$
28)
A prior year expense refund of $150 is received from a client.
TR
Account Number & Title
30
54600 - Collections - GR
61800 – Refunds
To record prior year expense refund.
DR
$
22
CR
150
$
150
Note: The CATEGORY of 001800 and OBJECT of 018000 should be used on input of this
transaction.
29)
Prepaid items in the amount of $100 are used.
TR
Account Number & Title
10
71100-Expenditures, Current
19100 - Prepaid Items
To record expenditure of prepaid assets.
Effective Date:
September 1, 2007
DR
Supersedes:
2003
$
CR
100
$
100
Chapter 25
Page 13
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
After all transactions for the fiscal year have been recorded a pre-closing trial balance is
obtained.
DEPARTMENT OF THE TREASURY
PRE-CLOSING TRIAL BALANCE
GENERAL REVENUE FUND
JUNE 20XX
Account
13100
16300
17100
19100
31100
31200
54600
54900
55100
55900
61800
63100
63600
71100
91100
91200
92100
92200
93100
94100
98100
99100
DR
Unexpended GR Release
Due From Funds in Other Depts
Supply Inventory
Prepaid Items
Accounts Payable
Vouchers Payable
Collections - GR
Fund Bal. Unreserved
Fund Bal. Res. for Encum.
Other Fund Bal. Reserve
Refunds
Released GR Appropriations
Reversion of Appropriation, 09/30
Expenditures, Current
Appropriations
Appropriations, Allocated
Approved Budget
Approved Budget, Allotted
Allotments
Encumbrances
Budget Fund Bal. Res. for Encum.
Budget Fund Bal.
Total
Effective Date:
September 1, 2007
$379,923
700
2,300
3,700
150
550
91,885
424,000
423,000
8,264
424,000
$1,758,472
Supersedes:
2003
CR
$ 150
46,408
700
2,000
5,800
150
424,000
424,000
424,000
423,000
8,264
$1,758,472
Chapter 25
Page 14
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Trust Fund - Sample Entries
A trial balance of the beginning of the fiscal year for a Trust Fund (State Fund 2) is shown
below:
POST-CLOSING TRIAL BALANCE
TRUST FUND
JUNE 30,20XX
Account
12100
17100
19100
31100
54900
55100
55200
55300
DR
Unreleased Cash in Treasury
Supply Inventory
Prepaid Items
Accounts Payable
Fund Bal. Unreserved
Fund Bal. Res. for Encum.
Fund Bal. Res. for Inventories
Fund Bal. Res. for Prepaids
Total
CR
$64,000
$ 2,000
500
$66,500
3,000
60,000
1,000
2,000
500
$66,500
NOTE: Reserved Fund Equities for Supply Inventory and Prepaid Items represented in the
trial balance shown above are based on utilization of the Purchase Method of Budgeting. If
an agency utilizes the Consumption Method of Budgeting, however, the offsetting entries for
these accounts would be recorded in General Ledger account 54900, Fund Balance
Unreserved.
If the Department of Treasury is operating in its first year on FLAIR, the following entries will
be made to record beginning balances in the agency’s accounting records. (These entries
are based upon the agency’s Post-Closing Trial Balance.)
After closing of the agency's first year of FLAIR activity, beginning balances are brought
forward systematically each year. Therefore, they will be entered only once, when the agency
initially comes on the FLAIR system.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 25
Page 15
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
TR
Account Number & Title
10
12100 - Unreleased Cash in Treasury
$ 64,000
17100 - Supply Inventory
2,000
19100 - Prepaid Items
500
54900 - Fund Bal. Unreserved
$ 63,000
55100 - Fund Bal. Res. for Encum.
1,000
55200 - Fund Bal. Res. for Inventories
2,000
55300 - Fund Bal. Res. for Prepaids
500
To record beginning General Ledger balances not to effect outside ledgers.
80
54900 - Fund Balance Unreserved
31100 - Accounts Payable
To record beginning Accounts Payable balances
DR
CR
$ 3,000
$ 3,000
The following events take place each year:
1)
Items which are certified forward by the agency and approved by the Executive Office
of the Governor are of two types: Accounts Payable and Encumbrances. Both are illustrated
for a total approved certifications of $4,000.
Accounts Payable
Encumbrances
$ 3,000
__1,000
Total
$ 4,000
2)
Note that the post closing trial balance does not include encumbrances.
Encumbrances are budgetary items that are not included on the trial balance. They are
closed at year-end and re-establishment is system generated via the automated closing
process. Encumbrance subsidiary information is also brought forward systematically during
this process.
3)
The agency is appropriated $160,000 in a trust fund (State Fund 2) by the Legislature.
Tax revenue accruing to the Trust Fund is estimated to be $160,000.
TR
Account Number & Title
21
81100 - Estimated Taxes
99100 - Budgetary Fund Balance
To record estimated revenue
$160,000
21
99100 - Budgetary Fund Balance
91100 – Appropriations
To record legislative appropriations
$160,000
Effective Date:
September 1, 2007
DR
Supersedes:
2003
CR
$160,000
$160,000
Chapter 25
Page 16
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
4)
The Executive Office of the Governor maintains a $10,000 reserve.
TR
Account Number & Title
21
91200 - Appropriation, Allocated
92100 - Approved Budget
To record E.O.G. approved budget
DR
5)
The agency allots for the fiscal year.
TR
Account Number & Title
20
92200 - Approved Budget, Allotted
93100 – Allotments
To record agency allotments
CR
$150,000
$150,000
DR
CR
$150,000
$150,000
6)
The Executive Office of the Governor releases appropriations of $150,000.
TR
Account Number & Title
22
12200 - Released Cash in State Treasury
12100 - Unreleased Cash in State Treasury
To record E.O.G. releases
DR
7)
Encumbrances of $11,582 are recorded.
TR
Account Number & Title
60
94100 – Encumbrances
98100 - Budget Fund Bal. Res. for Encum.
To record issuance of Purchase Orders.
CR
$150,000
$150,000
DR
CR
$ 11,582
$ 11,582
8)
Cash was disbursed for payment of invoices totaling $14,824 of which $9,229 had
previously been encumbered.
TR
Account Number & Title
DR
51
71100 - Expenditures, Current
12200 - Released Cash in State Treasury
To record unencumbered disbursements.
$ 5,595
71100 - Expenditures, Current
12200 - Released Cash in State Treasury
98100 - Budget Fund Bal. Res. for Encum.
94100 – Encumbrances
To record encumbered disbursements.
$ 9,229
70
Effective Date:
September 1, 2007
Supersedes:
2003
$ 9,229
CR
$ 5,595
$ 9,229
$ 9,229
Chapter 25
Page 17
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
9)
Invoices in the amount of $4,967 were received but were not immediately vouchered
for payment. These invoices were recorded as accounts payable. $600 had previously been
encumbered for these invoices.
TR
Account Number & Title
80
71100 - Expenditures, Current
31100 - Accounts Payables
To record accounts payable.
$ 4,367
71100 - Expenditures, Current
31100 - Accounts Payables
98100 - Budget Fund Bal. Res. for Encum.
94100 – Encumbrances
To record encumbered account payables.
$
600
$
600
81
DR
CR
$ 4,367
$
600
$
600
10)
A disbursement was made for office supplies purchased in the amount of $368. A
purchase order of $218 had previously been issued for these supplies.
TR
Account Number & Title
DR
70
71100 - Expenditures, Current
$
12200 - Released Cash in State Treasury
98100 - Budget Fund Bal. Res. for Encum.
$
94100 – Encumbrances
To record encumbered disbursement for office supplies.
368
11)
Tax Revenue of $7,017 is recorded as accounts receivable.
TR
Account Number & Title
90
15200 - Taxes Receivable
61100 – Taxes
To record tax accounts receivable.
218
DR
CR
$
368
$
218
CR
$ 7,017
$ 7,017
12)
Taxes in the amount of $109,926 are collected, of which $4,654 is a collection of
Accounts Receivable.
TR
Account Number & Title
30
12100 - Unreleased Cash in State Treasury
61100 – Taxes
To record direct deposit receipts
$105,272
33
12100 - Unreleased Cash in State Treasury
61100 – Taxes
61100 – Taxes
$ 4,654
Effective Date:
September 1, 2007
DR
Supersedes:
2003
$ 4,654
CR
$105,272
$ 4,654
Chapter 25
Page 18
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
15200 - Taxes Receivable
$ 4,654
To record receipt of taxes receivable and reversal of the receivable.
13)
Payment of a current year Accounts Payable is recorded in the amount of $554.
TR
Account Number & Title
53
31100 - Accounts Payable
71100 - Expenditures, Current
71100 - Expenditures, Current
12200 - Rel. Cash in State Treasury
To record payment of accounts payable.
DR
$
$
CR
554
554
$
554
$
554
14)
Payment of an Accounts Payable Certified Forward in the amount of $2,000 is
recorded.
TR
Account Number & Title
DR
CR
CF
53
31100 - Accounts Payable
$ 2,000
71100 - Expenditures, Current
$ 2,000
71100 - Expenditures, Current
$ 2,000
12200 - Released Cash in State Treasury
$ 2,000
To record payment of Accounts Payables Certified Forward from prior year.
C
C
C
C
15)
The unspent portion of appropriations certified forward expires on December 31. An
entry is made to record the expiration of $2,000 that was certified forward.
TR
Account Number & Title
10
12100 - Unreleased Cash in State Treasury
$ 2,000
12200 - Released Cash in State Treasury
$ 2,000
To record the expiration of the unexpended portion of Certifications Forward.
16)
Prepaid items are purchased in the amount of $500.
TR
Account Number & Title
51
19100 - Prepaid Items
12200 - Released Cash in State Treasury
To record disbursement for prepaid items.
Effective Date:
September 1, 2007
DR
CR
DR
Supersedes:
2003
$
500
CR
$
500
Chapter 25
Page 19
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
17)
If an agency utilizes the Consumption Method of Budgeting, as prepaid items are used,
the following entry should be made to record the expenditures. Prepaid items in the amount
of $100.00 are used.
TR
Account Number & Title
10
71100 - Expenditures, Current
19100 - Prepaid Items
DR
$
CR
100
$
100
18)
Revenue from a sale of goods has been received from another state agency. This
receipt is in the amount of $325.00
TR
Account Number & Title
DR
96
12100 - Unreleased Cash in State Treasury
67100 - Sales of Goods and Services, State
To record journal transfer receipt of funds
19)
A revenue refund of $50 is issued.
TR
Account Number & Title
51
71100 - Expenditures, Current
(OBJ=860000,CAT=220000)
12200 - Released Cash in State Treasury
To record revenue refund.
$
325
CR
$
DR
$
50
325
CR
$
50
20)
The receipt of $325 for a sale of goods to another state agency was recorded to the
wrong organization.
TR
Account Number & Title
96
67100 - Sales of Goods and Services, State
12100 - Unreleased Cash in State Treasury
To reverse transfer receipt recorded erroneously.
$
325
96
12100 - Unreleased Cash in State Treasury
67100 - Sales of Goods and Service State
To record transfer receipt of funds.
$
325
Effective Date:
September 1, 2007
DR
Supersedes:
2003
CR
$
325
$
325
Chapter 25
Page 20
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
21)
The State Treasurer’s Office has issued a debit memo of $250 for a bad check notice
in payment of a state tax.
TR
Account Number & Title
DR
30
61100 – Taxes
12100 - Unreleased Cash in State Treasury
To record debit memo.
$
CR
250
$
22)
A prior year expense refund of $200 is received from a client.
TR
Account Number & Title
30
12100 - Unreleased Cash in State Treasury
61800 – Refunds
To record a prior year expense refund.
DR
$
250
CR
200
$
200
Note: A CATEGORY of 001800 and OBJECT of 018000 should be used on input of this
transaction.
23)
Cancellation and restoration of a $85 12 month old warrant are recorded. (These
entries must be recorded for 3 years).
TR
Account Number & Title
80
79100 - Non-Appropriated Expend.
(OBJ=860000,CAT=920000)
$ 85
39900 - Other Current Liabilities
(OBJ=860000,CAT=920000)
$
To establish Cash and Liability for 12-month-old warrant cancellation.
30
21
DR
12100 - Unreleased Cash in State Treasury
(CAT=003800)
61900 - Other Revenues
(OBJ=038000, CAT=003800)
To record 12-month-old warrant cancellation.
$
CR
85
85
$
85
81800 - Estimated Refunds of Prior Yr. Expenditures
$ 85
99100 - Budget Fund Bal.
$
To record Estimated Revenue for 12-month-old warrant cancellation.
85
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 25
Page 21
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
21
21
22
99100 - Budget Fund Bal.
$ 85
91100 – Appropriations
(OBJ=970000,CAT=920000)
To record Appropriations for 12-month-old warrant cancellation.
91200 - Appropriations, Allocated
$ 85
92100 - Approved Budget (CAT=920000)
To record approved Budget for 12-month-old warrant cancellation.
12200 - Released Cash in State Treasury
(CAT=920000)
$
12100 - Unreleased Cash in State Treasury
(CAT=920000)
To record Releases for 12-month-old warrant cancellation.
$
85
$
85
$
85
85
24)
A vendor seeks re-issuance of a 12-month-old warrant in the amount of $45.
TR
Account Number & Title
53
39900 - Other Current Liabilities
(CAT=920000)
$ 45
79100 - Non-Appropriated Expend.
(CAT=920000)
$
79100 - Non-Appropriated Expend.
(CAT=920000)
$ 45
12200 - Released Cash in State Treasury
(CAT=920000)
$
To remove liability and record disbursement for 12-month-old warrant.
DR
CR
45
45
25)
After three years, the liability for a $40 12-month-old warrant is removed from the
agency’s accounting records and goes to abandoned property. The Account Code for
abandoned property is 44-71-2-007001-44300000-00-003600-00.
TR
Account Number & Title
21
91100 - Appropriations
(Object=970000,CAT=920000)
$ 40
99100 - Budgetary Fund Balance
To record reversion of Appropriations for 12-month-old warrant.
21
DR
92100 - Approved Budget
(CAT=920000)
$ 40
91200 - Appropriations, Allocated
To record reversion of Approved Budget for 12-month-old warrant.
Effective Date:
September 1, 2007
Supersedes:
2003
CR
$
40
$
40
Chapter 25
Page 22
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
DR
22
53
12100 - Unreleased Cash in State
Treasury (CAT=920000)
$
12200 - Released Cash in State Treasury
(CAT=920000)
To record reversion of Releases for 12-month-old warrant.
39900 Other Current Liabilities
(CAT=180000)
75900 – Transfers to Other Agencies
(CAT=180000)
To remove Liability for 12-month-old warrant.
$
CR
40
$
40
$
40
40
26)
A $275 employee travel advance is requested from the Comptroller.
TR
Account Number & Title
DR
51
71100 - Expenditures, Current
(Object=269000)
12200 - Released Cash in State Treasury
To remove cash disbursement for travel advance.
$
275
CR
$
275
27)
A $50 travel advance settlement is processed for out-of-state travel. (A $275 travel
advance has been issued and total travel expenses amounted to $325.)
TR
Account Number & Title
51
71100 - Expenditures, Current
(Object=262000)
12200 - Released Cash in State Treasury
51
DR
12200 - Released Cash in State Treasury
71100 - Expenditures, Current
(Object=269000)
To remove travel advance settlement
Effective Date:
September 1, 2007
Supersedes:
2003
$
325
$
275
CR
$
325
$
275
Chapter 25
Page 23
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
After all transactions for the fiscal year have been recorded, including error corrections, a PreClosing Trial Balance is produced.
PRE-CLOSING TRIAL BALANCE
TRUST FUND
JUNE 20XX
Account
12100
12200
15200
17100
19100
31100
54900
55100
55900
61100
61800
61900
67100
71100
79100
81100
81800
91100
91200
92100
92200
93100
94100
98100
99100
DR
Unreleased Cash in State Treasury
Released Cash in State Treasury
Taxes Receivable
Supply Inventory
Prepaid Items
Accounts Payable
Fund Bal. Unreserved
Fund Bal. Res. for Encum.
Other Fund Bal. Reserved
Taxes
Refunds
Other Revenues
Sales of Goods and Services-State
Expenditures, Current
Non-Appropriated Expend.
Estimated Taxes
Estimated Refunds of Prior Yr. Expend.
Appropriations
Appropriations, Allocated
Approved Budget
Approved Budget, Allotted
Allotments
Encumbrances
Budget Fund Bal. Res. for Encum.
Budget Fund Bal.
Total
Effective Date:
September 1, 2007
CR
$ 26,241
129,379
2,363
2,000
900
$ 5,413
60,000
1,000
2,500
112,039
200
85
325
20,634
45
160,000
85
160,045
150,045
150,045
150,000
150,000
1,535
1,535
40
$643,227
Supersedes:
2003
$643,227
Chapter 25
Page 24
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Automated Program for Closing Entries
Even though accounting operations have been recorded throughout a fiscal year, there still
remain adjusting entries that must be made in preparing an agency's accounting records for
closing. Suggested adjusting entries include (but are not limited to):
- Adjustments for inventories and reserved fund balance.
- Adjustments for fund balance reserved for encumbrances.
- Adjustments for prepaid items and other current assets if an agency operates on the
Purchase Method of Budgeting.
- Any reversion of appropriations.
- Adjustments for other fund balance reserves.
- Entry of any unrecorded accruals (e.g., Payables and Receivables)
1)
Adjust Fund Balance Reserved for Encumbrances to the proper amount of outstanding
encumbrances as in the 94100 - Encumbrances account.
TR
Account Number & Title
DR
10
54900 - Fund Balance Unreserved
55100 - Fund Bal. Res. for Enc.
X
X
CR
X
X
2)
Adjust Fund Balance Reserved for Inventory to the actual amount of inventory on hand
at year-end.
TR
Account Number & Title
DR
10
54900 - Fund Bal. Unreserved
55200 - Fund Bal. Res. for Inventory
X
X
CR
X
X
3)
Adjust Prepaid Items or Other Current Assets (if necessary) to reflect the actual
amount of items on hand at year-end.
TR
Account Number & Title
10
191** - Prepaid Items or
X
199** - Other Current Assets
X
7**** - Expenditures
X
To record prepaid items or current assets, on hand at year-end, which were purchased
in the current year.
Effective Date:
September 1, 2007
DR
Supersedes:
2003
CR
Chapter 25
Page 25
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
TR
Account Number & Title
10
549** - Fund Bal. Unreserved
X
553** - Fund Bal. Res. for Prepaids or
X
559** - Other Fund Balance Reserved
X
To establish a reserve for prepaid items or current assets, on hand at year-end, which
were purchased in the current year.
DR
CR
If an amount in excess of that purchased in the current year were consumed, the excess
should be expended as follows:
TR
Account Number & Title
DR
CR
10
55300 - Fund Bal. Res. for Prepaids or
X
559** - Other Fund Bal. Reserved
X
191** - Prepaid Items or
X
199** - Other Current Assets
X
To adjust fund balance for prepaid items or current assets to the amount on hand at
year-end.
After all accounting activity has been recorded for a fiscal year the agency should obtain for
review a Pre-Closing Trial Balance to ascertain the accuracy of General Ledger account
balances. After determining that agency account balances are complete as well as accurate,
the agency should contact FLAIR for a closing run.
When the request to close an agency’s fiscal year is entered into FLAIR a closing transaction
file is created by multiplying the balance in a particular account scheduled for closing by -1.
The offsetting entry, the account into which the closed balance is to be moved, is the same
amount with an opposite sign (+/-). For example, if the debit balance in a specific account
scheduled to close is $20.00 and that amount is multiplied by a -1 it becomes a credit amount
of $20.00. This credit amount is moved into the account from which the debit amount was
drawn leaving a balance of zero. The offset, a debit of $20.00, is entered in the appropriate
account.
Only balances in budgetary and operating accounts as determined by the program are
closed. The balances in the real accounts are carried forward as beginning balances for the
next fiscal year. Real accounts are those accounts carrying a general ledger code beginning
with 1, 2, 3, 4 or 5. The traditional entries that are produced are:
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 25
Page 26
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
1)
Record closing of unexpended release balances.
TR
Account Number & Title
09
11200 - Cash in Bank or
12100 - Unreleased Cash in State Treasury or
13100 - Unexpended GR Releases or
13400 - Unexpended Infrastructure Releases
112** - Cash in Bank or
121** - Unreleased Cash in State Treasury or
122** - Released Cash in State Treasury or
131** - Unexpended GR Releases or
134** - Unexpended Infrastructure Releases
DR
2)
Record closing of budgetary accounts.
TR
Account Number & Title
09
99100 - Budgetary Fund Balance
8**** - Estimated Revenue and Receipts or
91*** - Disposition of Appropriation or
92*** - Disposition of Approved Budget or
93*** - Allotments or
982** - Beginning Budget Fund Bal.
983** - Ending Budget Fund Bal. or
99*** - Budgetary Fund Balance
3)
Record closing of encumbrances.
TR
Account Number & Title
09
98100 - Budget Fund Bal. Res. for Encum.
941** - Encumbrances or
981** - Budget Fund Bal. Res. for Encum.
4)
Close revenues and expenditures to fund equity.
TR
GF
09
50,60
40
Others
Account Number & Title
53900 - Retained Earnings Unreserved or
55700 - Fund Bal. Res. for Debt Service or
54900 - Fund Bal. Unreserved
6**** - Revenue and Receipts or
7**** - Expenditures
Effective Date:
September 1, 2007
Supersedes:
2003
CR
X
X
X
X
X
X
X
X
X
DR
CR
X
X
X
X
X
X
X
X
X
DR
CR
X
X
X
X
DR
CR
X
X
X
X
X
X
X
Chapter 25
Page 27
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
5)
Close fund equity adjustment accounts to beginning fund equity.
TR
GF
09
50,60
40
Others
Account Number & Title
53900 - Retained Earnings Unreserved or
55700 - Fund Bal. Res. for Debt Service or
54900 - Fund Balance Reserved
518** - Residual Equity Transfer In or
519** - Residual Equity Transfer Out or
53*** - Retained Earnings
54*** - Fund Balance
DR
X
X
X
CR
X
X
X
X
6)
Beginning balances are then recorded from the post closing trial balance. Beginning
balance entries are system generated with a TR08.
7)
Beginning encumbrance balances are recorded as well as encumbrance subsidiary
detail to re-establish encumbrances brought forward.
8)
Accounts Payable subsidiary detail is recorded to establish a listing of Accounts
Payable items brought forward.
9)
Accounts receivable subsidiary detail is recorded to establish a listing of accounts
receivable items brought forward.
Upon completion of the Automated Closing Process, dual year processing ceases. Available
balance checking for the new fiscal year is now initiated. All automated closing entries are
system generated with a TR09.
Financial Statements
Financial Statements are the end product of a fiscal year of financial accounting. FLAIR
produces financial statements in conformity with generally accepted accounting principles
(GAAP) which provide a fair representation of an agency’s financial position and results of
operations for a given fiscal year. These statements are produced upon agency closeout.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 25
Page 28
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 26 CERTIFICATIONS FORWARD PROCESSING (CF)
Subsidiary Files
Encumbrances, Accounts Payable, and Accounts Receivable items to be certified forward are
marked for certifications forward processing in one of three ways: on original input, updated
in the appropriate subsidiary, or updated through 1S Request for Certifications. To mark
items as certified forward on original input, the operator should enter a “C” in the CF field on
entry of the encumbrance (via TR60), accounts payable (via TR80 or TR81) or accounts
receivable (via TR90).
NOTE: After original input, update of the CF field is accessible only through the appropriate
subsidiary (TR6S, TR8S, or TR9S) or by specifying the items to be certified forward through
TR1S, Request for Certifications. The CF field on encumbrances, accounts payable, and
accounts receivable transactions is not available for update through the respective update
screens (TR60, TR80, TR90) during the same day of input.
Fixed Capital Outlay
Fixed Capital Outlay items to be certified forward are marked for certifications forward
processing through TR 1S, Request for Certifications.
To mark an item as certified forward using the appropriate subsidiary (TR6S, TR8S or TR9S),
the user should indicate the specific encumbrance, accounts payable, or accounts receivable
item including the line number of the item to be marked by accessing the single update
screen. The operator will go to page two of the single update screen and tab to the CF field
and enter a “C” to mark that item as certified. Leaving the CF field blank indicates that an
item will not be certified forward.
Based on timing of subsidiary update, items for certifications forward are viewed on the
subsidiary inquiry screens as certified forward in the current fiscal year (indicated by a “C” in
the CF field) and/or the new fiscal year (indicated by a “C” in the NCF field). If an item has
been updated through the appropriate subsidiary for certifications forward processing the
fiscal year of processing is as follows:
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 26
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Date
On or before June 30
On or after July 1
On or after July 1
PPI
blank
blank
M/Y
CF
C
NCF
C
C
C
On reports, items that have been marked as certified forward (a “C” is displayed in the CF or
NCF fields in a subsidiary ledger) will be indicated by a value of “C” in a report column
headed CFI (Certifications Forward Indicator).
The operator may also mark an item as certified forward through TR1S, Request for
Certifications. Instructions for using this screen are explained in detail beginning on page 5.
Once the items to be certified forward have been specified, the Request for Certification
Forward report may be run through the Report Request Function (RP). This report is in the
format required by the Governor’s Office and will list all certified forward items, give a subtotal
for each, and a net amount to be certified forward. This report may be reprinted until the
certified forward items are correct.
When the agency is certain that the certified forward items are correctly identified, certified
forward processing may be requested through the Period End Processing Function (PE).
This process will be run during nightly processing only one time per year for each agency and
will generate all accounting entries necessary to record certifications forward. This process
occurs while the agency is in dual year processing; therefore, the request for certifications
forward processing should be made before closing the prior year’s records. The generated
entries will then be posted to the agency’s records. If there were any errors made in
specifying the certified forward items, the agency will have to make all necessary correcting
entries. Given below are the entries generated by certified forward processing for the items
marked on input or updated through a subsidiary. These entries will carry a Transaction Type
of 07 on the Detail File.
Encumbrances and Accounts Payable
To record Appropriations for Encumbrances and Payables Certified Forward.
TR
GL Code
CAT
OBJECT
Description
DR
07
991**
911**
000000
Orig. CAT
960000
Budget Fund Balance
Appropriations
X
CR
CF
X
C
CR
CF
X
C
C
To record Approved Budget for Encumbrances Certified Forward.
TR
GL Code
CAT
Description
DR
07
912**
921**
Orig. CAT
Orig. CAT
Appropriation, Allocation
Approved Budget
X
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 26
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
To record release of appropriated funds for Encumbrances and Payables Certified Forward.
TR
SF
GL Code
CAT
Description
DR
07
1
2,3
1
2,3
131**
122**
131**
121**
Orig. CAT
Orig. CAT
000000
000000
Unexpended GR Releases or
Released Cash in Treasury or
Unexpended GR Releases or
Unreleased Cash in Treasury
X
X
CR
CF
C
C
X
X
To record Allotments for Encumbrances Certified Forward only.
TR
GL Code
CAT
Description
DR
07
922**
931**
Orig. CAT
Orig. CAT
Approved Budget, Allotment
Allotments
X
CR
CF
X
C
C
Accounts Receivable and Memo Accounts Receivable (Expense Refunds only)
To reduce Appropriations by the Accounts Receivable and Memo Accounts Receivable
Certified Forward.
TR
GL Code
CAT
OBJECT
Description
DR
07
911**
991**
Orig. CAT
000000
960000
Appropriations
Budget Fund Balance
X
CR
X
CF
C
To reduce the Approved Budget by the Memo Accounts Receivable Certified Forward.
TR
GL Code
CAT
Description
DR
07
921**
912**
Orig. CAT
Orig. CAT
Approved Budget
Appropriation, Allocated
X
CR
CF
X
C
C
To reduce the release of appropriated funds by the Accounts Receivable and Memo Accounts
Receivable Certified Forward.
TR
SF
GL Code
CAT
Description
DR
07
1
2,3
1
2,3
131**
121**
131**
122**
000000
000000
Orig. CAT
Orig. CAT
Unexpended GR Releases or
Released Cash in Treasury or
Unexpended GR Releases or
Released Cash in Treasury
X
X
Effective Date:
September 1, 2007
Supersedes:
2003
CR
CF
X
X
C
C
Chapter 26
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
To reduce Allotments by the Memo Accounts Receivable Certified Forward.
TR
GL Code
CAT
Description
DR
07
931**
922**
Orig. CAT
Orig. CAT
Allotments
X
Approved Budget, Allotments
CR
CF
X
C
C
Note: The allotment reduction is necessary for the accuracy of reporting schedule of
allotment balance information. When the above entries are generated all appropriate
subsidiaries will be updated, and the Release and Allotment Balances on the Available
Balance File will be updated appropriately.
On 09/30, the following entry should be made to record reversion of certified forward
appropriations.
TR
Account Number and Title
DR
10
63600 - Reversion of Appropriation, 09/30
13100 - Unexpended General Revenue Releases
(CAT = 010000-910000)
X
CR
CF
X
C
TR1S REQUEST FOR CERTIFICATION
TR1S REQUEST FOR CERTIFICATION may be used to specify encumbrances, payables,
and receivable items that are to be certified forward at year-end. To certify forward Fixed
Capital Outlay (FCO) items, the operator must do so through the 1S function.
Requesting Certification (Subsidiary Ledgers) Multiple Update
If a TYPE of “CF” or a TYPE of “1S” and a SEL of “X” is entered on any screen, the Request
for Certifications - Mini Menu Request screen will display (see next pages). This screen is
used to request line items from the Encumbrance, Payable, and/or Receivable subsidiaries to
mark those items to be certified forward. Only those Accounts Receivable items that are
entered as expense refunds will be available for certification.
Procedures for the use of this screen are described below.
After typing in an “X” on line 6, REQUEST FOR CERTIFICATIONS - MULTIPLE UPDATE,
the operator should input the following data codes to retrieve the appropriate line items from
the subsidiaries.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 26
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
DOC-TYPE
Subsidiary Document Type; required field; valid input is:
P – Payables
E – Encumbrances
J – Recurring Payments
S - SPURS Encumbrances
R – Receivables
DOC-NO
Subsidiary Document Number; optional field; if entered, the listing
from the subsidiary will begin with the first line of the document
number entered and display all items through the end of the file.
DOC-LINE
Subsidiary document Line Number; optional field; if entered, the
listing will begin with the document and line number entered and
display all items through the end of the file.
After entering the request data, the Request for Certifications - Multiple Update screen, as
displays (see upcoming pages) Procedures for the used of this screen are described below.
On this screen the following data fields display for each item retrieved from the requested
subsidiary. They are protected and cannot be changed.
DOC-NO
Document Number.
LINE
Document Line Number.
VENDOR NAME
Vendor Name.
FUND
GAAFR Fund, State Fund, and Fund Identifier.
BE
Budget Entity.
IBI
Internal Budget Indicator.
CAT
Appropriation Category.
YR
Appropriation Year.
VENDOR-ID
Vendor Identification Number.
OBJECT
Object Code.
AMOUNT
Remaining Balance on the line item.
Unprotected fields on the Request for Certifications - Multiple Update screen include:
DT-REC
Effective Date:
September 1, 2007
Date goods or services Received; 8 numeric; MMDDYYYY.
Supersedes:
2003
Chapter 26
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Required field for payable items, optional for encumbrances or
expense refund receivables.
CF
Certified Forward Indicator; Valid input is a “C” to request that a
line item be certified forward.
ORIG-DT
Original Date the Payable, Encumbrance, Recurring Payment, or
Receivable was established.
DESCRIPTION
Retrieved from Subsidiary; if not on Subsidiary, Object Code
description will be generated on Certified Forward processing.
NOTE: The CF field must be left blank if a line item is not to be Certified Forward.
After completing the screen, the operator should depress the ENTER key. The changes
made on this screen will be processed and the next five items on the Subsidiary will be
displayed.
After marking items to be Certified Forward, the marked and unmarked Payables,
Encumbrances, Recurring Payments, and/or Receivables may be retrieved via the Request
for Certifications Screen, 1S. Additional items may be marked for certification and marked
items may be updated until the agency has completed performing the Certifications Forward
process.
NOTE: If all the balances (Current Balance, Prior Month Balance and Prior Year Balance)
are not equal, then the certification forward “C” must be changed on the Subsidiaries and not
on the 1SX screen.
Memo Encumbrances must be updated to Regular Encumbrances through the
Encumbrances Subsidiary (TR6S), and Memo Accounts Receivable may be updated to
Regular Receivables through the Accounts Receivable Subsidiary (TR9S), before marking
them for certification. If the goods or services are received for encumbered items on or
before June 30, those Encumbrances should be reclassified as Payables.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 26
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Transaction 1SX 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
07/05/07
16:02:38
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
Request for Certifications Multiple Update Screen
01
02
03
04
05
6
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
1SX1
07/05/2007
REQUEST FOR CERTIFICATIONS - MULTIPLE UPDATE
16:01:11
DOC-NO/LINE VENDOR NAME
VENDOR-ID
E10000 0001 FISHER SCIEN
VF232942737001
FUND
BE
IBI CAT
YR DT-REC
CF
ORIG-DT DESCRIPTION
OBJECT ....AMOUNT....
202010001 85100000 00 040000
00
03292007 LAB SUPPLIES
341000
10000.00
E101
0001 AVIS RENT-A-CAR
VF111998661003
101000001 85200000 00 040000
00
03292002 CAR RENTAL
261000
4230.00
0001 KLEIN
C499185732
101000001 85200000 00 040000
00
03292007 CAR RENTAL
261000
4075.00
0001 ABBEY PRINTING
VF591675944001
101000001 85200000 00 040000
00
03292007 EDUC. SUPPLIES
341000
28.00
E102
E12
E12
0002 ABBEY PRINTING
VF591675944001
DOC-TYPE
DOC-NO
101000001 85200000 00 040000
00
03292007 OFFICE SUPPLIES 380000
11.50
NEXT:
DOC-LINE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 26
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Requesting Certification (FIXED CAPITAL OUTLAY)
If a TYPE of “CF” or a TYPE of “1S” and a SEL of “X” is entered on any screen, the Request
for Certifications - Mini Menu - Request screen will display (see next pages). This screen is
used to request items for certifications for Fixed Capital Outlay as well as for subsidiary file
items. Procedures for the use of this screen for certifying Fixed Capital Outlay items are
described below.
After typing an “X” on line 12, REQUEST FOR CERTIFICATIONS - FIXED CAPITAL
OUTLAY, the operator should input the following data codes to retrieve the appropriate Fixed
Capital Outlay record.
SEL
Select Options; required field; valid input is:
A - Add FCO Certification Request
I - Inquire into FCO Certifications Requests
U - Update FCO Certifications Requests
PROJECT ID
Project Identifier; required field; edited against the Project
Information File.
BUDGET ENTITY
Required field; edited against the Title File.
FUND
Required field; 1st digit must = 1,2,3, or 4.
CATEGORY
Required field; 1st two characters must = 08 or 14, but cannot =
080000 or 140000; edited against the Title File.
YEAR
Required field.
IBI
Internal Budget Indicator; required field; edited against the Title
File.
After entering the required data, for adding a request (SEL=A) the Request for Certifications
Add screen will display (see page later in this chapter). Procedures for the use of this screen
are described on the following page.
On this screen the following data fields will be displayed from the project record. They are
protected and cannot be changed.
PROJECT ID
BUDGET ENTITY
CATEGORY
IBI
Effective Date:
September 1, 2007
LONG TITLE
FUND
YEAR
Supersedes:
2003
Chapter 26
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The following fields are displayed unprotected and may be changed.
PROGRAM APPROVED
CONSTRUCTION CONTRACT
FORCE ACCOUNT APPROVED
ARCH & ENG CONTRACT
PURCHASES COMPLETE
At least one of the following amount fields must be entered.
STUDY
LAND PURCHASE
EQUIPMENT
DESIGN
CONSTRUCTION/CONTINGENCY
RESERVE
The COMMENTS fields are optional unless a reserve is entered, then at least the first
comment line is required.
On line 21, the operator can request the next project for certifications.
Fixed Capital Outlay Certifications 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
1Sx2
FCO CERTIFICATIONS REQUEST ADD
PROJECT 123456789
CF PROJECT STATUS
TITLE EMPLOYEE PARKING GARAGE
PROGRAM APPROVED
0
ARCH & ENG CONTRACT
CONSTRUCTION CONTRACT
0
PURCHASE COMPLETE
FORCE ACCOUNT APPROVED 0
BUDGET ENTITY 85100000
AMOUNT REQUESTED
COMMENTS
SEL PROJECT
07/05/2007
FUND 2100
CATEGORY 080010
YEAR 00
16:01:14
0
0
IBI 00
STUDY
DESIGN
LAND PURCHASE
CONSTRUCTION/CONTINGENCY
EQUIPMENT
RESERVE
(1)
(2)
(3)
BUDGET ENTITY
FUND
CATEGORY
YEAR
IBI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
FWD
CAN
Inquiring/Updating Certification (FIXED CAPITAL OUTLAY)
After entering a certifications request for Fixed Capital Outlay the operator may inquire or
update the request by entering a SEL of “I” or “U” on the 1SX Mini Menu.(see previous
screens) or use the NEXT line on line 21 on the 1SX screens. See next page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 26
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Fixed Capital Outlay Certifications Request Inquiry/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
1Sx3
FCO CERTIFICATIONS REQUEST INQUIRY/UPDATE
DELETE
PROJECT 123456789
CF PROJECT STATUS
TITLE EMPLOYEE PARKING GARAGE
PROGRAM APPROVED
O
ARCH & ENG CONTRACT
CONSTRUCTION CONTRACT
O
PURCHASE COMPLETE
FORCE ACCOUNT APPROVED O
BUDGET ENTITY 85100000
FUND 2100
CATEGORY 080010
AMOUNT REQUESTED
COMMENTS
SEL PROJECT
07/05/2007
STUDY
DESIGN
LAND PURCHASE
CONSTRUCTION/CONTINGENCY
EQUIPMENT
RESERVE
(1)
(2)
(3)
BUDGET ENTITY FUND CATEGORY YEAR
YEAR 00
16:01:18
O
O
IBI 00
30000.00
100000.00
45000.00
850000.00
IBI
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
FWD
CAN
Certified Forward Report
Once all necessary items have been marked for certification forward, the Certification
Forward Detail Report (DCFR02) may be printed through the Report Request Function (RP).
This report will be current as of the last nightly update (items marked for certification on the
current day will not be reflected on immediate reports). The following data should be input to
print one of these reports:
Program
DCFR02
Logon
N000STD
Password
(Agency Report Password)
Data Options
Prior Year
‘As of Date’
(Date Desired on Report)
The Certification Forward Detail Report is produced, as seen on the next page.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 26
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
FLAIR CERTIFICATION FORWARD REQUEST DETAIL REPORT
DCFR02-02
AS OF 07/31/2007
AGENCY:
BUDGET ENTITTY:
FUND:
CATEGORY:
DEPARTMENT OF THE TREASURY
DIV. OF ADM.
GENERAL REVENUE FUND
EXPENSES
FLAIR CERTIFICATION FORWARD REQUEST DETAIL REPORT
JUNE 30, 2007 CERTIFICATION FORWARD
DEPARTMENT OF THE TREASURY
DATE RUN 08/01/2007
PAGE
1
ACCOUNT CODE 98 10 1 000001 98111111 00 040000 00
REFERENCE DATE OF
DATE
DESCRIPTION OF ITEM
OBJECT
NUMBER
ORDER
RECEIVED
VENDOR OR CONTRACTOR
PURCHASED OR CONTRACTED FOR
CODE
AMOUNT
----------------------------------------------------------------------------------------------------------------------------A. ITEMS PURCHASES AND RECEIVED PRIOR TO CLOSE OF BUSINESS ON JUNE 30, 2007:
PPAY0010001 06142007 06212007
JALISSA RUSS
PAYABLE NUMBER 1
PPAY0020001 06242007 06282007
BULLARD SUPPLY COMPANY
OFFICE SUPPLIES
261000
10.00
380000
120.00
--------130.00
SUB TOTAL ‘A’ ITEMS
B. ITEMS PURCHASED AND NOT RECEIVED PRIOR TO CLOSE OF BUSINESS ON JUNE 30, 2007:
ESTIMATE
-------EENC2220003 06032007 07242007
EENC2220004 06042007
JAMES A. TALBOT & CO.
ATOM’S ELECTRONICS
ENCUMBRANCE NUMBER 1
ENCUMBRANCE NUMBER 2
380000
242000
SUB TOTAL ‘B’ ITEMS
TOTAL OBLIGATED AMOUNT
20.00
100.00
--------120.00
--------250.00
=========
C. RECEIVABLES
DATE OF
INVOICE
-------
AGENCY OR VENDOR
--------------------------
DESCRIPTION OR PURPOSE
OR ACCOUNT RECEIBABLE
----------------------------
RREC0170001 06272007
W B HICKUP
CUR CHGS-OFFICE SUPPLIES
380000
0.00
RREC0310001 06282007
JALISSA RUSS
IN-STATE TRAVEL
261000
0.00
---------
SUB TOTAL ‘C’ ITEMS
0.00
---------
NET AMOUNT TO BE CERTIFIED FORWARD
0.00
=========
Effective Date
September 1, 2007
Supersedes
2003
Chapter 26
Page 11
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
FLAIR CERTIFICATION FORWARD AGENCY RECAP REPORT
DCFR02-00
AGENCY:
AS OF 07/31/2007
DEPARTMENT OF THE TREASURY
FLAIR CERTIFICATION FORWARD AGENCY RECAP REPORT
JUNE 30,2007 CERTIFICATIONS FORWARD
DEPARTMENT OF THE TREASURY
DATE RUN 8/01/2007
PAGE
1
RECAP BY STATE FUND TYPE
STATE FUND TYPE
---------------
NET AMOUNT TO BE
SUB TOTAL OF ‘A’ ITEMS
SUB TOTAL OF ‘B’ ITEMS SUB TOTAL ‘C’ ITEMS CERTIFIED FORWARD
------------------------------------------------------------------------------
1. GENERAL REVENUE FUND
31.00
52.00
0.00
83.00
2. TRUST FUND
0.00
10.00
0.00
10.00
3. WORKING CAPITAL FUND
0.00
0.00
0.00
0.00
Effective Date
September 1, 2007
Supersedes
2003
Chapter 26
Page 12
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 27 CONTRACT PAYMENT INQUIRY FUNCTION (CT)
The Contract Payment Inquiry Function (CT) consists of a group of Departmental FLAIR
screens that provide agencies with inquiry capabilities on contract numbers, contractor
names, the status of contracts, and associated payments as they exist in the State CFO
(Chief Financial Officer) Contract System. This information is maintained at the OLO
(Operating Level Organization) or agency level.
Access this file by entering “CT” (Contract) in the TYPE field on any FLAIR screen. The State
CFO Contract Payment File Inquiry screen returns (see next pages).
Contract Payment Files
There are three types of inquiries available on the State CFO Contract Payment File Inquiry
screen: Contractor Name listing, Contract Number Listing, and Contract Payment listing.
Each inquiry option has different selection criteria, They are discussed below.
Contractor
Place an “X” in the SEL field on line 11.
Contractor’s Name is required on line 11. It does not have to be an exact match.
Depress the ENTER key. The system retrieves the specified Contractor, or the closest
match, and all subsequent records in alphabetical order.
Contract Number Listing
Place an “X” in the SEL field on line 13.
Contract Number is required on line 13, and only the first character has to be an exact match.
Depress the ENTER key. The system retrieves the specified Contract Number, or the closest
match, and all subsequent records in alpha-numeric order.
Contract Payment screen
Place an “X” in the SEL field on line 18.
Contract Number is required on line 18, and it must be an exact match.
Depress the ENTER key. The system retrieves the Contract Payment Inquiry screen for the
contract number specified.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 27
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
State CFO Contract Payment File 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
CTIR
01/07/2007
12:27:10
STATE CFO CONTRACT PAYMENT FILE INQUIRY
SEL
SELECTION CRITERIA
CONTRACT INFORMATION LISTING BY:
CONTRACTOR NAME:
CONTRACT NUMBER:
CONTRACT PAYMENTS BY:
CONTRACT NUMBER:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Inquiring by Contractor Name
Once the selection criterion has been entered, the Contract Information Inquiry Contractor
Listing screen displays, as seen on the next page. Procedures for using this screen are as
follows:
Contractor Names and their associated Contract Numbers display for viewing on lines 7 - 19.
To page forward, depress the PF8 key. When the last record has been viewed, the message
“END OF SEARCH” returns.
To view the payment screen, enter an “X” in the SEL column field next to the desired
Contractor Name and depress the ENTER key.
The operator may transfer to a different screen or accounting function by using the
appropriate TYPE and SEL fields on line 22.
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 27
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Contract Information Inquiry (by Contractor Name) 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
CTI2
CONTRACT INFORMATION INQUIRY
CONTRACTOR LISTING
SEL
CONTRACTOR
09/02/2007
12:33:12
CONTRACT NO.
BASS & BASS LTD
COMPUTER ASSOCIATES INTL. INC.
EQUIFAX CREDIT INF. SER. INC.
FIRST UNION NATIONAL BANK OF FL
FIRST UNION NATIONAL BANK, NA
FLA ASSOC OF BROADCASTERS, INC
FLA ASSOC. OF BROADCASTERS, INC
FLA COUNTIES FOUNDATION
FLORIDA COUNTIES FOUNDATION
FLORIDA COUNTIES FOUNDATION
IBM
MCFARLAIN & CASSEDY, PA
VERITEC SOLUTIONS, LLC
BB242
CA260
EQ263
FN227
FU268
FA265
FC272
FC264
SC273
SC250
IB259
MC269
VS274
CONTINUING......
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Inquiring by Contract Number
Once the selection criteria has been entered, the Contract Information Inquiry Contract
Number Listing screen displays, as seen on the next page. Procedures for using this screen
follow. Contract Numbers and their associated Contractor Names are displayed for viewing
on lines 7 - 19.
To page forward, depress the PF8 key. When the last record has been viewed, the message
“END OF SEARCH” displays.
To view the payment screen, enter an “X” in the SEL field next to the desired Contract
Number and depress the ENTER key.
To transfer to a different screen or accounting function, the operator may use the appropriate
TYPE and SEL fields on line 22.
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 27
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Contract Information Inquiry (by Contract Number) 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
CTI1
CONTRACT INFORMATION INQUIRY
CONTRACT NUMBER LISTING
SEL
09/02/2007
CONTRACT NO.
CONTRACTOR
CP275
EQ263
FA265
FA266
FA272
FC264
FC273
FN227
FU268
IB259
MC269
SC250
VS274
CHOICE POINT BUSINESS
RISK MGMT ALTERNATIVE SOLUTIONS
FLA ASSOC OF BROADCASTERS, INC
FLORIDA ASSOCIATION OF BROADCAS
FLA ASSOC. OF BROADCASTERS, INC
FLA COUNTIES FOUNDATION
FLORIDA COUNTIES FOUNDATION
FIRST UNION NATIONAL BANK OF FL
FIRST UNION NATIONAL BANK, NA
IBM
MCFARLAIN & CASSEDY, PA
FLORIDA COUNTIES FOUNDATION
VERITEC SOLUTIONS, LLC
11:52:39
CONTINUING......
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Inquiring into Contract Payments
The Contract Payment Inquiry screen, as seen on the next page, is accessible from the State
CFO Contract Payment File Inquiry screen (see page earlier in this chapter). Alternatively,
access to the payment screen is allowed through the Contractor Listing and Contract Number
Listing screens.
Line 5 displays the following fields:
CONTRACT NO.
CONTRACTOR
STATUS
Agency assigned Contract Number
Contractor Name
Contract Status Code
A - Active
C - Cancelled
P - Paid in full
Line 6 displays the following fields:
CONTRACT AMT.
Initial contract amount
OUTSTANDING BALANCE
Unpaid balance of the contract
Specific-limit contracts have an initially agreed upon CONTRACT AMT (see next pages).
Open-ended contracts will have .00 CONTRACT AMT and a negative OUTSTANDING
BALANCE (see next pages).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 27
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The OUTSTANDING BALANCE in determined by subtracting TOTAL PAYMENTS from the
initial CONTRACT AMT.
Lines 9 – 18 display the following fields:
SWDN
TOTAL PMT AMOUNT
AUDIT DT
STATUS
REJECT CD
Statewide Document Number - A statewide sequential
reference number programmatically assigned
Total Payment Amount - Total amount of each payment
Audit Date - Date that the contract voucher was audited
Payment Status Code
A - Added
D - Deleted
M - Manual Payment
R - Rejected
V - Verified
P - Posted
Central Accounting Rejection Code
Line 20 displays the following field on the final data viewing screen available:
TOTAL PAYMENTS
Total Payments - Sum of payments made on this particular
contract
The operator may use the TYPE and SEL fields to transfer to a different screen or accounting
function.
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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 27
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Contract Payment Inquiry Screen (Specific-limit Contract)
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CTI3
CONTRACT PAYMENT INQUIRY
CONTRACT NO: EQ263
CONTRACTOR:
CONTRACT AMT:
100,000.00
SWDN
W2000179540
W2000241661
09/02/2007
12:00:17
EQUIFAX CREDIT INF. SER. INC.
STATUS: A
OUTSTANDING BALANCE:
85,575.65
TOTAL PMT AMOUNT
6,040.64
8,383.71
TOTAL PAYMENTS:
CONTINUING......
AUDIT DT
08/13/07
08/27/07
STATUS
P
P
REJECT CD
14,424.35
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
TOP
FWD
Contract Payment Inquiry Screen (Open-ended Contract)
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CTI3
CONTRACT NO: CP275
CONTRACT AMT:
SWDN
W2000691972
W2000742102
CONTRACT PAYMENT INQUIRY
CONTRACTOR:
.00
CHOICE POINT BUSINESS
OUTSTANDING BALANCE:
TOTAL PMT AMOUNT
5,200.00
360.00
TOTAL PAYMENTS:
CONTINUING......
09/02/2007
AUDIT DT
08/13/07
08/27/07
STATUS
P
P
12:00:17
STATUS: A
5,560.00REJECT CD
5,560.00
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 27
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 28 ELECTRONIC FUNDS TRANSFER (ET)
The Electronic Funds Transfer (ET) is used to access the list of authorized payees. Payees
found on this file receive an EFT payment instead of a warrant. This file is for inquiry only, by
either Vendor-ID or Vendor Name.
To access the EFT Authorization Inquiry Request screen, input “ET” (Electronic Transfer) in
any TYPE field and depress the ENTER key. (See the screen on next pages.)
To select an INQUIRY PAYEE BY ID NUMBER, place an “X” in the field left of that selection
on line 9. Then input the 9-digit PAYEE ID NUMBER in the field to the right on line 9 and
depress ENTER. (See the screen on the next pages.)
To select an INQUIRY BY PAYEE NAME listing, TAB to the field left of that selection on line
12, and input an “X”. Then input the PAYEE NAME in the field to the right on line 12 and
depress ENTER. (See the screen on the next pages.)
The following fields display on line 5 of the second screen (ETI1 or ETI2):
PAYEE ID NUMBER
TAX ID
PAYEE NAME
Vendor Identification Number
Vendor Indicator
F – Federal Employer Identification Number
S – Social Security Number
N – Non-Standard/Foreign Number
Vendor Name
The data appears on line 6 of either screen. The ETI1 screen (top of page 3) shows only the
specific vendor. The ETI2 screen (bottom of page 3) shows a list of 14 vendors beginning
with the closest match in alphabetical order to the PAYEE NAME entered.
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.
PF12- escapes and does not process current screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 28
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
EFT Authorization 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
ETIR
EFT AUTHORIZATION INQUIRY REQUEST
09/02/2007
12:13:38
PAYEE ID NUMBER:
PAYEE NAME:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
EFT Active Authorization Inquiry By Payee Number 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
ETI1
09/02/2007
EFT ACTIVE AUTHORIZATION INQUIRY BY PAYEE NUMBER
PAYEE ID NUMBER
710427007
TAX ID
F
12:16:40
PAYEE NAME
FEDEX
NEXT REQUEST: PAYEE ID NUMBER:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 28
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
EFT Active Authorization Inquiry by Payee Name 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
ETI2
09/02/2007
EFT ACTIVE AUTHORIZATION INQUIRY BY PAYEE NAME
PAYEE ID NUMBER
593144723
650087858
593340725
261274247
650663029
651078286
593145487
593698716
593592885
650845383
582662885
593137341
593514519
591860626
TAX ID
F
F
F
S
F
F
F
F
F
F
F
F
F
F
12:19:28
PAYEE NAME
AAA OF CENTRAL FLORIDA, INC.
AAA-PALM BEACH/TREASURE COAST
AAKHET CENTER FOR HUMAN
ABBOTT, CLIFTON
ABBY CHILD CARE
ABC ACADEMY OF HOLLYWOOD
ABC CHILD CARE
ABC CHILDRENS COUNTRY CLUB
ABC CHRISTIAN PRESCHOOL AND
ABC LEARNING ACADEMY INC
ABC LEARNING CENTER OF JAX INC
ADVANCE MANAGEMENT OF CENTRAL
ADVANCED PEDIATRIC PARTNERS
AGENCY FOR COMMUNITY TREATMENT
CONTINUING ...
NEXT REQUEST: PAYEE NAME:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Florida Fact:
The state gemstone is the
moonstone.
(source: myflorida.com)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 28
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 29 NEW ACCOUNT CODE REQUEST FUNCTION - (NA) AND ACCOUNT
CODE REQUEST FUNCTION - (AA)
Each year Legislative Appropriations are made that require the establishment of new
Account Codes (29-digit FLAIR Account Codes) on the statewide Account Description file.
These Appropriations are first assigned Legislative codes by the Executive Office of the
Governor (EOG), known as LAS/PBS Codes. LAS/PBS is an acronym for Legislative
Appropriations System/Planning, Budgeting System. The LAS/PBS Codes must then be
converted to 29-digit FLAIR Account Codes.
Prior to the implementation of this New Account Function, the new FLAIR Account Codes
were converted from LAS/PBS Codes and established on the Account Description File for
the agencies by the Department of Banking and Finance - now the Department of Financial
Services (as of January, 2003.)
The NA Function gives agencies access to the new Appropriation Codes set up by
LAS/PBS, and the ability to convert these codes to 29-digit FLAIR Account Codes. The NA
Function also allows agencies to add multiple Internal Budget Indicators to a FLAIR Account
Code, as well as to have the capability to add multiple Revenue Categories to a FLAIR
Account Code.
Once the Legislature has adjourned, the Appropriations Bill has been signed, and the
individual Appropriations have been approved by the Governor, the Governor’s Office will
enter the Appropriations into LAS/PBS. When the process is complete, the LAS/PBS
Appropriation Codes are loaded into a special file in FLAIR. Through the NA Function,
agencies access this file to convert the LAS/PBS Codes to 29-digit FLAIR Account Codes.
Security
There are two levels of security that can be given to the agency operator related to the NA
Function. To inquire only into the NA Function, individual operators, through their agency’s
access control file, will be given inquiry (I) capability into the State CFO (Chief Financial
Officer) Functions (SC). If an agency operator wishes to have the ability to add or update
new accounts, that operator must be given update (U) capability to the State CFO Functions
(SC) within FLAIR. Please refer to chapter 3 of this FLAIR Procedures Manual for detailed
information about Access Control and security within FLAIR.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Accessing NA
Once security access has been established, to retrieve the NA function, the operator may
type “NA” in the TYPE field of any FLAIR screen and depress ENTER. The operator may
also access the NA function from the State CFO Central Accounting Mini Menu screen by
typing “SC” in the TYPE field and depressing ENTER. From the State CFO Menu, the
operator may then type “NA” in the TYPE field and depress ENTER. The New Account
Code Inquiry Request screen displays (see next pages). The agency operator will only be
given access to records within his Operating Level Organization (OLO), and within the level
of security set up on his access control file.
Retrieving Data
The operator can choose one of three options from the New Account Inquiry Request
screen. Only one option may be chosen at a time.
LAS/PBS CODE is chosen when the operator wishes to inquire into and/or update the new
appropriations that have been loaded into the system as LAS/PBS Codes.
ACCOUNT CODE is chosen when the agency wishes to inquire into and/or update the list
of newly converted 29-digit FLAIR Account Codes that have been converted from LAS/PBS
Codes.
NEW ACCOUNT CODES PROCESSED is used when the agency has completed the
process of converting the LAS/PBS Codes into 29-digit FLAIR Account Codes and is ready
to have the FLAIR Account Codes audited and processed by the Division of Accounting and
Auditing within the Chief Financial Officer’s office.
The following Program Functions are available on the New Account Code Inquiry Request
screen:
PF3 – processes current screen and returns State CFO menu.
PF4 – processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was
made.
The TYPE and SEL fields on line 22 may be used to retrieve other FLAIR screens by typing
the appropriate codes and depressing the ENTER key.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
LAS/PBS Code
The operator uses the LAS/PBS CODE option to inquire into the newly added
Appropriations and to ultimately convert those Appropriations into 29-digit FLAIR Account
Codes. The operator will choose from among the following methods to retrieve the
LAS/PBS File listing. The information retrieved is determined by the criteria entered.
If other than ‘M’, ‘X’, or Enter is used, return error message: ‘INVALID REQUEST, ‘X’, ‘M’,
OR ENTER IS REQUIRED’
If request is for the ‘LAS/PBS ACCOUNT CODE – INQUIRY’ screen:
The Central Accounting 'NA' function authorization is edited for a ‘U’ and the Departmental
Accounting ‘SC’ function authorization is edited for a ‘U’. If either function is not equal to ‘U’,
an error message '*** SECURITY VIOLATION – NOT AUTHORIZED TO UPDATE ***' will
display.
The operator may initiate a request by inputting a complete or partial LAS/PBS Account
Code as follows and depressing the ENTER Key (Continue):
Input must be in the order of the fields displayed on the screen. If any fields that cannot =
zeros are skipped, display message: ‘‘FIELD NAME’ REQUIRED’:
SF
FID
BE
CAT
YR
- State Fund (1N)
- Fund Identifier (1st 3 digits, 3N)
- Budget Entity (8N)
- Appropriation Category (6N)
- Appropriation Year (2N)
The operator may initiate a request to display all records with L1. To search Org L1, the
operator will place a ‘M’ in ‘SEL’ for the LAS/PBS Account Code Option then depress the
ENTER Key.
Reject all records when L1 is not equal to the search Org L1.
If no records are found the error message: ‘NO RECORDS FOUND’ will display.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
New Account Code 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
NAIR
NEW ACCOUNT CODE INQUIRY REQUEST
_ LAS/PBS CODE
SF
FID
_ ACCOUNT CODE
L1
85
GF
BE
SF
CAT
FID
BE
07/01/2007 08:57:07
YR
IBI
CAT
YR
_ NEW ACCOUNT CODES PROCESSED
SELECT CODES:
M = MULTIPLE INQUIRY – LAS/PBS ONLY
X OR ‘ENTER’ = UPDATE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
LAS/PBS Account Code 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
MESSAGES
NAM1
L1
99
99
99
99
99
99
99
99
99
99
99
99
99
99
99
99
SF
9
9
9
9
9
9
9
9
9
9
9
9
9
9
9
9
LAS/PBS ACCOUNT CODE – INQUIRY
FID
999
999
999
999
999
999
999
999
999
999
999
999
999
999
999
999
BE
99999999
99999999
99999999
99999999
99999999
99999999
99999999
99999999
99999999
99999999
99999999
99999999
99999999
99999999
99999999
99999999
CAT
999999
999999
999999
999999
999999
999999
999999
999999
999999
999999
999999
999999
999999
999999
999999
999999
YR
99
99
99
99
99
99
99
99
99
99
99
99
99
99
99
99
07/01/2007
09:00:56
SHORT DESC
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
TYPE XX SEL X
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-CONT
EXIT MAIN
TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
All data fields display protected, input is allowed only in ‘TYPE’ and ‘SEL’.
The screen will contain the following PF Key processing options:
1. ENTER key will execute the TYPE and SEL fields.
2. PF3 Key (EXIT) will return the ‘NEW ACCOUNT CODE INQUIRY REQUEST’ screen.
3. PF4 Key (MAIN) will return the Departmental ‘Main Menu’ screen.
4. PF6 Key (TOP) will restart the display at the beginning of the search.
5. PF8 Key (FWD) will page forward.
When the last record is displayed on the inquiry session and the PF8 Key is depressed,
Return the following special screen displaying the message: *** END OF SEARCH ***
LAS/PBS Account Code – Inquiry Screen
01
02
NAM1
LAS/PBS ACCOUNT CODE – INQUIRY
07/01/2007
09:01:25
03
04
05
06
07
08
09
10
11
12
END OF SEARCH
13
14
15
16
17
18
19
20
21
22
TYPE XX SEL X
23
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
24
CONT
Effective Date:
September 1, 2007
EXIT
MAIN
TOP
Supersedes:
2003
Chapter 29
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
This special screen will display the same Screen Identifier as the previous screen and
contain the following processing options.
(1) ENTER Key (Continue) will execute the Type and Select fields.
(2) PF3 Key (Exit) will return the ‘Error! Reference source not found.’
(3) PF4 Key (Main) will return the Departmental ‘Main Menu’ screen.
(4) PF6 Key (TOP) will restart the display at the beginning of the search.
LAS/PBS Account Code Update
The operator may initiate a request by typing a complete LAS/PBS Account Code, or part of
a code, and depressing the ENTER key. If the operator chooses to enter only part of the
code, the elements entered must be in the order and an element may not be skipped when
defining the request. The following elements of the LAS/PBS Code may be entered:
SF - State Fund Type (1N)
FID - Fund Identifier (1st 3 digits) (3N)
BE - Budget Entity (8N)
CAT – Appropriation Category (6N)
YR - Appropriation Year (2N)
The operator may view all of the records on the file by placing the cursor next to the
LAS/PBS CODE option and depressing the ENTER key, or by typing an “X” next to
LAS/PBS CODE and depressing the ENTER key.
If there are records available for viewing, a screen like the one on the next page displays.
The records shown are based on the criteria entered when making the request.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
LAS/PBS Account Code 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
NAU1
L1
85
85
85
85
85
85
85
LAS/PBS ACCOUNT CODE - UPDATE
GF
10
20
20
10
10
10
00
SF FID
1 000 000
1 000 001
1 000 001
2 000 000
2 000 001
1 000 001
1 000 001
BE
IBI CAT
YR
85100000 01 000400 00
85100100 01 010000 00
85100100 02 010000 00
85200100 01 030000 00
85200000 02 040000 00
85010100 01 060000 00
85010100 02 060000 00
OLO
85 0000
85 0000
85 0000
85 0000
85 0000
85 0000
85 0000
SITE
00
00
00
00
00
00
00
07/05/2007
14:16:05
PRL
IND SHORT DESC
MISC REC
Y
SALARIES
Y
SALARIES OT
Y
OPS
Y
EXPENSE AWD
OCO
OCO
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
The following fields are protected on the LAS/PBS Account Code Update screen:
L1
- Organization Level One (2N)
SF
- State Fund (1N)
FID
- Fund Identifier (1st 3 digits, 3N)
BE
- Budget Entity (8N)
CAT
- Appropriation Category (6N)
YR
- Appropriation Year (2N)
SHORT DESC - Short Description (10A/N)
The following fields are required input on the LAS/PBS Account Code Update screen:
GF
FID
IBI
OLO
SITE
- GAAFR Fund (2N)
- Fund Identifier (digits 4-6, 3N)
- Internal Budget Indicator (2N)
- Operating Level Organization (6N)
- Site (2A/N)
All of the codes entered are checked against the FLAIR title files to ensure that they are
valid codes.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The following code is optional input:
PRL IND - Payroll Indicator, 1A; defaults to blank unless the account is a payroll
category. “Y” is the only other valid value
Note on Payroll Indicator: If the Category is 010000, 030000 or 103290, the PRL IND field
value may not be updated and is protected with a value of ‘Y’. In non-payroll categories the
agency operator will enter a value of “Y” in the PRL IND field only if the account in question
will be paying for employee award expenses.
The operator will depress the ENTER key to process the request once all appropriate codes
have been typed into the required fields.
The following program functions are available on the LAS/PBS Account Code Update
screen:
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12– escapes and does not process current screen.
New Account Code
The New Account Code Inquiry screen is accessed by an agency operator when he or she
wishes to view the 29-digit FLAIR Account Codes that have been converted from LAS/PBS
Codes and/or when the operator wishes to update a code, add one or more Internal Budget
Indicators to a code, or add one or more Revenue Categories to a FLAIR Account Code.
The New Account Code Inquiry screen is accessed from the New Account Code Inquiry
Request screen. The following methods may be used to retrieve records.
The operator may initiate a request by entering a complete 29-digit FLAIR Account Code or
by entering a portion of a 29-digit FLAIR Account Code and depressing the ENTER key. If
the operator chooses to enter only part of the code, the elements entered must be in the
order shown below and an element may not be skipped when defining the request. The
following are the elements of the 29-digit FLAIR Account Code that may be entered:
GF - GAAFR Fund (2N)
SF - State Fund Type (1N)
FID - Fund Identifier (6N)
BE - Budget Entity (8N)
IBI - Internal Budget Indicator (2N)
CAT - Category (6N)
YR - Year (2N)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
New Account Code Inquiry
To view all records within the operator’s security clearance, he must place the cursor next to
ACCOUNT CODE on the New Account Code Inquiry Request screen and depress the
ENTER key, or type an “M” or “X” next to ACCOUNT CODE and depress the ENTER key.
When there are account records available for viewing, a screen like the one below dispalys.
The records displayed will be based on the criteria entered on the New Account Code
Inquiry Request screen.
New Account Code 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
NAI3
UPD –ADDIBI REV
__ __ __
__ __ __
__ __ __
__ __ __
__ __ __
__ __ __
NEW ACCOUNT CODE - INQUIRY
L1 GF SF FID
BE
85
85
85
85
85
85
85100100
85100100
85100300
85100300
85100400
85200100
10
10
10
10
10
10
1
1
1
1
1
1
000001
000001
000001
000001
000001
000001
IBI CAT
01
02
01
02
01
00
010000
010000
060000
060000
000400
030000
07/05/2007
SITE PRL
IND
850000
Y
850000
Y
850000
850000
850000
850000
Y
11:48:18
YR OLO
SHORT DESC
00
00
00
00
00
00
SALARIES
SALARIES OT
OCO
OCO
MISC REC
OPS
CONTINUING...
NEXT ACCOUNT CODE:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
The operator may access one of the following update screens by typing “X” in the field
under the item desired, or by placing the cursor in the field under the desired item, on the
New Account Code Inquiry Request screen and depressing the ENTER key:
UPD – Update this account code.
ADD IBI – Add one or many Internal Budget Indicators to this account code.
ADD REV – Add one or many Revenue Categories to this account code.
If the operator does not wish to update the accounts on this screen, but wants only to view
the next page of records, or if the operator has inquiry only capability into the NA Function
and wants to view the next page of records, he must depress the PF8 key to page forward
to the next screen. Since the screen is cursor sensitive, if the operator (with update
capabilities) depresses ENTER on this screen the system assumes the operator wishes to
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
update an account. For the operator with inquiry only capabilities, depressing the ENTER
key on this screen, causes an error message to appear.
The following Program Functions are available on the New Account Code Inquiry Screen:
PF3 – processes current screen and returns New Account Code Inquiry Request screen.
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.
New Account Code Update
The New Account Code Update screen is accessed by the agency operator in order to
update elements of a new 29-digit FLAIR Account Code, when necessary, before the new
accounts are audited and approved by the State CFO. (Before the agency chooses the
NEW ACCOUNT CODES PROCESSED option.)
The operator accesses the New Account Code Update screen from the New Account Code
Inquiry screen by typing an “X” below UPD next to the desired account code, or by placing
the cursor in the field under UPD next to the desired account code, and depressing the
ENTER key. A screen like the one on the next page returns.
Only one account code at a time is displayed on the New Account Code Update screen.
The following fields are updateable on this screen:
GF
FID
IBI
OLO
SITE
PRL IND
- GAAFR Fund (2N)
- Fund Identifier (last 3 digits only, 3N)
- Internal Budget Indicator (2N)
- Operating Level Organization (last 4 digits only, 4N)
- Site (2A/N)
- Payroll Indicator, 1A/N; This field is only updateable if the CAT
(category) is a non-payroll category (see Note on Payroll Indicator
earlier in this chapter). Valid values for this field are ‘Y’ or blank only.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
New Account Code 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
NAU3
L1 GF SF FID
NEW ACCOUNT CODE - UPDATE
BE
IBI CAT
85 10 1 000 001 85010100 00
SHORT DESCRIPTION
MISC REC
YR
000400 00
OLO
07/05/2007
SITE
11:57:23
PYRL
IND
85 0000
DESCRIPTION LINE 2
MISCELLANEOUS RECEIPTS
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
Once the operator has updated the desired fields, the ENTER key is depressed to process
the change. All fields will be edited against the appropriate title files to ensure that the field
values are valid. The 29-digit Code will also be edited to ensure that it is not a duplicate. If
the updated Account Code passes all edits, the change will be accepted and the Account
Code Inquiry screen will be returned.
The following Program Functions are available on the New Account Code Update screen:
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12 – escapes and does not process current screen.
New IBI Account Code
The operator accesses the New IBI Account Code Add screen when the agency has at least
one additional IBI or many IBI’s to be added to a new account code. The New IBI Account
Code Add screen provides the opportunity to add up to 20 IBI’s to an existing new account
code, thus creating new Account Codes with all elements the same, except the IBI field.
The New IBI Account Add screen is accessed from the New Account Inquiry screen see
previous pages) by typing an “X” under IBI next to the desired account code or by placing
the cursor in the field under IBI next to the desired account code and depressing the
ENTER key. A screen like the one on the next page displays.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 11
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
New IBI Account Code 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
NAA3
NEW IBI ACCOUNT CODE - ADD
L1 GF SF FID
85 10
BE
IBI CAT
1 000001 85010200 00
YR
010000 00
OLO
850000
SITE
07/05/2007
13:08:03
PYRL
IND
SHORT DESC
Y
SALARIES
ADD MULTIPLE IBI’S:
------------------------------------------------------------------------| 1.
2.
3.
4.
5.
|
| 6.
7.
8.
9.
10.
|
| 11.
12.
13.
14.
15.
|
| 16.
17.
18.
19.
20.
|
-------------------------------------------------------------------------
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
The fields displayed on the New IBI Account Code Add screen are:
L1 GF SF FID BE IBI CATG YR
OLO
SITE
PYRL IND
SHORT DESC
ADD MULTIPLE IBI
29-digit FLAIR Account Code
Operating Level Organization
Site
Payroll Indicator
Short Description
Box of fields to input the new Internal
Budget Indictors
All fields on this screen are protected and cannot be updated except the fields within the
‘Add Multiple IBI’ box. Up to 20 IBI’s may be added at a time on this screen. Input of at
least one IBI is required (2N). Once the operator has typed at least one IBI in the space
provided, the ENTER key is depressed to process the request.
The Internal Budget Indicator, in conjunction with the Budget Entity, displayed on the screen
will be edited against the title file to ensure that it is a valid BE/IBI combination. The system
will also check the appropriate files to ensure that the new account is not a duplicate.
After successfully adding one IBI or many IBI’s, a new 29-digit FLAIR Account Code will be
created for each IBI added. The operator is then returned to the New Account Code Inquiry
Request screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 12
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The following program functions are available on the New IBI Account Code Add screen.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12 – escapes and does not process current screen.
New Revenue Account Code Add
The operator accesses the New Revenue Account Code Add screen when the agency has
at least one additional Revenue Category or many Revenue Categories to be added to an
existing account code. It provides the opportunity to add up to 20 Revenue Categories to
an existing new account code, thus creating new account codes with all elements the same
except the category field.
One accesses the New Revenue Account Add screen from the New Account Inquiry screen
by typing an “X” under REV next to the desired account code or by placing the cursor in the
field under REV next to the desired account code and depressing the ENTER key. A
screen like the one below displays.
New Revenue Account Code 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
NAA4
NEW REVENUE ACCOUNT CODE - ADD
L1 GF SF FID
85 10
BE
IBI CAT YR
1 000001 85010100 00
00
00
OLO
07/05/2007
13:17:20
SITE
850000
ADD MULTIPLE REVENUE CATEGORIES (LAST 4 BYTES OF CATEGORY):
------------------------------------------------------------------------| 1.
2.
3.
4.
5.
|
| 6.
7.
8.
9.
10.
|
| 11.
12.
13.
14.
15.
|
| 16.
17.
18.
19.
20.
|
-------------------------------------------------------------------------
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
The fields displayed on the New Revenue Account Code Add screen are:
FLAIR Account Code – 25 digits of 29 displayed [GF, SF, FID, BE, IBI, CAT (1st 2
digits as 00), YR]
OLO – Operating Level Organization
Site - Site
Add Multiple Revenue Category (Last 4 Bytes of Category)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 13
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
All fields on this screen are protected and cannot be updated except the fields within the
ADD MULTIPLE REVENUE CATEGORIES box. Up to 20 Revenue Categories may be
added at a time on this screen. Input of at least one is required (4N). Once the operator
has typed at least one category in the space provided, he depresses the ENTER key to
process the request. Any Revenue Categories entered will be edited against the Title File
to ensure that they a valid. The system will also check the appropriate files to ensure that
the resulting new account is not a duplicate.
The operator is returns to the New Account Code Inquiry Request screen after successfully
adding one Revenue Category, or many Revenue Categories. A new 29-digit FLAIR
Account Code is created for each Category added.
The following Program Functions are available on the New Revenue Account Code Add
screen:
PF5 - refreshes screen and displays screen as it appeared before any input was made.
PF12 – escapes and does not process current screen.
New Account Code Confirmation
The new 29-digit FLAIR Account Codes must be reviewed and approved by the Division of
Accounting and Auditing at the Department of Financial Services before they are
established on the Account Description File for use in the new fiscal year. The agency
notifies the Division of Accounting and Auditing that it has completed the process of adding
its new accounts by accessing the New Account Code Confirmation screen.
An operator accesses the New Account Code Confirmation screen when the agency has
completed both the process of converting the new appropriation accounts from LAS/PBS
codes to 29-digit FLAIR Account Codes and the process of adding any additional Internal
Budget Indicators or Revenue Categories to its new account codes.
On The New Account Code Inquiry Request screen the operator initiates the request by
typing an “X” next to NEW ACCOUNT CODES PROCESSED and depressing the ENTER
key, or by placing the cursor in the field next to NEW ACCOUNT CODES PROCESSED
and depressing the ENTER key. A screen like the one on the next page returns.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 14
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
New Account Code Confirmation 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
NAU4
NEW ACCOUNT CODE CONFIRMATION
07/05/2007
13:32:30
PLEASE ENTER 'X' TO CONFIRM THAT
THIS AGENCY HAS UPDATED THE NEW ACCOUNT CODE (S)
_
DIVISION OF ACCOUNTING & AUDITING WILL BE NOTIFIED THAT
THIS AGENCY HAS UPDATED THE NEW ACCOUNT CODE (S)
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
CAN
To confirm that the new account codes are ready for review, the agency operator will type
an “X” in the space provided on the New Account Code Confirmation screen and depress
the ENTER key. The Division of Accounting and Auditing at the Department of Banking and
Finance will be electronically notified of the confirmation that night.
The following Program Function is available on the New Account Code Confirmation
screen:
PF12 – escapes and does not process current screen.
Once the confirmation has been successfully completed by the agency operator, the New
Account Code Inquiry Request screen displays.
After the Division of Accounting and Auditing reviews and approves the new 29-digit FLAIR
Account Codes, these codes are added to the FLAIR Account Description (AD) File.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 15
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Account Code Request Function (AA)
Introduction
The Departmental FLAIR AA function allows agency users to:
a. Add new Chief Financial Officer disbursement and receipt accounts for
existing cash control accounts (L1, GF, SF and FID). (New cash control
accounts will still be created by the State Accounts Section of the Bureau of
Accounting and Auditing.)
b. Update the status of Chief Financial Officer disbursement and receipt
accounts from Active to Inactive or from Inactive to Active.
c. Maintain ‘AGENCY ONLY’ accounts (different from the Local Funds).
Access is limited by the user’s security Organization Level 1 Code.
Agencies will continue to maintain local funds and account groups (State Fund = 8 and 9)
through the Departmental AD function.
New Accounts will be added to the Temporary Account Description file via the ‘AA’ function
and will then be verified and approved by a user with approval authority.
A nightly process will delete approved accounts from the Temporary Account Description
File and store them on the permanent Account Description File and the Master Balance
File. Two reports will also be created (Agency Add Account Code Error Report and Agency
Add Account Code Pending Approval Report) for distribution to agencies and the Bureau of
Accounting.
The approved account codes added to the permanent Account Description and Master
Balance files will be included on the nightly report Account Description File Update Listing
for Bureau of Accounting.
The NA and AA functions will not be available to the users simultaneously. The AA function
will be available during the majority of the year. The NA Function will be used to create and
load new accounts for the General Appropriations Act and for other batch loads required for
reorganizations and other account code conversion activities.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 16
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Account Code Request Screen
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
AAMU
ACCOUNT CODE REQUEST
09/01/2007 HH:MM:SS
SEL
NEW ACCOUNT CODE
NEW ACCOUNT CODE AGENCY ONLY
ACCOUNT DESCRIPTION
ACCOUNT DESCRIPTION AGENCY ONLY
L1 GF SF FID
99 XX X XXXXXX
OPTIONS
A, I, X
A, I, X
I
I
BE
IBI CAT
YR
XXXXXXXX XX XXXXXX XX
SELECT CODES
A = ADD
I = INQUIRY
X = APPROVAL
TYPE XX SEL X
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-CONT
EXIT MAIN RFRSH
The ‘ACCOUNT CODE REQUEST’ screen is accessed by entering in the Type Field 'AA'
from the Main Menu or any other FLAIR screen. This screen may only be accessed if the
user has inquiry or update capability to the SC-State CFO Files functions and inquiry or
update capability to at least one of the following functions: A1—Account Code Add, A2—
Account Code Aprv and A3—Acct Description
The ‘ACCOUNT CODE REQUEST’ screen will display per the above screen layout and the
following instructions:
Security Org Level 1 (1-2) will be displayed protected.
The following PF key processing options are available:
a. ENTER key (continue) will process the TYPE and SELECT fields unless blank, then
will process the request data.
b. PF3 key (exit) will return the ‘State Comptroller’s Central Accounting Mini Menu’
screen.
c. PF4 key (main) will return the Departmental Main Menu Screen.
d. PF5 key (refresh) will return screen as it appeared before input.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 17
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
From the ‘ACCOUNT CODE REQUEST’ screen, the operator can access one of following
screens:
1. NEW ACCOUNT CODE or NEW ACCOUNT CODE AGENCY ONLY:
a. ‘ADD’ to access the ‘NEW ACCOUNT CODE ADD’ screen.
b. ‘INQUIRY’ to access the ‘NEW ACCOUNT CODE MULTIPLE INQUIRY’ screen.
c. ‘APPROVAL’ to access the ‘NEW ACCOUNT CODE MULTIPLE APPROVAL
INQUIRY’ screen.
2. ‘ACCOUNT DESCRIPTION MULTIPLE INQUIRY’ or ‘ACCOUNT DESCRIPTION
AGENCY ONLY MULTIPLE INQUIRY’ screen.
Edits on the ACCOUNT CODE REQUEST screen are as follows:
NEW ACCOUNT CODE, NEW ACCOUNT CODE AGENCY ONLY, ACCOUNT
DESCRIPTION or ACCOUNT DESCRIPTION AGENCY ONLY may be selected:
a. If no selection is made, return error message: ‘AT LEAST ONE SELECTION IS
REQUIRED’
b. If more than one selection is made, return error message: ‘ONLY ONE
SELECTION ALLOWED’
NEW ACCOUNT CODE and NEW ACCOUNT CODE AGENCY ONLY may be selected by
input of an ‘A’, ‘I’ or ‘X’. If other than ‘A’, ‘I’ or ‘X’ is input, return error message: ‘INVALID
REQUEST – ‘A’ or ‘I’ or ‘X’ IS REQUIRED’.
ACCOUNT DESCRIPTION and ACCOUNT DESCRIPTION AGENCY ONLY may be
selected by input of an ‘I’. If other than ‘I’ is input, return error message: ‘INVALID
REQUEST ONLY ‘I’ IS ALLOWED’.
Security for the AA Functionaily
The system will verify that the user has the necessary security clearance for the screen
requested.
1. If request is for the ‘NEW ACCOUNT CODE ADD’ or ‘NEW ACCOUNT CODE AGENCY
ONLY ADD’ screen, user must have Update capability for at least one of the Central
Accounting Functions:
A1- ACCOUNT CODE ADD or
A2--ACCOUNT CODE APRV.
2. If request is for ‘NEW ACCOUNT CODE MULTIPLE INQUIRY’ or ‘NEW ACCOUNT
CODE AGENCY ONLY MULTIPLE INQUIRY’ screen, the user must have Update or Inquiry
capability for at least one of the Central Accounting Functions:
A1--ACCOUNT CODE ADD or
A2--ACCOUNT CODE APRV.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 18
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
3. If request is for ‘NEW ACCOUNT CODE MULTIPLE APPROVAL’ or ‘NEW ACCOUNT
CODE AGENCY ONLY MULTIPLE APPROVAL’ screen, the user must have Update or
Inquiry capability for the Central Accounting Function:
A2--ACCOUNT CODE APRV.
4. If the Request is for the ‘ACCOUNT DESCRIPTION MULTIPLE INQUIRY’ or ‘ACCOUNT
DESCRIPTION AGENCY ONLY MULTIPLE INQUIRY’ screen, the user must have Update
or Inquiry capability for the Central Accounting Function
A3--ACCT DESCRIPTION.
5. If edit fails, return the error message - '***SECURITY VIOLATION – NOT
AUTHORIZED***'.
If request is for an inquiry or approval screen the operator may limit the search range by
entering a complete or partial Account Code and depressing the ENTER Key (Continue).
Input must be in the order of the fields displayed on the screen. If any fields are skipped, the
message: ‘FIELD NAME’ REQUIRED will display.
If the Request is for the ‘ACCOUNT DESCRIPTION MULTIPLE INQUIRY’screen:
1. If no records are found on the Account Description File within the search range, display
message: 'RECORD NOT FOUND'.
2. If acceptable records are found return the ‘ACCOUNT DESCRIPTION MULTIPLE
INQUIRY’ screen.
New Account Code Add Screen
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
AAA1
NEW ACCOUNT CODE ADD
OLO
999999
L1
99
GF
XX
SF
X
09/01/2007
FID
XXXXXX
BE
XXXXXXXX
HH:MM:SS
IBI CAT
YR
XX XXXXXX XX
SITE
XX
AGENCY ONLY:
Y
TYPE XX SEL X
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-CONT
RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 19
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The ‘NEW ACCOUNT CODE ADD’ screen is accessed through the ‘ACCOUNT CODE
REQUEST’ screen, provided the user has the necessary security clearance, by inputting ‘A’
in the SEL column.
2. The following PF key processing options will be available:
a. ENTER key (continue) will process the add data.
b. PF5 key (refresh) will return the screen as it appeared before input.
c. PF12 key (cancel) will cease processing and return a special message
screen with the message: ‘*** LAST SCREEN NOT PROCESSED, DEPRESS
ENTERTO CONTINUE ***’.
3. The following fields are displayed protected: OLO, L1 and AGENCY ONLY.
The following edits apply:
1. If SF equals 8 or 9, display message: 'LOCAL FUNDS MUST BE ADDED
THROUGH THE AD FUNCTION'.
2. SF must = 1, 2, 3, 4 or 5. If not, display message: ‘SF MUST EQUAL 1, 2, 3, 4, OR
5’.
3. If category starts with ‘00’ (revenue), YR (Year) must equal 00. If not, display
message: ‘YR MUST EQUAL 00 WITH REVENUE CATEGORY’.
Cash accounts are maintained by State Accounts only. If Account Code (12-29 - BE, IBI,
CAT, YR) equals zeros, display message: ‘INVALID – CANNOT ADD CASH ACCOUNT’.
The following fields are required input: GF, SF, FID, BE, IBI, CAT, YR and SITE. If any
fields are skipped, display message: ‘‘FIELD NAME’ REQUIRED’.
Account Codes must be numeric. If GF, FID, BE, IBI, CAT or YR is not numeric, display
message: ‘ACCOUNT CODE MUST BE NUMERIC’.
GF, SF, FID, BE, IBI, CAT and SITE are all edited against the FLAIR title file. If the field is
not valid, display message: 'XXXXX NOT ON TITLE FILE', where XXXXX = field name.
If the account is already on the Temporary Account Description File, display message:
‘DUPLICATE RECORD ON NEW ACCOUNT CODE FILE IN STATUS ‘X’’
If the account is already on the Permanent Account Description File, display message:
‘DUPLICATE RECORD ON ACCOUNT DESCRIPTION FILE IN STATUS ‘X’’
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 20
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
If all edits pass, the new account code will be stored on the temporary Account Description
File with a status of Pending (P).
Note:
1. If the Category = 010000, 030000, 102331, 103290 or 314400, the Payroll Indicator
will be set to: ‘Y’. If payroll disbursements are required from accounts with other
categories, agencies are still required to request authorization for those accounts
from the Bureau of State Payrolls.
2. If Category = 05XXXX, 060000, 070000, 09XXXX, 120000, 160000, 170000,
18XXXX, 190000, 22XXXX (except 220030), 30XXXX, 31XXXX (except 314400) or
49XXXX, the Payroll indicator will be set to ‘N’.
3. If Category is not = to the above, the Payroll Indicator will be set to ‘blank’.
New Account Code Multiple Inquiry Screen
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
AAM1
NEW ACCOUNT CODE MULTIPLE INQUIRY
INQ
L1
99
99
99
99
99
99
99
99
99
99
99
99
99
GF
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
SF
X
X
X
X
X
X
X
X
X
X
X
X
X
FID
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
BE
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
09/01/2007 H:MM:SS
IBI
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
CATEGORY
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
AGCY
YR PYRL SITE ST ONLY
XX X
XX
X
XX X
XX
X
XX X
XX
X
XX X
XX
X
XX X
XX
X
XX X
XX
X
XX X
XX
X
XX X
XX
X
XX X
XX
X
XX X
XX
X
XX X
XX
X
XX X
XX
X
XX X
XX
X
L1 GF SF FID
BE
IBI CAT
YR AGCY ONLY
TYPE XX SEL
X
NEXT:
99 XX X
XXXXXX XXXXXXXX XX XXXXXX XX
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11-PF12-CONT
EXIT MAIN RFRSH TOP
FWD
This screen is accessed through the ‘ACCOUNT CODE REQUEST’ screen provided the user
has the necessary security clearance.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 21
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The following PF key processing options will be available:
a. ENTER key (continue) will process the TYPE and SELECT
b. fields unless blank, and then will process the NEXT line unless blank, and then will
process the request data.
c. PF3 key (exit) will return the ‘ACCOUNT CODE REQUEST’ screen.
d. PF4 key (main) will return the Departmental Main Menu Screen.
e. PF5 key (refresh) will return screen as it appeared before input.
f. PF6 Key (Top) will start the display at the beginning of the search.
g. PF8 Key (Forward) will page forward. After the last record is displayed, return a
special ‘END OF SEARCH’ screen..
The following fields will be displayed protected: L1, GF, SF, FID, BE, IBI, CATEGORY, YR,
PYRL, SITE, ST (P = Pending, A = Approved) and AGCY ONLY.
From the NEW ACCOUNT CODE MULTIPLE INQUIRY screen, the operator can do the
following:
a. Access the NEW ACCOUNT CODE DETAIL INQUIRY screen by entering ‘X’
in the INQ column.
b. Request a new search by inputting a full or partial Account Code in the next
request line.
c. If the ENTER Key (continue) is depressed and Next and Type and Select are
blank:
New Account Code Detail Inquiry Screen
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
AAI1
NEW ACCOUNT CODE DETAIL INQUIRY
OLO
999999
L1
99
SITE
XX
GF
XX
SF
X
FID
XXXXXX
PAYROLL IND
X
09/01/2007
BE
XXXXXXXX
STATUS
X
HH:MM:SS
IBI CAT
YR
XX XXXXXX XX
AGENCY ONLY
X
DESCRIPTION 1:
XXXXXXXXXXXXXXXXXXXXXXXXXXX
DESCRIPTION 2:
XXXXXXXXXXXXXXXXXXXXXXXXXXX
SHORT DESCRIPTION: XXXXXXXXXXXXXXX
L1 GF SF FID
BE
IBI CAT
YR AGCY ONLY
TYPE
XX SEL X
NEXT: 99 XX X
XXXXXX XXXXXXXX XX XXXXXX XX
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10-PF11--PF12-CONT
EXIT MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 22
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The screen is accessed through the ‘NEW ACCOUNT CODE MULTIPLE INQUIRY’ or
‘NEW ACCOUNT CODE MULTIPLE APPROVAL INQUIRY’ screen.
The following PF key processing options will be available.
a. ENTER key (continue) will process the TYPE and SELECT fields unless blank, and
then will process the NEXT line.
b. PF3 key (EXIT) will return the previous screen (‘NEW ACCOUNT CODE MULTIPLE
INQUIRY’ or ‘NEW ACCOUNT CODE MULTIPLE APPROVAL INQUIRY’) starting
with the record from the NEW ACCOUNT CODE DETAIL INQUIRY.
c. PF4 key (main) will return the Departmental Main Menu Screen.
d. PF5 key (refresh) will return screen as it appeared before input.
The following data will be displayed protected: OLO, Account Code, Reporting Site, Payroll
Indicator, Status (P (Pending) or A (Approved)), Agency Only (Blank or Y), Description Line 1,
Description Line 2 and Short Description.
‘NEXT’ line may be used to request a new search. The Request may be for a full or partial
Account Code in the order that the elements appear in the Account Code.
The previous screen (‘NEW ACCOUNT CODE MULTIPLE INQUIRY’ or ‘NEW ACCOUNT
CODE MULTIPLE APPROVAL INQUIRY’) will be displayed starting with the new request.
The operator can update the displayed record by inputting ‘U’ in the SEL field. If TYPE is blank
and SEL is ‘U’, the following Security edits are performed:
a. If Account Code Status equals ‘P’ (Pending), the user must have Update
capability for at least one of the Central Accounting Functions:
A1—Account Code Add or
A2—Account Code Aprv.
If not, return the error message: '***SECURITY VIOLATION – NOT AUTHORIZED***'.
b. If Account Code Status equals ‘A’ (Approved), the user must have Update
capability for the Central Accounting Function
A2—Account Code Aprv.
If not, return the error message - '***SECURITY VIOLATION – NOT AUTHORIZED***'.
c. If the Security edits are valid, fetch the NEW ACCOUNT CODE DETAIL
UPDATE screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 23
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
New Account Code Detail Update Screen
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
AAU1
NEW ACCOUNT CODE DETAIL UPDATE
OLO
999999
L1
99
SITE
XX
GF
XX
SF
X
FID
XXXXXX
PAYROLL IND
X
09/01/2007
BE
XXXXXXXX
STATUS
X
HH:MM:SS
IBI CAT
YR
XX XXXXXX XX
AGENCY ONLY
X
DESCRIPTION 1:
XXXXXXXXXXXXXXXXXXXXXXXXXXX
DESCRIPTION 2:
XXXXXXXXXXXXXXXXXXXXXXXXXXX
SHORT DESCRIPTION: XXXXXXXXXXXXXXX
STATUS: P = PENDING APPROVAL
A = APPROVED
D = DELETED (RECORD WILL BE DELETED IMMEDIATELY)
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
The screen is accessed through the ‘NEW ACCOUNT CODE DETAIL INQUIRY’ screen
provided the user has the necessary security clearance.
The following PF key processing options will be available:
a. ENTER key (continue) will execute the update.
b. PF5 key (refresh) will return screen as it appeared before input
c. PF12 key (cancel) will cease processing and return a special screen with the
following message: ‘*** LAST SCREEN NOT PROCESSED, DEPRESS ENTER TO
CONTINUE ***’.
The following fields are displayed protected: OLO, L1, PAYROLL IND, DESCRIPTION
LINE1, DESCRIPTION LINE 2 and SHORT DESCRIPTION.
The following fields are displayed unprotected: GF, SF, FID, BE, IBI, CATEGORY, YR,
SITE, STATUS and AGENCY ONLY.
If status is changed to ‘D’ (Deleted) do the following:
1. Physically delete the record from the Temporary file.
2. Do not apply any edits.
3. Return a special screen with the following message: ‘*** RECORD HAS BEEN
DELETED, DEPRESS ENTER TO CONTINUE ***’. From this special screen ENTER
key (continue) will return to the ‘ACCOUNT CODE REQUEST’ screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 24
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The following edits apply:
a. If ‘SF’ Equals ‘8’ or ‘9’, display message: 'LOCAL FUNDS MUST BE
MODIFIED THROUGH THE AD FUNCTION'.
b. ‘SF’ must = 1, 2, 3, 4 or 5. If not, display message ‘SF MUST EQUAL 1, 2, 3,
4, OR 5’.
c. If Category starts with ‘00’ (revenue), YR (Year) must equal 00. If not, display
message: ‘YR MUST EQUAL 00 WITH REVENUE CATEGORY’.
d. Cash Accounts are maintained by State Accounts. If Account Code (12-29 –
BE, IBI, CAT and YR) = zeros, return message: ‘INVALID CANNOT ADD
CASH ACCOUNT’.
e. Input for account code must be in the order of the fields displayed on the
screen. If any fields are skipped, display message: ‘‘FIELD NAME’
REQUIRED’.
f. Account Code must be numeric. If GF, FID, BE, IBI, CAT or YR is not numeric,
display message: ‘ACCOUNT CODE MUST BE NUMERIC’.
g. Status may be changed from P to D, A to P or A to D. If any other change is
entered, display message: ‘INVALID STATUS CHANGE’.
h. AGCY-USE-IND must = ‘Y’ or blank. If any other value entered, display
message ‘AGENCY ONLY MUST EQUAL ‘Y’ OR BLANK’.
i. If changed, validate the following fields against the FLAIR Title File: GF, SF,
FID, BE, IBI, CATEGORY and SITE. If the field is not valid, display message:
'XXXXX NOT ON TITLE FILE', where XXXX = field name.
j. If the account code changed and it is already on the Temporary Account
Description File, display message: ‘DUPLICATE RECORD ON NEW
ACCOUNT CODE FILE IN STATUS ‘X’’.
k. If the account code changed and it is already on the Permanent Account
Description File, display message: ‘DUPLICATE RECORD ON ACCOUNT
DESCRIPTION FILE IN STATUS ‘X’’.
If all edits pass and the record was changed, update the record on the Temporary Account
Description File with the new fields and:
a. Set Description Line 1 = the FID Long Title from the FLAIR Title File.
b. Set Description Line 2 = the Category Long Title from the FLAIR Title File.
c. Set Short Description = the Category Short Title from the FLAIR Title File.
Set the Payroll Indicator to default value as follows:
Payroll Indicator is only allowed on Chief Financial Officer Disbursement/Budgetary
accounts. If Agency Only = Y, set Payroll Indicator to blank.
1. If Category = 010000, 030000, 102331, 103290 or 314400, set Payroll Indicator
= ‘Y’. If payroll disbursements are required from accounts with other categories,
agencies are still required to request authorization for those accounts from the
Bureau of State Payrolls.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 25
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
2. If Category = 05XXXX, 060000, 070000, 09XXXX, 120000, 160000, 170000,
18XXXX, 190000, 22XXXX (except 220030), 30XXXX, 31XXXX (except
314400) or 49XXXX, set Payroll Indicator = ‘N’.
3. If Category is not = to the above then set Payroll Indicator to ‘blank’.
New Account Code Multiple Approval Inquiry Screen
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
AAM2
NEW ACCOUNT CODE MULTIPLE APPROVAL INQUIRY
INQUIRY =
APPROVAL =
SEL
L1
99
99
99
99
99
99
99
99
99
99
99
99
I
A
GF
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
SF
X
X
X
X
X
X
X
X
X
X
X
X
FID
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
BE
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
IBI
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
CATEGORY
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
09/01/2007
YR
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
PYRL
X
X
X
X
X
X
X
X
X
X
X
X
SITE
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
HH:MM:SS
AGCY
ST ONLY
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
L1 GF SF FID
BE
IBI CAT
YR AGCY ONLY
TYPE XX SEL X
NEXT: 99 XX X
XXXXXX XXXXXXXX
XX XXXXXX XX
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-CONT
EXIT MAIN RFRSH TOP
FWD
This screen is accessed through the ACCOUNT CODE REQUEST screen provided the
user has the necessary security clearance.
The following fields will be displayed protected: Account Code, PYRL, SITE, ST (Status)
and AGCY ONLY.
The following PF key processing options will be available:
a. ENTER key (continue) will process the TYPE and SELECT
b. fields unless blank, and then will process the NEXT line unless blank, and then will
process the request data.
c. PF3 key (exit) will return the ‘ACCOUNT CODE REQUEST’ screen.
d. PF4 key (main) will return the Departmental Main Menu Screen.
e. PF5 key (refresh) will return screen as it appeared before input.
f. PF6 Key (Top) will start the display at the beginning of the search.
g. PF8 Key (Forward) will page forward. After the last record is displayed, return a
special screen with the following message: ‘END OF SEARCH’.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 26
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The ‘NEXT’ line may be used to request a new search. The Request may be for a full or
partial Account Code in the order that the elements appear in the Account Code. The same
edits apply to the NEXT request as to requests input through the ACCOUNT CODE
REQUEST screen.
IF ‘I’ is input, display the selected record on the NEW ACCOUNT CODE DETAIL INQUIRY
screen.
If one or more records are selected for Approval:
1. The user must have update capability for the Central Accounting Function A2—
ACCOUNT CODE APRV. If not, return message: '***SECURITY VIOLATION – NOT
AUTHORIZED***'.
2. If any selected record has been updated by another, do not allow update and return
the following message: 'RECORD HAS BEEN UPDATED BY ANOTHER, DEPRESS
PF12 TO CANCEL UPDATE'. The operator will then be required to use the PF12
Key (Cancel) to cancel the request and return a special screen with the message: ‘***
LAST SCREEN NOT PROCESSED, DEPRESS ENTER TO CONTINUE ***’.
3. If no selected record has been updated by another, then update the Status of the
selected records to ‘A’ (Approved) on the Temporary Account Description File
(CADF01).
Once records are updated, return the next available page of records.
Account Description Multiple Inquiry Screen
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
AAM3
09/01/2007
HH:MM:SS
ACCOUNT DESCRIPTION MULTIPLE INQUIRY
UPD
L1
99
99
99
99
99
99
99
99
99
99
99
99
99
GF
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
SF
X
X
X
X
X
X
X
X
X
X
X
X
X
FID
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
BE
BEXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
XXXXXXXX
IBI
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
CATEGORY
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
YR
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
PYRL
X
X
X
X
X
X
X
X
X
X
X
X
X
ST
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
XX
AGCY
ONLY
X
X
X
X
X
X
X
X
X
X
X
X
X
L1 GF SF FID
BE
IBI CAT
YR AGCY ONLY
TYPE XX SEL X
NEXT: 99 XX X
XXXXXX XXXXXXXX
XX XXXXXX XX
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-CONT
EXIT MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 27
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
This screen is accessed through the ACCOUNT CODE REQUEST screen provided the
user has the necessary security clearance.
The following PF key processing options will be available:
a. ENTER key (continue) will process the TYPE and SELECT fields unless blank, and
then will process the NEXT line unless blank, and then will process the request data.
b. PF3 key (exit) will return the ‘ACCOUNT CODE REQUEST’ screen.
c. PF4 key (main) will return the Departmental Main Menu Screen.
d. PF5 key (refresh) will return screen as it appeared before input.
e. PF6 Key (Top) will start the display at the beginning of the search.
f. PF8 Key (Forward) will page forward. After the last record is displayed, return a
special screen with the following message: ‘END OF SEARCH’. This special screen
will display the same Screen Identifier as the previous screen and contain the
following processing options.
The following fields will be displayed protected: Account Code, PYRL, ST (Status) and
AGCY ONLY. Status will = U (Active), I (Inactive) or D (Marked for deletion).
From this screen, the operator can:
1. Access the ACCOUNT DESCRIPTION DETAIL UPDATE screen by selecting a
record in the UPD column.
2. Initiate a new request by entering a new account in the ‘NEXT’ line. The Request
may be for a full or partial Account Code in the order that the elements appear in the
Account Code. The same edits apply to the NEXT request as to requests input
through the ACCOUNT CODE REQUEST screen.
IF ‘X’ is input in the UPD column, perform the following edits:
a. a. The user must have update capability for the Central Accounting Function
A3—ACCT DESCRIPTION. If not, return message: '***SECURITY VIOLATION
– NOT AUTHORIZED***'.
b. If the Account is a Cash Account (bytes 12-29 equal ‘00’), display message:
‘CASH ACCOUNT CANNOT BE UPDATED’.
c. If ‘SF’ equals 8 or 9, display message: ‘LOCAL FUNDS MUST BE UPDATED
THROUGH THE AD FUNCTION’.
d. If Status = D (Delete) and AGCY-USE-IND = blank, display the message:
‘CANNOT UPDATE ACCOUNT IN DELETED STATUS’.
e. Else, display the requested record on the ACCOUNT DESCRIPTION DETAIL
UPDATE screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 28
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Account Description Detail Update Screen
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
AAU2
ACCOUNT DESCRIPTION DETAIL INQUIRY
L1
99
GF
XX
SF
X
PAYROLL IND
X
FID
XXXXXX
STATUS
X
BE
XXXXXXXX
09/01/2007
HH:MM:SS
IBI CAT
YR
XX XXXXXX XX
AGENCY ONLY
X
DESCRIPTION 1:
XXXXXXXXXXXXXXXXXXXXXXXXXXX
DESCRIPTION 2:
XXXXXXXXXXXXXXXXXXXXXXXXXXX
SHORT DESCRIPTION: XXXXXXXXXXXXXXX
STATUS: U = ACTIVE
I = INACTIVE
D = DELETE (AGENCY ONLY)
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-CONT
RFRSH
CAN
This screen is accessed through the ACCOUNT DESCRIPTION MULTIPLE INQUIRY
screen provided the user has the necessary security clearance.
The following PF key processing options will be available:
a. ENTER key (continue) will execute the update.
b. PF5 key (refresh) will return screen as it appeared before input
c. PF12 key (cancel) will cease processing and return a special screen with the
following message: ‘*** LAST SCREEN NOT PROCESSED, DEPRESS
ENTER TO CONTINUE ***’. From this special screen, ENTER key (continue)
will return to the ‘ACCOUNT DESCRIPTION MULTIPLE INQUIRY’ screen
The following fields are displayed protected: Account Code, PAYROLL IND, AGENCY
ONLY, DESCRIPTION LINE 1, DESCRIPTION LINE 2 and SHORT DESCRIPTION.
A. Status change
1. If Agency Only equals Blank, the valid status changes are the from I to U and from U to I.
If any other change is entered, display ‘INVALID STATUS CHANGE’
2. If Agency Only equals ‘Y’, the valid status changes are from I to U or D, from U to I or D
and from D to I or U. If any other value is entered, display ‘INVALID STATUS CHANGE’
3. If the record has been updated by another and is now different than when the requested
record was retrieved, do not allow update and return the following message: 'RECORD HAS
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 29
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
BEEN UPDATED BY ANOTHER, DEPRESS PF12 TO CANCEL UPDATE'.
4. If record has not been updated by another, then:
a. Update the record status on the permanent Account Description File.
b. If Agency Only equals Blank, update the record status on the Master Balance File.
c. Once the record is updated, return to the ACCOUNT DESCRIPTION MULTIPLE
INQUIRY with the record just updated as the first record.
Nightly Processing
New Accounts added to the Temporary Account Description File by Agency Users through
the AA Function will be stored to the permanent Account Description File and Master Balance
File through this nightly batch process.
This process will create two reports for Agencies and the State Accounts Section:
1.Listing of Account Codes which are still pending approval.
2.Listing of Approved Account Codes not processed due to errors.
Approved Account Codes not processed due to errors will remain on the Temporary
Account Description File for deletion on correction by the agency.
Agency Add Account Code Error Report
The following Approved (Status = ‘A’) records will be selected from the Temporary Account
Description File for thisreport:
1. Agency Use Only equals blank and no cash record is found on the Master Balance File.
(Error Code 1 = ‘NO ACTIVE CASH CONTROL ACCOUNT’.)
2. Agency Use Only equals blank, a cash record is found on the Master Balance File but
the Account Code already exists on the Account Description File (DADF01). (Error
Code 2 = ‘RECORD ALREADY ON ACCOUNT DESCRIPTION FILE’.)
3. Agency Use Only is not blank but the Account Code already exists on the Account
Description File. (Error Code 2 = ‘RECORD ALREADY ON ACCOUNT
DESCRIPTION FILE’.)
The selected records will be sorted by OLO, Account Code and Error Code.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 30
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Agency Add Account Code Error Report.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
CAAPLOD7 RUN DATE MM/DD/YYYY
FLAIR – CENTRAL ACCOUNTING
AS OF DATE MM/DD/YYYY
PAGE XXX
AGENCY AND ACCOUT CODE ERROR REPORT
OLO 999999
ACCOUNT CODE
MESSAGE
99 99 9 999999 99999999 99 999999 99
XXXXXXXXXXXXXXX
99 99 9 999999 99999999 99 999999 99
XXXXXXXXXXXXXXX
99 99 9 999999 99999999 99 999999 99
XXXXXXXXXXXXXXX
SITE STATUS USER NUMBER RECORD CHANGE DATE ERROR
XX
X
999999
MM/DD/YYYY
XX
X
999999
MM/DD/YYYY
XX
X
999999
MM/DD/YYYY
18
19
20
21
22
23
24
The report will be accessed via the Report Distribution System (RDS) as follows:
OLO – Form XXEY (XX = Org L1)
Bureau of Accounting – Form 4AEY
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 31
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Agency Add Account Code Pending Approval Report
CAAPLOD8 RUN DATE MM/DD/YYYY
FLAIR – CENTRAL ACCOUNTING
AS OF DATE MM/DD/YYYY
PAGE XXX
AGENCY AND ACCOUT CODE PENDING APPROVAL REPORT
OLO 999999
ACCOUNT CODE
CHANGE DATE
REPORTING SITE STATUS USER NUMBER AGENCY ONLY RECORD
99 99 9 999999 99999999 99 999999 99
MM/DD/YYYY
99 99 9 999999 99999999 99 999999 99
MM/DD/YYYY
99 99 9 999999 99999999 99 999999 99
MM/DD/YYYY
XX
X
XX
X
XX
X
999999
999999
999999
X
X
X
Records with Status = ‘P’ (Pending) will be selected from the Temporary Account
Description File for this report:
The selected records will be sorted by OLO, Record Change Date and Account Code.
The report will be available in RDS with the following:
OLO – Form XXEZ (XX = Org L1)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 29
Page 32
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 30 PROMPT PAYMENT COMPLIANCE FUNCTION (PC)
The Prompt Payment Compliance Function allows agencies to use FLAIR departmental
screens to inquire into records maintained on the State CFO Prompt Payment System. The
Prompt Payment System has information about interest penalties assessed on payments not
made in compliance with the Prompt Payment Law. (Please reference Section 215.422 of the
Florida Statutes, or Chapter 3A-24 of the Florida Administrative Code, for details on the law.)
This information is maintained at the OLO (Operating Level Organization) or agency level.
To access this file, input “PC” (Payment Compliance) in the TYPE field of any FLAIR screen.
The Prompt Payment Interest Penalty Access Request screen displays, as seen on the next
page. This screen may be used to inquire in three ways:
1. By OLO, IBI, and SITE; or
2. By Statewide Document Number; or
3. By Penalty Invoice Number.
Details for accessing these inquiries are on the following pages.
Prompt Payment Interest Penalty Access 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
PPIR
09/02/2007
PROMPT PAYMENT INTEREST PENALTY ACCESS REQUEST
OLO: 850000
IBI:
13:20:17
SITE:
STATEWIDE DOCUMENT NUMBER:
PENALTY INVOICE NUMBER:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 30
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Inquiring by OLO, IBI, Site
To view Interest Penalty data by OLO, IBI, and Site, the operator should place an “X” on line 7
of the Prompt Payment Interest Penalty Access Request screen (see previous). The operator
may also define the search criteria:
1) by OLO only (retrieved protected)
2) by OLO and IBI
3) by OLO, IBI, and Site
After inputting the “X” and the search criteria, depress ENTER. The Interest Penalty Multiple
Inquiry by OLO, IBI, and Site screen displays, as seen on the next page.
Lines 9 - 19 display the following fields for inquiry:
STATEWIDE DOC NO
PENALTY INV NO
TRACK STS
SITE
WARRANT AVAIL DT
INTEREST ASSESSED
VENDOR NUMBER
ACCOUNT CODE
Statewide Document Number
Penalty Invoice Number
Tracking Status Code
01 Unpaid-Interest Penalty Due
02 Paid
03 Unpaid-Waiver in Part
04 Paid-Waiver in Part
05 Deleted
06 Appealed
07 Appeal Denied
08 Waiver in Whole
09 Vendor Declines Payment
Warrant Availability Date
L1,GF,SF,FID,BE,IBI,CAT,YR
Input an “X” in the SEL field (lines 9, 12, 15, and 18), to the left of an entry, to transfer to the
Interest Penalty Detail Inquiry screen (as seen on top of page 9) for that item. Only one line
may be selected at a time.
On line 22, the NEXT line, may be used to inquire on another OLO, IBI, and Site combination.
Alternatively, the TYPE and SEL fields may be used to transfer to a different screen or
accounting function.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 30
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
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.
Interest Penalty Multiple Inquiry by OLO, IBI and Site 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
PPI1
SEL
---
09/02/2007
INTEREST PENALTY MULTIPLE INQUIRY BY OLO, IBI AND SITE
OLO: 850000 IBI:
SITE:
13:20:23
STATEWIDE DOC NO
INTEREST ASSESSED
-----------------W2000047935
0.03
PENALTY INV NO
VENDOR NUMBER
-------------200000195
E111111111
TRACK STS SITE
WARRANT AVAIL DT
ACCOUNT CODE
-----------------------------------05
00
07/13/07
85 10 2 021020 85100000 00 040000 00
W2000051753
7.53
200002310
VF592222565002
01
00
07/15/07
85 10 1 000127 85100000 00 040000 00
0.21
200013501
VF267061992001
02
00
08/12/07
85 10 1 000001 85100000 00 040000 00
3.62
200079166
VF590184700002
02
00
08/13/07
85 10 1 000128 85150000 00 040000 00
W0000013729
W0000023834
CONTINUING...
NEXT OLO: 850000 IBI:
SITE:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Inquiring by Statewide Document Number
To view interest penalty data by Statewide Document Number, the operator should place an
“X” on line 9 of the Prompt Payment Interest Penalty Access Request screen (see page
earlier in this chapter). Also required on line 9 is a valid Statewide Document Number. After
depressing ENTER, the Interest Penalty Multiple Inquiry by Statewide Document Number
screen as shown on the next page displays.
Lines 12 - 19 display the following fields for inquiry:
TR ST
Effective Date:
September 1, 2007
Tracking Status Code
01 Unpaid-Interest Penalty Due
02 Paid
Supersedes:
2003
Chapter 30
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
PENALTY INV NO
INTEREST ASSESSED
WARRANT AVAIL DT
TRANSACTION DATE
AGENCY DOC NO
VENDOR ID
VEN NAME
03 Unpaid-Waiver in Part
04 Paid-Waiver in Part
05 Deleted
06 Appealed
07 Appeal Denied
08 Waiver in Whole
09 Vendor Declines Payment
Penalty Invoice Number
The amount of interest assessed.
Warrant Availability Date
Payment Approval Date
Agency Document Number
Vendor Number
Vendor Name
Enter an “X” in the SEL field (line 9 or 12 or 15 or 18), to the left of an entry, to transfer to the
Interest Penalty Detail Inquiry screen (see next pages) for that item. Only one line may be
selected at a time.
On line 22, the NEXT line, may be used to inquire on another Statewide Document Number.
Alternatively, the TYPE and SEL fields may be used to transfer to a different screen or
accounting function.
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 30
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Interest Penalty Multiple Inquiry by Statewide Number 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
PPI2
09/02/2007 13:20:34
INTEREST PENALTY MULTIPLE INQUIRY BY STATEWIDE DOCUMENT NUMBER
SWDN W0000023834 OLO 850000 SITE 00 ACCT 85 10 1 000128 85150000 00 040000 00
SEL
---
TR
PENALTY
ST
INV NO
INTEREST ASSESSED
-------------------------02
000079166
1.00
VENDOR ID: VF590184700002
VEN NAME:
WARRANT
TRANSACTION
AVAIL DT
DATE
--------------08/20/07
06/06/07
TALLAHASSEE DEMOCRAT
AGENCY
DOC NO
------V000279
CONTINUING...
NEXT STATEWIDE DOC NO:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Inquiring by Penalty Invoice Number
To view interest penalty data by Penalty Invoice Number, the operator should place an “X” on
line 11 of the Prompt Payment Interest Penalty Access Request screen (see screen earlier in
this chapter). Also required on line 11 is a valid Penalty Invoice Number. After depressing
ENTER, the Interest Penalty Detail Inquiry screen displays (see next pages).
This screen may also be accessed from the Interest Penalty Multiple Inquiry by OLO, IBI, and
Site screen or the Interest Penalty Multiple Inquiry by Statewide Document Number screen
(see previous pages).
Lines 5 - 19 display the following fields for inquiry:
PENALTY INV NO
SWDN
TRACKING STATUS
Effective Date:
September 1, 2007
Penalty Invoice Number
Statewide Document Number
Tracking Status Code
01 Unpaid-Interest Penalty Due
02 Paid
03 Unpaid-Waiver in Part
04 Paid-Waiver in Part
05 Deleted
06 Appealed
07 Appeal Denied
08 Waiver in Whole
Supersedes:
2003
Chapter 30
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
OLO
IBI
SITE
AGENCY DOCUMENT NUMBER
ORIGINAL INV NO
ORIGINAL INVOICE AMT
ACCT CODE
VEN ID
INTEREST ASSESSED
MEDICAL or NON-MEDICAL
CFI
VENDOR NAME
TRANSACTION DATE
WARRANT AVAILABILITY DATE
TOTAL PAYMENTS APPLIED
CONTRACT NO
09 Vendor Declines Payment
Operating Level Organization
Internal Budget Indicator
The document number unique to the agency.
Original Invoice Number
Original Invoice Amount
Account Code
Vendor Number
The amount of interest assessed.
Documents whether item is related to medical
expenditures
Certified Forward Indicator
On line 22, place an “X” in the VIEW PAYMENTS field to view payments made on the interest
penalty assessment, and depress ENTER. The Interest Penalty Payment Inquiry screen
displays (see next pages). This screen will show for each payment the status of that payment
and the audit date. The Penalty Payment Status codes are:
P
M
D
Paid (Automated)
Paid (Manual)
Deleted
Depress PF3 to return to the Interest Penalty Detail Inquiry screen.
Also on line 22, one may use the NEXT line to inquire on another invoice number, or the
TYPE and SEL fields to transfer to a different screen or accounting function.
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 30
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Interest Penalty Detail Inquiry/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
PPI3
09/02/2007
INTEREST PENALTY DETAIL INQUIRY/UPDATE
PENALTY INV NO: 000079166
OLO: 850000
IBI: 00
SWDN: W2000023834
SITE: 00
ORIGINAL INV NO: 860601
ACCT CODE:
TRACKING STATUS: 02
AGENCY DOCUMENT NUMBER:
V000279
ORIGINAL INVOICE AMT:
85 10 1 000128 85150000 00 040000 00
INTEREST ASSESSED:
3.62
13:21:12
915.20
VEN ID: VF590184700002
NON-MEDICAL
CFI:
C
VENDOR NAME: TALLAHASSEE DEMOCRAT
TRANSACTION DATE: 07/05/07
WARRANT AVAILABILITY DATE:
TOTAL PAYMENTS APPLIED:
3.62
08/15/07
CONTRACT NO:
NEXT INVOICE NUMBER:
VIEW PAYMENTS:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
Interest Penalty Payment 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
PPI4
OLO:
INTEREST PENALTY PAYMENT INQUIRY
850000
IBI: 00
SITE: 00
ACCOUNT CODE
AMOUNT
-----------------------------------85 10 1 000121 85150000 00 040000 00
3.62
09/02/2007
PENALTY INVOICE NUMBER:
STATEWIDE DOC NO
AGENCY DOC NO
---------------W0000335888
V003142
13:21:29
000000601
PAYMENT STATUS
AUDIT DATE
--------------P
08/30/07
CONTINUING...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 30
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 31 PAID WARRANT INDEX (PW)
The Paid Warrant Index (PW) allows agencies to view the Paid Warrant Index File. This file
contains the State Treasury’s cleared warrants. Warrants are available for viewing for one
year following their paid date. This index is purged nightly of records that are one year old. It
always has one year’s worth of data. This index is for inquiry only.
To access the Paid Warrant Index Inquiry Request screen, input “PW” in the TYPE field on
any FLAIR screen and depress the ENTER key. The screen below returns. This screen
allows the user to request warrant information on paid warrants.
Paid Warrant Index 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
IXIR
PAID WARRANT INDEX INQUIRY REQUEST
WARRANT TYPE 4
09/02/2007
14:02:01
WARRANT NUMBER 2075362
VALID WARRANT TYPES
-------------------1 - PUBLIC ASSISTANCE
2 - UNEMPLOYMENT COMPENSATION
3 - SALARY & CLASS C TRAVEL
4 - EXPENSE
5 - RETIREMENT
9 - CHILD SUPPORT ENFORCEMENT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
WARRANT TYPE and WARRANT NUMBER are required to retrieve information from the
Paid Warrant Index. After entering the required fields, depress the ENTER key.
If both the warrant type and warrant number are found, a screen like the one following
displays.
If an invalid warrant type is entered, the error message “INVALID WARRANT TYPE FOR
PAID WARRANT FILE” will display. If all seven digits of the warrant number are not entered
or are not numeric, the error message “INVALID WARRANT NUMBER” displays. If a warrant
cannot be found on the Paid Warrant Index, the error message, “RECORD NOT FOUND”
displays.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 31
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The Program Function keys available are:
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.
If the TYPE and SEL fields are used, the user is transferred to a different screen without this
screen being processed.
Paid Warrant Index 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
IXI1
WARRANT
TYPE
4
PAID WARRANT INDEX INQUIRY
WARRANT
NUMBER
2075362
ISSUE
YEAR
2001
PAID DATE
08/29/07
BATCH
NUMBER
5109
09/02/2007
SEQUENCE
178
14:03:46
BANK
NUMBER
68
NEXT REQUEST: WARRANT TYPE:
WARRANT NUMBER:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
The following fields are displayed for inquiry:
WARRANT TYPE
WARRANT NUMBER
ISSUE YEAR
PAID DATE
BATCH NUMBER
SEQUENCE
BANK NUMBER
Effective Date:
September 1, 2007
Type of Warrant, from input on previous screen
Number of Warrant, from input on previous screen
Year warrant was issued
Date warrant cleared Treasury
Treasury Batch Number
Treasury Sequence Number within a Batch Number
Defines Bank Account: Unemployment Compensation
Warrants (6U), or all other warrants (68)
Supersedes:
2003
Chapter 31
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The NEXT line may be used to inquire on another warrant. The TYPE and SEL fields may be
used to transfer to a different screen.
The Program Function keys available are:
PF3 – processes current screen and returns Paid Warrant Index Inquiry Request
screen.
PF4 – processes current screen and returns main accounting menu.
PF5 - refreshes screen and displays screen as it appeared before any input was made.
Florida Fact:
Florida’s shoreline
encompasses 2,276
miles.
(Source: Florida Department of State)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 31
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 32 STATE ACCOUNTS (SA)
The State Accounts (SA) function provides agencies with inquiry capabilities into account
balances and document summary records, as they exist in the State CFO’s (Chief Financial
Officer) Central Accounting System. This file is accessed from the Main Accounting Menu or
the bottom of any FLAIR screen by inputting “SA” (State Accounts) in the TYPE field. Agency
users are allowed inquiry only access to the State Accounts function. After entering “SA”, the
Account Balance Request screen returns, see below.
Account Balance 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
SAMU
ACCOUNT BALANCE REQUEST
ACCOUNT CODE
L1 GF SF FID
85
BE
IBI
CAT
09/02/2007
12:10:00
YR
BALANCE FILE
MONTH
CASH
DOCUMENT SUMMARY FILE
MONTH
DAY
CASH
STATEWIDE DOC-NO
REFUND OF OVERPAYMENT OF TAXES ACCOUNT
MONTH
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Account Balance Inquiry
The Account Balance Request screen (SAMU) gives the user two choices for account inquiry.
The first choice is by account code from the Balance File. The second choice is by account
code from the Document Summary File. The operator should indicate which account is to be
accessed by inputting the account code in the ACCOUNT CODE fields. The operator should
then indicate which option is to be selected by placing an “X” in the field adjacent to the
desired format. Both the 29-digit FLAIR Account Code and the selection of the Balance File
or Document Summary File are required input for this screen. The entire 29-digit FLAIR
Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR) must be input, although YR will default to
‘00’ if left blank. Enter “XX” in the IBI field to display negative balances by control account.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Optional data fields for inquiry include MONTH and CASH for the Balance File and MONTH,
DAY, CASH, and STATEWIDE DOC-NO for the Document Summary File. The system
defaults to the current month if the MONTH field is left blank. Inquiries are within the current
month and back to two months prior. Prior months are accessed by inputting a two-digit
numeric value in the MONTH field where 01 = January, and 07 = July. If an “X” is placed next
to the CASH field, the corresponding cash account for the account code input returns. The
search criteria for cash will be L1, GF, SF, FID, BE (= 00000000), IBI (= 00), CAT (= 000000),
and YR (= 00). Additional options on the Document Summary File are DAY (of the month)
and STATEWIDE DOC-NO. When DAY is input, information will be displayed from the day
requested through the end of the month. Use of the STATEWIDE DOC-NO field returns
information for a specific record.
The system performs certain edits on the requested data. The L1 entered and the first two
digits of the operator’s OLO are compared. If they are not equal, the message “SECURITY
VIOLATION” returns. The month requested must be within the range currently on file or the
message “RECORD NOT FOUND” returns.
The account code input remains on the screen until the operator updates it. The operator can
change functions by using the TYPE and SEL fields at the bottom of the screen.
Three screens are available in both the Balance File and the Document Summary File. The
following screens are available when BALANCE FILE is chosen:
SAIC - Cash Control (Record Type 1)
SAID - Budgetary (Record Type 2)
SAIR - Receipts (Record Type 3)
Whereas the screens available for DOCUMENT SUMMARY FILE are:
SASC - Cash Control (Record Type 1)
SASD - Budgetary (Record Type 2)
SASR - Receipts (Record Type 3)
The screen returned depends on the data entered on the Account Balance Request screen.
The system scans the CATEGORY field to determine the correct record type, then returns the
appropriate screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Refund of Overpayment of Taxes Account Inquiry
The Refund of Overpayment of Taxes Account (ROT) screen (SAST) allows inquiry capability
into the Central Accounting System for tax refunds that have been posted. Access to the
ROT File can be obtained by placing an “X” to the left of the REFUND OF OVERPAYMENT
OF TAXES ACCOUNT line on the Account Balance Request screen (see previous screen).
This File displays records on a statewide basis. (See screen next pages.)
Line 6 displays the following fields:
L1
GF
SF
FID
BE
IBI
CAT
YR
RT
MO
Organization Level 1
GAAFR Fund
State Fund
Fund Identifier
Budget Entity
Internal Budget Indicator
Appropriation Category of Revenue Source
Year
Record Type
Month
Lines 9 - 19 display fields under six headings:
AUDIT DATE
STATEWIDE DOC NO
AGENCY DOC NO
TR CD
VOUCHER AMOUNT
RECEIPT SOURCE CODE
Date Voucher is Audited
Statewide Document Number
Agency Document Number
Transaction Code
Code where funds were entered
Use the TYPE and SEL fields on line 22 to access a new accounting function.
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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Document Summary File ROT (Refund of Overpayment of Taxes) Account 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
SAST
L1
85
AUDIT
DATE
081907
082007
082007
082207
082207
082207
082307
09/02/2007 12:10:08
DOCUMENT SUMMARY FILE - ROT ACCOUNT
PAGE
1
**THIS SCREEN DOES NOT DISPLAY VOUCHERS IN AUDIT DATE ORDER **
GF SF FID
BE
IBI CAT
YR
RT
MO
10 1 000902 85100000 00 220000 00
2
08
STATEWIDE
AGENCY TR
VOUCHER
DOC NO
DOC NO CD
AMOUNT -----RECEIPT SOURCE CODE----W3000000033 V000010 11
466.10 85101000121442002000000010000
W3000000157 V000031 11
7,883.59 85101000133871000000000180000
W3000000466 V000035 11
80.00 85102000128871000000000180000
W3000001122 V000146 11
39,181.70 85741000404916000000000030200
W3000001124 V000207 11
1,159.00 85741000415933500000000040000
W3000001148 V000221 11
715.00 85101000368890000000000400000
W3000001153 V000448 11
1,130.00 85101000121952002000000010000
CONTINUING...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
TOP
FWD
Inquiring into Balance File
The Balance File allows inquiry capability into the CFO’s (Chief Financial Officer) Central
Accounting System for cash control balances. Access to the Balance File is obtained via the
instructions starting on page one of this chapter.
Three screens are available in the Balance File:
SAIC - Cash Control (Record Type 1)
SAID - Budgetary (Record Type 2)
SAIR - Receipts (Record Type 3)
The Balance File screen retrieved depends on the criteria entered on the Account Balance
Request screen (see earlier pages).
Balance File Cash Control Inquiry
The Account Balance File Cash Control screen (SAIC) gives balances for the CFO’s Cash
Control records. The inquiry fields on this screen are protected and cannot be changed or
deleted by the operator. The screen shows next.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Account Balance File Cash Control 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
SAIC
BALANCE FILE - CASH CONTROL
L1 GF SF FID
BE
IBI CAT
YR
85 10 2 021001 00000000 00 000000 00
PRIOR
MONTH BALANCES
** CASH FWD 07/01
41,073,218.20
JOURNAL RECEIPTS
679,819,451.60
TRANSFER RECEIPTS
317,453,228.69
TREASURY RECEIPTS
397,698,056.42
PRIOR CANC RECPTS
2,146.40
*TOTAL CASH RECPTS
1,394,972,883.11
JOURNAL DISB
.00
WARRANT DISB
748,737,149.90
TRANSFER DISB
35,469,513.25
*TOTAL CASH DISB
1,422,760,069.91
** CASH BALANCES
13,286,031.40
09/02/2007
MO
RT
09
1
CURRENT
MONTH ACTIVITY
0.00
103,745,931.84
33,501,488.29
19,660,403.93
0.00
156,907.824.06
802.5484,295,392.01
4,203,915.28
132,284,717.80
24,623,106.26
12:10:14
CURRENT
MONTH BALANCE
41,073,218.20
783.565,383.44
350,954,716.98
417,358,460.35
2,146.40
1,551,880,707.17
802.54833,032,541.91
39,763,428.53
1,555,044,787.71
37,909,137.66
DESCRIPTION: TRUST DEPOSITS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
Line 5 displays the following fields:
L1
GF
SF
FID
BE
IBI
CAT
YR
MO
RT
Organization Level 1
GAAFR Fund
State Fund
Fund Identifier
Budget Entity
Internal Budget Indicator
Appropriation Category or Revenue Source
Year
Month
Record Type
Lines 8 - 20 display balances for fields listed under three headings: Prior Month Balances,
Current Month Activity, and Current Month Balances. PRIOR MONTH BALANCES are those
balances as of the end of the month prior to the month requested. CURRENT MONTH
ACTIVITY gives the results of the transactions occurring in the month requested. CURRENT
MONTH BALANCE are those balances as of the date requested.
CASH FWD
Effective Date:
September 1, 2007
Cash Forward - The cash balance at the end of the fiscal year
becomes the beginning cash balance as of July 1 of the new
fiscal year.
Supersedes:
2003
Chapter 32
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
JOURNAL RECEIPTS
Journal Receipts - The dollar balance of receipts from cash
refunds and journal advices.
TRANSFER RECEIPTS
Transfer Receipts - The dollar amount of receipts from journal
transfers of money from one fund to another.
TREASURY RECPTS
Treasury Receipts - The dollar amount of Treasury Receipts
(cash receipts).
PRIOR CANC RECPTS
Prior Cancellation Receipts - The dollar balance of receipts
from cancellation of prior fiscal year warrants.
TOTAL CASH RECPTS
Total Cash Receipts - The sum of Journal Receipts, Transfer
Receipts, Treasury Receipts, and Prior Cancellation Receipts.
JOURNAL DISB
Journal Disbursements - The dollar balance of transfers
between General Revenue Appropriations or between two
accounts within the same cash control.
WARRANT DISB
Warrant Disbursements - The total dollar amount of all Regular
Warrant Disbursements.
TRANSFER DISB
Transfer Disbursement - The dollar amount of Journal Transfer
Disbursements to the State Treasury.
TOTAL CASH DISB
Total Cash Disbursements - The sum of Journal
Disbursements, Warrant Disbursements, and Transfer
Disbursements.
CASH BALANCES
Cash Balances - Cash balance at the beginning of the month is
displayed as well as the cash balance as of the day requested
or current date.
DESCRIPTION
Description - First line of description in the Account Description
(AD) File. The field is 31 characters in length.
NOTE: Zeros will appear in every field not used.
To return to the Account Balance Request screen depress the PF3 key. At that time the
operator can change the inquiry request information. To access a new accounting function,
the operator should make an entry in the TYPE and SEL fields on line 22.
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 32
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Balance File Budgetary Inquiry
The Account Balance File Budgetary screen (SAID) gives balances for budgetary records
according to the State CFO. The inquiry fields on this screen are all protected and cannot be
changed or deleted by the operator. The screens are shown below and on the next page.
Account Balance File Budgetary Screen 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
SAID
BALANCE FILE - BUDGETARY
L1 GF SF FID
BE
IBI CAT
YR
85 10 1 000001 85100000 00 040000 00
PRIOR
MONTH BALANCES
APPROPRIATIONS ACT
.00
SUPPLEMENTAL APPROP
.00
ADDITIONAL APPROP
.00
CERT FWD APPROP
.00
CANC & REST
.00
TRANSFER APPR
.00
AGENCY TRANSFERS
.00
RESERVES
.00
*TOTAL APPR
.00
*APPROVED BUDGET
.00
*CURR YR RELEASE
.00
*CERT FWD REL
.00
MO
RT
09
2
CURRENT
MONTH ACTIVITY
.00
.00
.00
303,367.87
.00
.00
.00
.00
303,367.87
303,367.87
.00
303,367.87
09/02/2007
12:10:17
CURRENT
MONTH BALANCE
.00
.00
.00
303,367.87
.00
.00
.00
.00
303,367.87
303,367.87
.00
303,367.87
CONTINUING...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Account Balance File Budgetary 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
SAID
BALANCE FILE - BUDGETARY
L1 GF SF FID
BE
IBI CAT
YR
85 10 1 000001 85100000 00 040000 00
PRIOR
MONTH BALANCES
WARRANT DISB
.00
JOURNAL DISB
.00
TRANSFER DISB
.00
*CURR YR DISB
.00
*CERT FWD DISB
.00
*CURR YR UNEXP REL
.00
*CERT FWD UNEXP REL
.00
MO
RT
09
2
CURRENT
MONTH ACTIVITY
118.90
.00
.00
.00
118.90
.00
303,248.97
09/02/2002
12:10:19
CURRENT
MONTH BALANCE
118.90
.00
.00
.00
118.90
.00
303,248.97
EXPENSES
CONTINUING...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
TOP
FWD
Line 5 displays the following fields:
L1
GF
SF
FID
BE
IBI
CAT
YR
MO
RT
Organization Level 1
GAAFR Fund
State Fund
Fund Identifier
Budget Entity
Internal Budget Indicator
Appropriation Category
Year
Month
Record Type
Lines 8 - 19 of the first screen (as seen on previous page) display balances for fields listed
three headings: Prior Month Balances, Current Month Activity, and Current Month Balances.
PRIOR MONTH BALANCES are those balances as of the end of the month prior to the month
requested. CURRENT MONTH ACTIVITY gives the results of the transactions occurring in
the month requested. CURRENT MONTH BALANCES are those balances as of the date
requested.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
APPROPRIATIONS ACT
Appropriations Act - The dollar balance of Appropriations made
by the Legislature at the beginning of the fiscal year.
SUPPLEMENTAL APPROP
Supplemental Appropriations - The dollar amount of
supplemental Appropriations enacted by the Legislature or any
further clarification or Letter of Intent from the Legislature.
ADDITIONAL APPROP
Additional Appropriation - A budget amendment generated by
the Executive Office of the Governor (EOG).
CERT FWD APPROP
Certified Forward Appropriation - To record an obligation
carried forward from one fiscal year to the next.
CANC & REST
Cancellations Restorations - The dollar amount of 12 months
old Cancellations, Restorations, and Restorations for 12 month
revenues.
TRANSFER APPR
Transfer Appropriation - the dollar amount of transfer
Appropriation from one account to another.
AGENCY TRANSFERS
Agency Transfers - A transfer authorized by F.S. 216.292
(2)(B). This statute allows the transfer of not more than 5% of
the original approved budget between different Categories
within a Budget Entity or between different Budget Entities
within the same Categories.
RESERVES
Reserves - The dollar amount segregated from Appropriations
and held as reserved or unreleased Appropriations. Includes
Mandatory Reserves - the dollar amount of Reserves as
determined by EOG.
TOTAL APPR
Total Appropriation - The sum of the Appropriation Act,
Supplemental Appropriations, additional Appropriation,
Certified Forward Appropriations, Cancellation Appropriations,
Transfer Appropriations, and agency transfers.
APPROVED BUDGET
Approved Budget - The sum of the General Appropriation Act,
any Supplemental Appropriations and any Additional
Appropriations less any mandatory reserves and adjustments.
CURR YR RELEASE
Current Year Release - The dollar balance of budgeted funds
available to an agency.
CERT FWD REL
Certified Forward Release - The dollar amount of release of
Certified Forward Appropriation as determined by EOG.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Lines 8 - 19 of the second screen display the following fields:
WARRANT DISB
Warrant Disbursements - The total dollar amount of all Regular
Warrant Disbursements.
JOURNAL DISB
Journal Disbursements - The dollar balance of transfers
between General Revenue Appropriations or between two
accounts within the same cash control.
TRANSFER DISB
Transfer Disbursement - The dollar amount of journal transfer
disbursements to the State Treasury.
CURR YR DISB
Current Year Disbursements - The sum of Warrant
Disbursements plus Journal Disbursements plus Transfer
Disbursements minus Certified Forward Disbursements.
CERT FWD DISB
Certified Forward Disbursements - The dollar amount of
disbursements from the Certified Forward release.
CURR YR UNEXP REL
Current Year Unexpended Release Balance - Unexpended
Releases (Balance File) less (Certified Forward Release less
Certified Forward Disbursement).
CERT FWD UNEXP REL
Certified Forward Unexpended Release Balance - Certified
Forward Release - Certified Forward Disbursement (from
Balance File).
Depress the PF3 key to return to the Account Balance Request screen. At this time the
operator can change the inquiry request information. Use the TYPE and SEL fields on line 22
to access a new accounting function.
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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Balance File Receipt Inquiry
The Account Balance File Receipts screen (SAIR) is used to view Account Balances for
receipt records according to the State CFO. The inquiry fields on this screen are all protected
and cannot be changed or deleted by the operator. The screen shows below.
Account Balance File Receipts 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
SAIR
BALANCE FILE - RECEIPTS
L1 GF SF FID
BE
IBI CAT
YR
85 10 3 000001 85100000 00 002000 00
PRIOR
MONTH BALANCES
JOURNAL RECEIPTS
2,890.32
TRANSFER RECEIPTS
.00
TREASURY RECEIPTS
4,390.97
PRIOR CANC RECPTS
.00
* TOTAL RECEIPTS
7,281.29
09/02/2007
MO
RT
09
3
CURRENT
MONTH ACTIVITY
.00
.00
.00
.00
.00
12:10:21
CURRENT
MONTH BALANCE
2,890.32
.00
4,390.97
.00
7,281.29
CASH CONTROL 85 10 3 000001
303,952,205.87
DESCRIPTION: WORKING CAPITAL FUND
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
Line 5 displays the following fields:
L1
GF
SF
FID
BE
IBI
CAT
YR
MO
RT
Effective Date:
September 1, 2007
Organization Level 1
GAAFR Fund
State Fund
Fund Identifier
Budget Entity
Internal Budget Indicator
Revenue Source
Year
Month
Record Type
Supersedes:
2003
Chapter 32
Page 11
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Lines 8 - 12 display balances for fields listed under headings: Prior Month Balances, Current
Month Activity, and Current Month Balances. PRIOR MONTH BALANCES are those
balances as of the end of the month prior to the month requested. CURRENT MONTH
ACTIVITY gives the results of the transactions occurring in the month requested. CURRENT
MONTH BALANCES are those balances as of the date requested.
JOURNAL RECEIPTS
Journal Receipts - The dollar balance of receipts from Cash
Refunds and Journal Advices.
TRANSFER RECEIPTS
Transfer Receipts - The dollar amount of Receipts from
Journal Transfers of money from one fund to another.
TREASURY RECEIPTS
Treasury Receipts - The dollar amount of Treasury Receipts
(Cash Receipts).
PRIOR CANC RECPTS
Prior Cancellation Receipts - The dollar balance of receipts
from cancellation of prior fiscal year warrants.
TOTAL RECEIPTS
Total Cash Receipts - The sum of Journal Receipts, Transfer
Receipts, Treasury Receipts, and Prior Cancellation Receipts.
Zeros appear in all fields not used.
Line 14 displays the L1, GF, SF, FID, and the total present fund amount. Line 15 displays the
first line of description from the Account Description (AD) File. This field is 31 characters in
length.
Depress the PF3 key to return to the Account Balance Request screen. At this time the
operator can change the inquiry request information. Use the TYPE and SEL fields on line 22
to access a new accounting function.
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.
Inquiring into Document Summary File
The Document Summary File allows inquiry capability into State CFO balances for Year-ToDate Receipts, Disbursements, Cash and other related items.
NOTE: There is a one working day difference between the information shown on the
Document Summary File screens and the date of inquiry. Use the instructions given
beginning on page one of this chapter.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 12
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Three screens are available in the Document Summary File:
SASC - Cash Control (Record Type 1)
SASD - Budgetary (Record Type 2)
SASR - Receipts (Record Type 3)
The Document Summary File screen retrieved depends on the search criteria entered on the
Account Balance Request screen (see previous screens).
Document Summary File Cash Control Inquiry
The Document Summary File Cash Control screen (SASC) gives cash control account
balances for Year-To-Date Receipts, Disbursements, and Cash. A summary of each record
that has been posted to the given account code for the period is also given. The records are
sorted by date, time, and Statewide Document Number.
The Document Summary File Cash Control Account screen, Record Type 1, shows below.
All of the fields available for inquiry are protected and cannot be changed or deleted by the
operator.
Document Summary File Cash Control Account 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
SASC
DOCUMENT SUMMARY FILE
-
09/02/2007 12:10:30
CASH CONTROL ACCOUNT
PAGE
1
L1 GF SF FID
BE
IBI CAT
YR
RT
STWD DOC-NO
MO
DAY
85 10 2 000001 00000000 00 000000 00
1
08
RECEIPTS YTD
DISBURSEMENTS YTD
CASH BALANCES
08/01/07
1,394,972,883.11
1,422,760,069.91
13,286,031.40
08/30/07
1,585,556,471.01
1,585,237,438.82
41,392,250.39
AUDIT
STATEWIDE
AGENCY TR
TRANSACTION ---ACCT OF ORIG ENTRY--DATE
DOC NO
DOC NO CD
AMOUNT
BE
IBI CAT
YR CF
080107 C3000063007 CASHFOR 99
235,496.20 00000000 00 000000 00
080207 W3000063047 V002608 12
482.72 85010000 00 040000 00 C
080507 W3000063048 V002609 12
18.93 85200500 00 040000 00
080507 W3000063063 V002624 20
6.93 85200500 00 040000 00
080607 W3000063401 V003102 10
25,000.00 85100300 00 040000 00
080607 W3000063420 V003134 10
1,575.50 85010000 00 040000 00 C
080607 W3000063419 V003143 12
1,854.50 85010000 00 040000 00 C
080707 E3000063423 C000102 31
2,693.24 85010000 00 040000 00 C
CONTINUING...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
TOP
FWD
Line 6 displays the following fields:
L1
GF
SF
Effective Date:
September 1, 2007
Organization Level 1
GAAFR Fund
State Fund
Supersedes:
2003
Chapter 32
Page 13
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
FID
BE
IBI
CAT
YR
RT
STWD DOC-NO
MO
DAY
Fund Identifier
Budget Entity
Internal Budget Indicator
Appropriation Category or Revenue Source
Year
Record Type
Statewide Document Number
Month
Day
Lines 8 and 9 display the following fields:
RECEIPTS YTD
Receipts Year-to-Date - The total dollar amount of receipts
recorded from July 1 to day requested.
DISBURSEMENTS YTD
Disbursements Year-to-Date - The total dollar amount of
disbursements recorded from July 1 to day requested.
CASH BALANCES
Cash Balances - The dollar amount of cash in the cash control
account.
Lines 12 - 19 display the following fields:
AUDIT DATE
Voucher Audit Date - This date is the audit date and lists all
vouchers processed that date.
STATEWIDE DOC NO
Statewide Document Number - A statewide sequential reference
number programmatically assigned to all disbursements and
receipts.
AGENCY DOC NO
Agency Document Number - Reference number assigned by
agency.
TR CD
Transaction Code - A numeric code used to indicate the type of
transaction and which balances are updated in Central Accounts.
See listing on last page of this chapter.
TRANSACTION AMOUNT Transaction Amount - The dollar amount of the transaction.
ACCT OF ORIG ENTRY
Account of Original Entry – The account codes (BE, IBI, CAT, and
YR) in which the entry was originally made.
CF
Certified Forward Indicator – Identifies transactions that involve
certified forward items.
The PAGE (Page Number) on line 3 of the screen will always start with ‘1’ at the beginning of
each account scanned. If there are more records than can be displayed on one screen, the
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 14
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
message “CONTINUING” appears at the bottom of the screen. Depressing PF8 continues
the scan. At the end of each account inquiry, the message “END OF SEARCH” displays. To
move to a new accounting function use TYPE and SEL on line 22.
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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Document Summary File Budgetary Inquiry
The Document Summary File Budgetary Account screen (SASD) is used to view State CFO
balances for Appropriations, Approved Budget, Reserves, and Releases. A summary of each
disbursement record that has been posted to the given account code for the period can also
be viewed. These records are sorted by Date, Time, and Statewide Document Number.
The Document Summary File Budgetary Account screen, Record Type 2, shows below. All of
the fields available for inquiry are protected and cannot be changed or deleted by the
operator.
Document Summary File Budgetary Account 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
SASD
DOCUMENT SUMMARY FILE
-
09/02/2007
BUDGETARY ACCOUNT
12:10:23
PAGE
1
L1 GF SF FID
BE
IBI CAT
YR
RT
STWD DOC-NO
MO
DAY
44 10 1 000128 44150000 00 040000 00
2
08
APPROPRIATIONS
APPROVED BUDGET
RESERVE
RELEASES
BALANCES
BALANCES
BALANCES
YTD BALANCES
080107
.00
.00
.00
.00
083007
303367.87
303367.87
.00
303367.87
AUDIT
STATEWIDE
AGENCY TR CF
TRANSACTION
UNEXPENDED
DATE
DOC NO
DOC NO CD I
AMOUNT
RELEASE BALANCE
08/01/02
080107 C3000000736
CFAPPR 90
303,367.87
080107 C3000000795
CFRLS
91
303,367.87
303,367.87
080207 W3000001842
V000102 10 C
178.95
303,188.92
080607 W3000002164
V000654 12 C
118.90
303,070.02
080907 W3000000736
V000900 10
1,808.13
301,261.89
081207 W3000001386
V001009 12
2,315.32
298,946.57
CONTINUING....
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 15
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Line 6 displays the following fields:
L1
GF
SF
FID
BE
IBI
CAT
YR
RT
STWD DOC-NO
MO
DAY
Organization Level 1
GAAFR Fund
State Fund
Fund Identifier
Budget Entity
Internal Budget Indicator
Appropriation Category
Appropriation Year
Record Type
Statewide Document Number
Month
Day
Lines 9 and 10 display the following fields:
APPROPRIATIONS
BALANCES
Appropriations Balance - The dollar
amount of Appropriations from July 1 of the current fiscal year.
APPROVED BUDGET
BALANCES
Approved Budget Balances - The sum of
the General Appropriations Act, any supplemental appropriations
and any additional Appropriations less any mandatory Reserves
and Adjustments.
RESERVE BALANCES
Reserve Balances - The dollar amount of reserves or unreleased
Appropriations.
RELEASES YTD
BALANCES
Releases Year-to-Date Balances - The
total dollar amount of Releases from July 1 of current fiscal year.
Lines 14 - 19 display the following fields:
AUDIT DATE
Audit Date - This is the voucher audit date and lists all vouchers
processed that date.
STATEWIDE DOC NO
Statewide Document Number - A statewide sequential reference
number programmatically assigned to all disbursements and
receipts.
AGENCY DOC NO
Agency Document Number - Reference number assigned by
agency.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 16
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
TR CD
Transaction Code - A numeric code used to indicate the type of
transaction and which balances are updated in Central Accounts.
See listing on last page of this chapter.
CFI
Certified Forward Indicator - Identifies those transactions involving
Certified Forward items.
TRANSACTION AMOUNT Transaction Amount - The dollar amount of the transaction.
UNEXPENDED RELEASE Unexpended Release Balance – The dollar
BALANCE
amount of Releases less total disbursements.
The PAGE (Page Number) on line 3 of the screen will always start with ‘1’ at the beginning of
each account scanned. If there are more records than can be displayed on one screen, the
message, “CONTINUING” appears at the bottom of the screen. Depressing PF8 will continue
the scan. At the end of each account inquiry the message “END OF SEARCH” displays. To
move to a new accounting function use TYPE and SEL at the bottom of the 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Document Summary File Receipt Inquiry
The Document Summary File Receipt Account screen (SASR) is used to view State CFO
balances for Receipts. The records are sorted by Date, Time and Statewide Document
Number within the given account code.
The Document Summary File Receipt Account screen, Record Type 3, shows below. All of
the fields available for inquiry are protected and cannot be changed or deleted by the
operator.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 17
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Document Summary File Receipt Account 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
SASR
DOCUMENT SUMMARY FILE
-
09/02/2007
RECEIPT ACCOUNT
L1 GF SF FID
BE
IBI CAT
YR
RT
85 10 2 000001 85100000 00 000100 00
3
VOUCH
STATEWIDE
AGENCY TR
TRANSACTION
DATE
DOC-NO
DOC-NO CD
AMOUNT
08/01/07
080107 E3000012637
080107 E3000012640
080107 E3000012641
080207 E3000013644
080207 E3000013745
080507 E3000013753
080607 E3000014660
080807 E3000014662
080907 E3000015123
C000422
C000438
C000439
C000642
C000646
C000751
C000854
C000981
C001182
40
40
40
40
40
40
40
40
40
12:10:23
PAGE
1
STWD DOC-NO
3,955.00
1,960.00
2,830.00
1,490.00
1,350.00
3,370.00
100.00
3,350.00
2,700.00
MO
08
RECEIPTS
YTD
DAY
706,828.01
710,783.01
712,743.01
715,573.01
717,063.01
718,413.01
721,783.01
721,883.01
725,233.01
727,933.01
CONTINUING
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
TOP
FWD
Line 7 displays the following fields:
L1
GF
SF
FID
BE
IBI
CAT
YR
RT
STWD DOC-NO
MO
DAY
Organization Level 1
GAAFR Fund
State Fund
Fund Identifier
Budget Entity
Internal Budget Indicator
Revenue Source
Year
Record Type
Statewide Document Number
Month
Day
Lines 10 - 19 display the following fields:
VOUCH DATE
Voucher Date - This is the audit date and lists all vouchers
processed that date.
STATEWIDE DOC NO
Statewide Document Number - A statewide sequential reference
numbers programmatically assigned to all disbursements and
receipts.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 18
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
AGENCY DOC NO
Agency Document Number - Reference number assigned by
agency.
TR CD
Transaction Code - A numeric code used to indicate the type of
transaction and which balances are updated in Central Accounts.
See listing on last page of this chapter.
TRANSACTION AMOUNT Transaction Amount - The dollar amount of the transaction.
RECEIPTS YTD
Receipts Year-to-Date - The total dollar amount of Receipts
recorded from July 1 to day requested.
The PAGE (Page Number) on line 3 will always start with ‘1’ at the beginning of each account
scanned. If there are more records than can display on one screen, the message
“CONTINUING” appears at the bottom of the screen. Depressing PF8 continues the scan.
The message “END OF SEARCH” displays at the end of each account inquiry. To move to a
new accounting function use the TYPE and SEL fields at the bottom of the 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Central Accounting Transaction Codes
The State CFO uses a 2-character numeric code to indicate the type of transaction and which
balances will be updated in Central Accounting. A chart of transaction codes is listed below.
10
11
12
13
20
21
25
29
31
38
39
40
42
45
Warrant Disbursements
Revenue Refund
EFT Expense Payment
Current Warrant Cancellation
Journal Redistribution - Transfer Disbursement
Journal Redistribution - Transfer Receipt
Journal Advice
Non-operating Transfer
Expenditure Refund/Receipt
Expenditure Refund/Adjustment Journal Receipts
Expenditure Refund/Refund Disbursement
Treasury Receipt
EFT Journal Receipts
Journal Advice Receipt
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 19
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
47
48
49
50
51
52
59
60
61
62
63
65
66
67
68
70
71
73
90
91
92
93
94
99
Prior Year Cancellations
12 Month Cancellation
Non-Operating Transfer Receipts
General Appropriations Act
Supplemental Appropriation
Additional Appropriation
Release
EOG Transfer
IBI Transfer
Agency Transfer
Agency Transfer/Release
EOG Transfer (Receiving for 60)
IBI Transfer (Receiving for 61)
Agency Transfer (Receiving for 62)
Agency Transfer/Release (Receiving for 63)
Reserves
Restorations
Mandatory Reserves
Certification Forward Appropriation
Certification Forward Release
7/1 Reversion
12/31 Certification Forward Reversion
4/1 and 7/1 FCO Reversions
Cash Forward
Tallahassee was named the
state capital in 1824 by
Florida's first territorial
governor, William P. DuVal.
(source: myflorida.com)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 32
Page 20
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 33 EMPLOYEE TRAVEL HISTORY INQUIRY FUNCTION (TH)
The Employee Travel History Inquiry Function (TH) allows agencies to use FLAIR
Departmental screens to inquire into Employee Travel History records as they exist in the
CFO’s (Chief Financial Officer) Central Accounting System. The information on these files is
maintained at the OLO (Operating Level Organization) or agency level.
To access this file, “TH” (Travel History) should be input in the TYPE field on any FLAIR
screen. The Employee Travel Inquiry Request screen displays, like that seen on the next
page. A user can access information by Employee Number, Employee Name, or Warrant
Number through this screen.
The information available through Employee Travel History is a result of warrant and journal
transfer processing for travel payments for employees. This contains employee travel
payment information for three years. The exact dates are shown on line 5 on the Employee
Travel Inquiry Request screen.
Employee Travel History inquiries are made by Employee Number, Employee Name, or
Warrant Number. The operator may also view the payment history screen and/or the
summary total screen for each request. Each of these screens, and the corresponding
selection criteria, is discussed in detail on the following pages.
Employee Travel 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
THIR
EMPLOYEE TRAVEL INQUIRY REQUEST
09/02/2007
14:36:34
EMPLOYEE TRAVEL HISTORY FILE RECORDS AVAILABLE FROM 09/04/04 THROUGH 09/03/07
EMPLOYEE NUMBER:
OPTIONAL START DATE:
MONTH
YEAR
EMPLOYEE NAME:
OPTIONAL START DATE:
MONTH
YEAR
SUMMARY TOTALS OF SELECTED SEARCH BY EMPLOYEE NUMBER OR NAME
OPTIONAL THROUGH DATE:
MONTH
YEAR
WARRANT TYPE:
WARRANT NO:
WARRANT DATE:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 33
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Inquiring by Employee Number
To inquire by Employee Number, retrieve the Employee Travel Inquiry Request screen.
Place an “X” on line 8. Input the nine digits of employee identification in the EMPLOYEE
NUMBER field on line 8 and depress the ENTER key.
If information for a specific month and year is desired as a part of the request, on line 9 input
the Month and Year requested in the appropriate fields. If either month or year is entered,
then the other also has to be entered.
The system retrieves the Employee Travel History Inquiry By Employee Number screen with
all records on file for that Employee Number (see next pages). Up to two records will be
displayed on a screen at one time.
On line 5 of the Employee Travel History Inquiry By Employee Number screen, the
EMPLOYEE NUMBER displays.
On lines 10 - 17, the following fields display for inquiry:
ACCOUNT CODE
CFI
OBJ
WARRANT
VCHR IND
VCHR DTE
PAY
SWDN
AMOUNT
WT DATE
AUD DATE
CFO REC
CANX
EMPLOYEE NAME
FLAIR Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR)
Certified Forward Indicator
Object Code
Warrant Number
Voucher Indicator
Voucher Date
Payment Indicator (Purchasing Card, Revolving Fund, etc.)
Statewide Document Number
Warrant Amount
Warrant Date
Audit Date
Chief Financial Officer Receipt Date
Cancelled Indicator
Employee Name
Line 22, the NEXT line, may be used to inquire on another employee number. The START
DATE field can be used to request information for a specific month and year. The TYPE and
SEL fields may be used to transfer to a different 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 33
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Employee Travel History Inquiry by Employee Number 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
THI1
09/02/2007
EMPLOYEE TRAVEL HISTORY - INQUIRY BY EMPLOYEE NUMBER
14:36:52
EMPLOYEE NUMBER: 236520402
ACCOUNT CODE
CFI OBJ WARRANT
SWDN
AMOUNT
WT DATE
----------------------------------- --- ---- --------85-101-000128-85150000-00-040000-00
2618 4-0249621
W0000079071
110.00
08/10/05
EMPLOYEE NAME: RECONWITH
A.S.
85-101-000128-85150000-00-040000-00
W0000155039
110.00
EMPLOYEE NAME: RECONWITH
A.S.
VCHR IND
AUD DATE
-------WARRANT
2618 4-0499939 WARRANT
09/10/05
VCHR DTE PAY
CFO REC CANX
-------- ---08/09/05
08/10/05
09/09/05
09/10/05
CONTINUING...
NEXT: EMPLOYEE NUMBER:
START DATE:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Inquiring by Employee Name
To inquire by Employee Name, retrieve the Employee Travel Inquiry Request screen. Place
an “X” on line 12. Place the employee name in the EMPLOYEE NAME field on line 12 and
depress ENTER. (If the employee name is not an exact match, the system will start the
inquiry with the closest match in alphabetic order.)
If information for a specific month and year is desired as a part of the request, on line 13 input
the Month and Year requested in the appropriate fields. If either MONTH or YEAR is entered,
then the other also has to be entered.
The system will retrieve the Employee Travel History Inquiry by Employee Name screen with
all records on file for that Employee Name (see next pages). Up to two records will be
displayed on a screen at one time.
On line 5 of the Employee Travel History Inquiry By Employee Name screen, the EMPLOYEE
NAME displays.
On lines 10 - 17, the following fields display for inquiry:
ACCOUNT CODE
CFI
OBJ
Effective Date
September 1, 2007
The FLAIR Account Code (L1, GF, SF, FID, BE, IBI, CAT,
YR)
Certified Forward Indicator
Object Code
Supersedes:
2003
Chapter 33
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
WARRANT
VCHR IND
VCHR DTE
PAY
SWDN
AMOUNT
WT DATE
AUD DATE
CFO REC
CANX
EMPLOYEE NUMBER
Warrant Number
Voucher Indicator
Voucher Date
Payment Method (Purchasing Card, Revolving Fund, etc.)
Statewide Document Number
Warrant Amount
Warrant Date
Audit Date
Chief Financial Officer Receipt Date
Cancelled Indicator
Employee Number
On line 22, the NEXT line may be used to inquire on another employee number. The START
DATE field can be used to request information for a specific month and year. The TYPE and
SEL fields may be used to transfer to a different 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Employee Travel History Inquiry by Employee Name 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
THI2
09/02/2007
EMPLOYEE TRAVEL HISTORY - INQUIRY BY EMPLOYEE NAME
EMPLOYEE NAME: RECONWITH
14:37:19
A.S.
ACCOUNT CODE
CFI OBJ WARRANT
SWDN
AMOUNT
WT DATE
----------------------------------- --- ---- --------85-101-000128-85150000-00-040000-00
2618 4-0249621
W0000079071
110.00
08/10/05
EMPLOYEE NO: 236520402
85-101-000128-85150000-00-040000-00
W0000155039
110.00
EMPLOYEE NO: 236520402
VCHR IND
AUD DATE
-------WARRANT
2618 4-0499939 WARRANT
09/10/05
VCHR DTE PAY
CFO REC CANX
-------- ---08/09/05
08/10/05
09/09/05
09/10/05
CONTINUING...
NEXT: EMPLOYEE NAME
START DATE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 33
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Payment History Summary Totals
A user may view an Employee Travel History Summary Total by Employee Number or
Employee Name. To request a summary by Employee Number, retrieve the Employee Travel
Inquiry Request screen. Place an “X” on line 8 and the nine digits of employee identification
in the EMPLOYEE NUMBER field. Next, place an “X” on line 16, and depress ENTER.
To request a summary by Employee Name, place an “X” on line 12 and the employee name
in the EMPLOYEE NAME field. Next, place an “X” on line 16, and depress ENTER. If the
vendor name is not an exact match, the system returns a message “RECORD NOT FOUND”.
A THROUGH DATE may be added by entering a date in the OPTIONAL THROUGH DATE
field on line 17, and keying in a Month and Year in the appropriate fields. The system
displays the summary ending with the date requested.
The system retrieves the appropriate Employee Travel History Summary Total screen
summarizing all records on file for that specific request. The Employee Travel History
Summary Total For Requested Employee Number and the Employee Travel History
Summary Total For Requested Employee Name screens (see next pages).
The EMPLOYEE NAME or EMPLOYEE NUMBER, TIME PERIOD, and the TOTAL AMOUNT
fields display.
The NEXT line may be used to request another employee name or employee number. The
operator may request a specific month and year through date by inputting a month and year
in the appropriate fields on the request. The MONTH and YEAR fields are 2-digit numeric
fields.
By placing an “X” in the TO RECEIVE DETAIL INQUIRY field, the operator may view the
detail records which make up the summary total.
The TYPE and SEL fields are available to transfer to a different screen or function.
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 33
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Employee Travel History Summary Total For Employee Number 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
THI3
09/02/2002 14:37:40
EMPLOYEE TRAVEL HISTORY - SUMMARY TOTAL FOR REQUESTED EMPLOYEE NUMBER
EMPLOYEE NUMBER:
236520402
TIME PERIOD:
07/04
THRU
TOTAL AMOUNT:
09/07
4,495.867
TO RECEIVE DETAIL INQUIRY:
NEXT:
EMPLOYEE NO.
OPTIONAL START DATE
OPTIONAL THROUGH DATE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Employee Travel History Summary Total For Employee Name 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
THI4
09/02/2007 14:37:56
EMPLOYEE TRAVEL HISTORY - SUMMARY TOTAL FOR REQUESTED EMPLOYEE NAME
EMPLOYEE NAME:
RECONWITH
A.S.
TIME PERIOD:
07/04
09/07
TOTAL AMOUNT:
THRU
4,495.86
TO RECEIVE DETAIL INQUIRY:
NEXT: EMPLOYEE NAME
OPTIONAL START DATE
OPTIONAL THROUGH DATE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 33
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Inquiring by Warrant Number
To inquire by Warrant Number, retrieve the Employee Travel Inquiry Request screen. Place
an “X” on line 20, and input the desired warrant number and corresponding warrant date in
the WARRANT NUMBER and WARRANT DATE fields, respectively, and depress ENTER.
The system retrieves the Employee Travel History Inquiry By Warrant Number screen (see
next pages). It displays all records on file for the specified warrant number.
On the Employee Travel History by Warrant Number screen, lines 5 and 6 display the
following fields for inquiry:
WARRANT TYPE
WARRANT NUMBER
WARRANT DATE
ACCOUNT CODE
The FLAIR Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR)
CFI
Certified Forward Indicator
On lines 11 - 19, the following fields display for inquiry:
EMPLOY NO
EMPLOYEE NAME
OBJ
VCHR IND
CFO REC
VCHR DT
SWDN
AMOUNT
CANCELLED
PAYMENT
Employee Number
Employee Name
Object Code
Voucher Indicator
Chief Financial Officer Receipt Date
Voucher Date
Statewide Document Number
Warrant Number
Cancelled Indicator
Payment Indicator (Purchasing Card, Revolving Fund, etc.)
On line 22, the NEXT line may be used to inquire on another warrant number and date. The
TYPE and SEL fields may be used to transfer to a different 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.
PF6 - returns first record meeting search criteria.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 33
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Employee Travel History Inquiry By Warrant Number 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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THI5
09/02/2007
EMPLOYEE TRAVEL HISTORY - INQUIRY BY WARRANT NUMBER
11:48:06
WARRANT TYPE: 8
WARRANT NUMBER: 0429658
WARRANT DATE: 05/13/07
ACCOUNT CODE: 85 10 1 000128 85150000 00 040000 00
CFI:
EMPLOY NO
EMPLOYEE NAME
OBJ
SWDN
AMOUNT
----------- ------------------------------- ---236520402
RECONWITH
A.S.
2618
W0000155039
110.00
TOTAL
110.00
VCHR IND CFO REC VCHR DT
CANCELLED PAYMENT
-------- --------- --------WARRANT 05/13/07 05/09/07
END OF SEARCH
NEXT: WARRANT TYPE
WARRANT NUMBER
DATE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
Snow fell in Miami / Dade
County on January 20, 1977.
(source: myflorida.com)
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 33
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 34 DETAIL TRANSACTION INQUIRY FUNCTION (TR)
The Detail Transaction Inquiry Function (TR) allows agencies to use Departmental FLAIR
screens to inquire into the State CFO’s (Chief Financial Officer) Central Accounting System
Transaction File for all types of transactions: Vouchers, Journal Transfers, Receipts, and
Budgetary type transactions. The information on these files is maintained at the OLO
(Operating Level Organization), or agency level, and remain on this file for 2½ months.
To access this, input “TR” (Transaction) in the TYPE field on any FLAIR screen. The Detail
Transaction Inquiry Request screen returns (see next pages). Through this screen, a user
can access information by Statewide Document Number, or by Warrant Type and Warrant
Number.
Detail Transaction File
There are two types of inquiry available on the Detail Transaction File Inquiry screen: by
Statewide Document Number, and by Warrant Type, Warrant Number combination. Each
inquiry has different selection criteria discussed below.
By Statewide Document Number
Place an “X” in the SEL field on line 10. The STATEWIDE DOCUMENT NUMBER is required
on line 10, and must be an exact match.
Depress the ENTER key. The system retrieves the transactions for the specified Statewide
Document Number.
By Warrant Type and Warrant Number
Place an “X” in the SEL field on line 12. Enter the WARRANT TYPE and WARRANT
NUMBER on line 12.
The valid Warrant Types are as follows:
1 - Public Assistance Warrant
2 - Unemployment Compensation Warrant
3 – Salary Warrant
4 – Expense Warrant
5 – Retirement Warrant
6 - Retirement EFT
7 - Salary EFT
8 – Expense EFT
Depress the ENTER key and the system retrieves the transactions for the specified Warrant
Type and Warrant Number.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 34
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Detail Transaction 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
TRI
DETAIL TRANSACTION INQUIRY REQUEST
SEL
09/02/2007
13:37:35
SEARCH CRITERIA
STATEWIDE DOC. NO:
WARRANT TYPE:
WARRANT NUMBER:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Inquiring by Statewide Document Number
Once the selection criteria has been entered, the Detail Transaction Inquiry screen displays
(see next pages). Procedures for using this screen are as follow:
On line 5, the following fields display:
STWD DOC-NO
AGENCY NO
VO DTE
CFO DTE
AUDIT DTE
VO STAT
VO REASON CD
Statewide Document Number
Voucher Number
Voucher Date
Chief Financial Officer Received Date
Voucher Status
Voucher Reason Code
On line 8, the following fields display:
VOUCHER AMOUNT
OLO
SITE
L1 GF SF FID BE IBI CAT YR
CF
Effective Date:
September 1, 2007
Operating Level Organization
FLAIR Account Code
Certified Forward
Supersedes:
2003
Chapter 34
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
On line 11, the following fields display:
OBJ
RECD STAT
REASON CD
CONT NO
WR TYPE
WR NO
WR DATE
TRANSACTION AMOUNT
Object Code
Record Status
Reason Code
Contract Number
Warrant Type
Warrant Number
Warrant Date
On lines 13 - 18 the following fields display:
VENDOR ID
SUBVENDOR ID
VE NAME
NAME
VE ADDR
OTHER SUBVENDOR ID
NAME
Vendor Identification Number
Sub-vendor Identification Number
Vendor Name (2 lines)
Sub-vendor Name
Vendor Address (3 lines)
Other Sub-vendor Identification Number
Other Sub-vendor Name
Place an “X” in the VIEW INVOICES field on line 21 to view the invoice information. The
Invoice Display screen displays (see page later in this chapter).
Line 22, the NEXT line, may be used to inquire on another statewide document number or
warrant type and number. The TYPE and SEL fields may be used to transfer to a different
screen or accounting function.
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.
PF11- moves screen to the right to view sender Transaction Information.
To access the benefiting information from the Detail Transaction Inquiry Screen, depress the
PF11 key. The Detail Transaction Inquiry Benefiting Information displays (see next pages).
The Detail Transaction Inquiry screen shows the detailed accounting information, including
fund data, agency number, vendor number, vendor name, and vendor mailing address.
To leave the Detail Transaction Inquiry Benefiting Transaction Information screen depress the
PF10 key. The Detail Transaction Inquiry Request screen returns. Procedures for using this
screen follow.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 34
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
On line 8, the following fields display:
STWD DOC-NO
AGENCY NO
Statewide Document Number
Voucher Number
On line 11, the following fields display:
OLO
L1 GF SF FID BE IBI CAT YR
CF
OBJ
TRANSACTION AMOUNT
Operating Level Organization
FLAIR Account Code
Certified Forward
Object Code
On lines 13 - 18 the following fields display:
VENDOR ID
SUBVENDOR ID
VE NAME
NAME
VE ADDR
OTHER SUBVENDOR ID
NAME
Vendor Identification Number
Sub-vendor Identification Number
Vendor Name (2 lines)
Sub-vendor Name
Vendor Address (3 lines)
Other Sub-vendor Identification Number
Other Sub-vendor Name
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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
PF10- moves screen to the left to view Benefiting Transaction Information.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 34
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Detail Transaction Inquiry Screen
Left side of Journal Transfer information STWD = W30000604318
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TRI1
DETAIL TRANSACTION INQUIRY
STWD DOC-NO
AGENCY NO VO DTE
CFO DTE
W3000604318-0001 V000055 08/27/07
VOUCHER AMOUNT
1,606.53
OLO
SITE
850000 00
OBJ RECD STAT REASON CD CONT NO
2210
09/02/2007
AUDIT DTE
08/28/07
VO STAT
P
13:38:09
VO REASON CD
L1 GF SF FID
BE
IBI CAT
YR
85 10 1 000121 85200100 00 040000 00
WR TYPE WR NO
VENDOR ID: 856021050018590010000
VE NAME: COMMUNICATIONS WORKING CAPITAL
VE NAME: SALES OF GOODS/SERVICES TO STAT
VE ADDR:
VE ADDR:
VE ADDR:
WR DATE
CF
TRANSACTION AMOUNT
973.50
SUBVENDOR ID:
NAME:
OTHER SUBVENDOR ID:
NAME:
CONTINUING.......
VIEW INVOICES:
NEXT: STWD DOC-NO:
WR TYPE:
WR NUMBER:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11—PF12--CONT
EXIT MAIN RFRSH TOP
FWD
RGHT
Detail Transaction Inquiry screen
Right side of Journal Transfer information STWD = W30000604318
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TRI1
DETAIL TRANSACTION INQUIRY
09/02/2007
13:38:13
BENEFITING TRANSACTION INFORMATION
STWD DOC-NO
W3000604318-0001
OLO
850000
AGENCY NO
V000055
L1 GF SF FID
BE
IBI CAT
YR
85 10 1 000121 85200100 00 040000 00
VENDOR ID: 856021050018590010000
VE NAME: COMMUNICATIONS WORKING CAPITAL
VE NAME: SALES OF GOODS/SERVICES TO STAT
VE ADDR:
VE ADDR:
VE ADDR:
CF
OBJ
TRANSACTION AMOUNT
937.50
SUBVENDOR ID:
NAME:
OTHER SUBVENDOR ID:
NAME:
CONTINUING........
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--EXIT MAIN
TOP
FWD
LEFT
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 34
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Detail Transaction Inquiry Screen
Left side of Warrant/EFT information STWD = W3000763299
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TRI1
DETAIL TRANSACTION INQUIRY
09/02/2007
STWD DOC-NO
AGENCY NO VO DTE
CFO DTE AUDIT DTE
W3000763299-0001 V000157
08/12/07 08/13/07 08/14/02
VOUCHER AMOUNT
7,019.00
OLO
SITE
850000 00
OBJ RECD STAT REASON CD CONT NO
5160
VO STAT
P
13:39:06
VO REASON CD
L1 GF SF FID
BE
IBI CAT
YR
85 71 2 000121 85100100 00 060000 00
CF
WR TYPE WR NO
WR DATE TRANSACTION AMOUNT
8
0008760 08/14/07
3,024.00
VENDOR ID: VF510313900002
VE NAME: PURCHASING CARD - NATIONSBANK
VE NAME: 2 COMMERCIAL PL 3RD FL
VE ADDR:
VE ADDR:
VE ADDR: NORFOLK
VA 23510
*
SUBVENDOR ID: VF111544734001
NAME: COMPUTERLAND
OTHER SUBVENDOR ID:
NAME:
CONTINUING.......
VIEW INVOICES:
NEXT: STWD DOC-NO:
WR TYPE:
WR NUMBER:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
RGHT
Detail Transaction Inquiry Screen
Right side of Warrant/EFT information STWD = W3000763299
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TRI1
DETAIL TRANSACTION INQUIRY
09/02/2007
13:39:11
BENEFITING TRANSACTION INFORMATION
STWD DOC-NO
W3000763299-0001
OLO
850000
AGENCY NO
V000157
L1 GF SF FID
BE
IBI CAT
YR
85 71 2 000121 85100100 00 060000 00
VENDOR ID:
VE NAME:
VE NAME:
VE ADDR:
VE ADDR:
VE ADDR:
CF
OBJ
TRANSACTION AMOUNT
3,024.00
SUBVENDOR ID:
NAME:
OTHER SUBVENDOR ID:
NAME:
CONTINUING........
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--EXIT MAIN RFRSH TOP
FWD
LEFT
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 34
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Inquiring by Warrant Type and Warrant Number
Once the selection criteria has been entered, the Detail Transaction Inquiry screen displays
(see next pages). Procedures for using this screen follow.
On line 6, the following fields are displayed:
STWD DOC-NO
AGENCY NO
VO DTE
CFO DTE
AUDIT DTE
VO STAT
VO REASON CD
Statewide Document Number
Voucher Number
Voucher Date
Chief Financial Officer Received Date
Central Accounting Audit Date
Voucher Status
Voucher Reason Code
On line 9, the following fields are displayed:
VOUCHER AMOUNT
OLO
SITE
L1 GF SF FID BE IBI CAT YR
CF
Operating Level Organization
FLAIR Account Code
Certified Forward
On line 12, the following fields are displayed:
OBJ
RECD STAT
REASON CD
CONT NO
WR TYPE
WR NO
WR DATE
TRANSACTION AMOUNT
Object Code
Record Status
Reason Code
Contract Number
Warrant Type
Warrant Number
Warrant Date
On lines 14 - 19 the following fields are displayed:
VENDOR ID
SUBVENDOR ID
VE NAME
NAME
VE ADDR
OTHER SUBVENDOR ID
NAME
Effective Date:
September 1, 2007
Vendor Identification Number
Sub-vendor Identification Number
Vendor Name (2 lines)
Sub-vendor Name
Vendor Address (3 lines)
Other Sub-vendor Identification Number
Other Sub-vendor Name
Supersedes:
2003
Chapter 34
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Place an “X” is the VIEW INVOICES field on line 21 to view the invoice information. The
Invoice Display screen displays (see next pages).
Line 22, the NEXT line, may be used to inquire on another statewide document number or
warrant type and number. The TYPE and SEL fields may be used to transfer to a different
screen or accounting function.
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.
PF11- moves screen to the right to view sender Transaction Information.
This Detail Transaction Inquiry also allows one to see the benefiting transaction information.
To access the benefiting data depress the PF11 key. The Detail Transaction Inquiry
Benefiting Transaction Information displays (see next pages). This screen shows the detailed
accounting information, including fund data, agency number and vendor number, name, and
mailing address. To leave the Detail Transaction Inquiry Benefiting Transaction Information
screen depress the PF10 key. The Detail Transaction Inquiry screen will be returned.
Procedures for using this screen are as follow:
On line 7, the following fields display:
STWD DOC-NO
AGENCY NO
Statewide Document Number
Voucher Number
On line 10, the following fields display:
OLO
L1 GF SF FID BE IBI CAT YR CF
OBJ
TRANSACTION AMOUNT
Operating level Organization
FLAIR Account Code
Object Code
On lines 13 - 18 the following fields display:
VENDOR ID
SUBVENDOR ID
VE NAME
NAME
VE ADDR
OTHER SUBVENDOR ID
NAME
Effective Date:
September 1, 2007
Vendor Identification Number
Subvendor Code
Vendor Name (2 lines)
Subvendor Name
Vendor Address (3 lines)
Other Subvendor Identification
Other Subvendor Name
Supersedes:
2003
Chapter 34
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
PF10- moves screen to the left to view Benefiting Transaction Information.
Detail Transaction Inquiry Screen
Left side of Warrant/EFT information WARRANT = 0052920
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TRI1
DETAIL TRANSACTION INQUIRY
STWD DOC-NO
AGENCY NO VO DTE
CFO DTE AUDIT DTE
W3000763299-0002 V000157
08/12/07 08/13/07 08/14/07
VOUCHER AMOUNT
7,019.00
OLO
SITE
850000 00
OBJ RECD STAT REASON CD CONT NO
5160
09/02/2007
VO STAT
13:40:06
VO REASON CD
L1 GF SF FID
BE
IBI CAT
YR
85 71 2 000121 85100100 00 060000 00
CF
WR TYPE WR NO
WR DATE TRANSACTION AMOUNT
8
0052920 08/14/07
3,995.00
VENDOR ID: VF510313900002
VE NAME: PURCHASING CARD - NATIONSBANK
VE NAME: 2 COMMERCIAL PL 3RD FL
VE ADDR:
VE ADDR:
VE ADDR: NORFOLK
VA 23510
*
SUBVENDOR ID: VF111544734001
NAME: DATA CONTROL SUPPLIES, INC.
OTHER SUBVENDOR ID:
NAME:
CONTINUING.......
VIEW INVOICES:
NEXT: STWD DOC-NO:
WR TYPE:
WR NUMBER:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
RGHT
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 34
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Detail Transaction Inquiry Screen
Right side of Warrant/EFT information WARRANT = 0052920
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TRI1
DETAIL TRANSACTION INQUIRY
09/02/2007
13:40:11
BENEFITING TRANSACTION INFORMATION
STWD DOC-NO
W3000763299-0002
OLO
850000
AGENCY NO
V000157
L1 GF SF FID
BE
IBI CAT
YR
85 71 2 000121 85100100 00 060000 00
VENDOR ID:
VE NAME:
VE NAME:
VE ADDR:
VE ADDR:
VE ADDR:
CF
OBJ
TRANSACTION AMOUNT
3,995.00
SUBVENDOR ID:
NAME:
OTHER SUBVENDOR ID:
NAME:
CONTINUING........
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--EXIT MAIN RFRSH TOP
FWD
LEFT
Detail Transaction Invoice Display
To access the Detail Transaction Invoice Display screen place an “X” in the VIEW INVOICES
field on line 21, on either of the Detail Transaction Inquiry screens.
On line 5, the following fields display:
STWD DOC NO
VENDOR ID
Statewide Document Dumber
On lines 9 - 17, the following fields display:
INV NO
ST
AMOUNT
TRANS DT
Invoice Number
Status
Transaction Date
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 34
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Detail Transaction Invoice Display 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
TRI3
DETAIL TRANSACTION INVOICE DISPLAY
STWD DOC-NO: W3000763299-0001
INV NO
ST
AMOUNT
--------- - ----------------CL3274501 A
2,016.00
09/02/2007
13:39:47
VENDOR ID: VF510313900002
TRANS DT INV NO
ST
AMOUNT TRANS DT
-------- --------- - ------------------ -------08/08/07 CL3274502 A
1,008.00 08/08/07
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--EXIT MAIN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 34
Page 11
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 35 AUDIT SUMMARY INQUIRY FUNCTION (VA)
The [Voucher] Audit Summary Inquiry Function (VA) consists of a group of Departmental
FLAIR screens that provide agencies with inquiry capability on the status of vouchers and
journal transfers. This file can be accessed by entering “VA” (Voucher Audit) in the TYPE
field on the Main Accounting Menu or at the bottom of any FLAIR screen. The Audit
Summary Request screen returns (see next pages).
Audit Summary Request
The Audit Summary Request screen displays the three types of inquiry available:
Voucher (Audit Summary)
Journal (Transfer) Audit Summary
Journal (Transfer) Audit Detail
Only inquiry is allowed. The operator can designate which screen will be retrieved by placing
an “X” to the left of the screen title. Each screen has different request criteria.
Posted or deleted records can be accessed on these screens until they pass through nightly
processing. Records remain on the file until they are either posted or deleted.
Audit Summary 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
VAMU
_ VOUCHER
L1 GF
85
AUDIT SUMMARY - REQUEST
SF
FID
BE
IBI
CAT
YR
09/02/2007
STATUS
12:01:00
STATEWIDE DOC NO
_ REFUND OF OVERPAYMENT OF TAXES ACCOUNT
_ JOURNAL AUDIT SUMMARY
_ JOURNAL AUDIT DETAIL
SITE
STATEWIDE DOC NO
STATUS
_ VOUCHER/JT DELETION SCHEDULE
SITE:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Voucher Audit Summary
The Voucher Audit Summary screen shown below will allow agencies to follow the status of
their expense vouchers through the processing cycle in the Bureau of Auditing, Office of the
Chief Financial Officer. This screen is accessed by placing an “X” in the field to the left of
VOUCHER on the Audit Summary Request screen (see previous screen).
Voucher Audit Summary 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
VAVS
VOUCHER AUDIT SUMMARY
L1 GF SF FID
BE
85 10 1 000001
VCHR DATE
SWDN
08/27/07 W3000004899
08/28/07 W3000004904
08/28/07 W3000005976
08/28/07 W3000005977
08/28/07 W3000005978
08/29/07 W3000005996
08/29/07 W3000005997
08/29/07 W3000005998
08/30/07 W3000008123
08/30/07 W3000008124
08/30/07 W3000008125
08/30/07 W3000008126
IBI CAT
YR
00
AGN DOC CF ------ AMOUNT ------V000286 C
43.01
V000791 C
1,697.66
VUP0009
VUP0010
2,397.88
VUP0011
2,165.07
V001158
550.00
V001160
80.58
VF01322
916.09
VF01421
1,014.52
VF01422
107.69
VF01423
7.04
VF01424
16.00
09/02/2007 12:01:04
PAGE 0001
SC
A
A
D
P
P
A
Q
A
A
A
A
A
SC DATE
RCVD DATE
08/28/07
08/29/07
08/29/07
08/29/07
08/28/07
08/30/07
08/30/07
09/02/07
09/02/07
08/29/07
08/29/07
CONTINUING....
NEXT L1 GF SF FID
BE
IBI CAT
YR SC SWDN
85 10 1 000001
00
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
The data displayed on this screen depends upon the search criteria entered on the request
screen. In each case, the display will be in order of Statewide Document Number within the
account data requested. The acceptable search criteria and sort procedures follow.
L1
This will begin with the lowest Statewide Document Number and proceed to the
highest.
L1, GF, SF, and FID
This begins with the lowest number budget entity for that FID, lowest IBI, and
lowest category and proceed to the highest.
L1, GF, SF, FID, and BE
This begins with the lowest IBI and lowest account code and proceeds to the
highest within that FID and BE.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
L1, GF, SF, FID, BE, and IBI
This begins with the lowest category and proceeds to the highest within that
FID, BE, and IBI.
L1, GF, SF, FID, BE, IBI, and CAT
This displays records for this account only.
L1 and Status Code
This begins with the lowest account code and proceeds to the highest,
displaying only those records with the Status Code requested.
L1 and Statewide Document Number
This displays the record requested.
The system completes a security edit and displays only those records for which the operator
has authorization to access. If this edit fails, the message “Security Violation” displays on the
screen.
When all records of a particular search criterion have been accessed, the system displays the
message “End of Search”. The operator can elect at any time to change the search criteria
by making use of the NEXT line, or by using the TYPE and SEL fields on line 22 to transfer to
a different 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
The following is a list of Summary Status Codes that indicate the processing stage of a
voucher or journal transfer:
A - Voucher added to Central Accounting System
C - Voucher rejected because the account code does not exist
D - Voucher deleted by auditor at agency’s request
E - Any voucher assigned a statewide document number and then deleted
F - Account carries special attention flag (1, 2, or 3); override must be used to post
I - Record input manually
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
N - Voucher rejected by the system because of negative balance. Rejection codes are
programmatically assigned. Those displayed with ‘N’ may include:
1 = Negative Cash balance
2 = Negative Release balance
3 = Negative Cash and Release balances
4 = Other atypical balance
5 = Negative Release balance at control account level
6 = Negative Cash and Release balance at control account level
7 = Other atypical balance at control level
O - Voucher overridden and posted
P - Voucher audited and posted to the Central Accounting System
Q - Voucher added to Central Accounting System that requires the attention (Object
codes: 1100XX, 2810XX, 2820XX, and 4980XX)
R - Voucher rejected by the auditor
V - Voucher verified by the auditor but not posted
W – Manual warrant cancellation
Refund of Overpayment of Taxes Account
The Voucher Audit Summary ROT (Refund of Overpayment of Taxes Account) screen seen
below allows agencies to follow the status of any tax refund vouchers (all agencies,
statewide) through the processing cycle in the Bureau of Auditing, Office of the Chief
Financial Officer. This screen is accessed by placing an “X” in the field to the left of the
REFUND OF OVERPAYMENT OF TAXES ACCOUNT line on the Audit Summary Request
screen (see screen at the beginning of this chapter), The data displayed on this screen is in
order of Statewide Document Number, lowest to highest.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Voucher Audit Summary ROT 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
VARS
-------RECEIPT
L1 GF SF FID
95 74 1 000405
95 74 1 000405
95 74 2 000371
95 74 2 000371
95 74 2 000405
95 74 2 000405
95 74 1 000405
VOUCHER AUDIT SUMMARY - ROT
SOURCE CODE------BE
IBI CAT
95400000 00 000305
95400000 00 000305
95400000 00 000302
95400000 00 000302
95400500 00 000302
95400500 00 000305
95400500 00 000301
STATEWIDE
DOC-NO
C3000001510
C3000001513
C3000001516
C3000001519
C3000001526
C3000001532
C3000001547
*** TOTAL
09/02/2007
12:01:07
PAGE 0001
VOUCHER AMOUNT
SC AUDIT DT
173,104.98 A
160,097.60 A
27,489.74 A
63,325.16 A
32,426.93 A
16,276.33 A
4,393.78 A
477,114.52
CONTINUING........
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
When all records have been accessed, the system displays the message “End of Search”.
The operator may elect to change the function by using the TYPE and SEL fields on line 22 to
transfer to a different screen, or the PF3 key to return to the Audit Summary Request screen
at any 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Journal Audit Summary
The JT Summary Inquiry screen (shown next) allows agencies to follow the status of their
Journal Transfers through the processing cycle in the State Accounts Section of the Office of
the Chief Financial Officer. Access the screen by placing an “X” in the field to the left of the
JOURNAL AUDIT SUMMARY selection on the Audit Summary Request screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
JT Summary 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
VAJS
JT SUMMARY - INQUIRY
SITE
C
F
C
C
P
I
STATEWIDE
DOC
C2000033320
W300000 42
W3000000132
W3000008445
W3000019752
W3000022358
W3000024001
CONTINUING....
NEXT SITE STATEWIDE DOC
AGENCY
DOC
RS02-30
V000883
V001360
V003873
V005654
V006000
V006124
09/02/2007
AMOUNT
5,467.76
23,326.53
5,250.35
1,211.40
525.35
3,100.97
82,457.92
STATUS
CODE
P
A
A
P
A
P
N
12:01:11
STATUS
DATE
08/27/07
08/28/07
08/29/07
08/29/07
STATUS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
The data displayed on this screen depends upon the search criteria entered on the request
screen. The acceptable means of inquiry and sort procedures follow.
OLO
This will begin with the lowest Statewide Document Number for that OLO and
proceed to the highest.
OLO and SITE
This begins with the lowest Statewide Document Number within that OLO and
SITE and proceeds to the highest.
OLO, SITE, and Status Code
This begins with the lowest Statewide Document Number within the search
criteria and proceeds to the highest.
OLO and Status Code
This begins with the lowest Statewide Document Number in the OLO with the
status requested.
OLO and Statewide Document Number
Display record requested.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The PI (Period Indicator) field has been added by the CFO’s Central Accounts Section to
make bookkeeping entries/corrections while in dual year accounting. This field is not
accessible by the agencies. If used, it carries a “Y” for prior year. Otherwise, it is blank.
Also, the amount carried for a record on the JT Summary screen should equal the total of the
same record on the JT Voucher Detail screen.
The system will complete a security edit to determine if the OLO of the operator’s password is
the same as the requested OLO. If the edit fails, the message “Security Violation” displays.
When all records for a particular request have been displayed, the message “End of Search”
returns. The operator may elect to change the request criteria by using the NEXT line at the
bottom of the screen, or use TYPE and SEL fields on line 22 to transfer to a different screen
at any 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Please refer to the descriptions of the Voucher Audit Summary screen earlier in this chapter
for a listing of status codes and their definitions.
Journal Audit Detail
The JT Voucher Detail Inquiry screen shown below will allow agencies to view detail data for
their journal transfer vouchers.
This screen is accessed by placing an “X” to the left of the JOURNAL AUDIT DETAIL option
of the Audit Summary Request screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
JT Voucher 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
VAJD
JT VOUCHER DETAIL - INQUIRY
STATEWIDE DOC
W3000033320
AGENCY DOC
V001861
PI
SITE
L1 GF SF FID
BE
IBI CAT
YR
85 10 1 000121 85100200 00 040000 00
85 20 2 038001 85100200 00 040000 00
85 20
85 20
12:02:04
JT DATE
08/30/07
STATUS DATE
08/30/07
CF
OBJ
2610
2618
TC
20
21
AMOUNT
86.42
86.42
2610
2618
20
21
371.50
371.50
2 573002 85100200 00 040000 00
2 038001 85100200 00 040000 00
TOTAL
CONTINUING....
NEXT: SITE STATEWIDE DOC
09/02/2007
STATUS
P
EC
A
A
N
N
457.92
STATUS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
The data displayed depends upon the search criteria entered on the request screen. The
acceptable search criteria and the sort process follow:
OLO
This begins with the lowest Statewide Document Number within that OLO and
proceeds to the highest.
OLO and SITE
This begins with the lowest Statewide Document Number within that OLO and
SITE and proceeds to the highest.
OLO, SITE, and Status Code
This begins with the lowest Statewide Document Number within the search
criteria and proceeds to the highest.
OLO and Status Code
This begins with the lowest Statewide Document Number in the OLO with the
status requested and proceeds to the highest.
OLO and Statewide Document Number
This displays the record requested.
The PI (Period Indicator) field has been added by the CFO’s Central Accounts Section to
make bookkeeping entries/corrections while in dual year accounting. This field is not
accessible by the agencies. If used, it carries a “Y” for prior year. Otherwise, it will be blank.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Also, the total displayed for the journal transfer is the total for the transaction code (not
including the offset transactions).
The system will complete a security edit to determine if the OLO of the operator’s password is
the same as the requested OLO. If the edit fails, the message “Security Violation” displays.
On line 9, we introduce two fields:
TC
Central Accounting Transaction Code. A list of these is in chapter
27.
EC
Error Code. Follows the Status Code abbreviations, see page four
of this chapter.
When all records for a particular request have been displayed, the message “End of Search”
returns. The operator may change the search criteria by using the NEXT line at the bottom of
the screen, or using the TYPE and SEL fields on line 22 to transfer to a different screen at
any 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Posted Journal Transfer Report
The Office of the Chief Financial Officer produces the Posted Journal Transactions Report on
a nightly basis. This lists all Journal Transfer Transactions accepted (posted) by the CFO’s
Central Accounting System. This information is sorted by OLO, SITE, and Statewide
Document Number. Both the disbursing agency and the benefiting (receiving) agency
receive a Posted Journal Transactions Report. Examples of these reports are on the next
pages.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
POSTED JOURNAL TRANSACTIONS BY SWDN WITHIN INITIATING OLO AND SITE REPORT
CNPPPJT2 - 01 RUN DATE 09/02/2007
AS OF 08/30/2002
FLAIR - CENTRAL ACCOUNTING
POSTED JOURNAL TRANSACTIONS BY SWDN WITHIN INITIATING OLO AND SITE
AUDIT LOCATION - STATEWIDE
OLO
850000
- DEPARTMENT OF THE TREASURY
SITE 00
- DIV. OF ADM. - G/R - EXPENSES
SWDN W3000026741
ADOCNO V000295
ACCOUNT CODE
CF TC OBJECT
------------------------------------ -- -- -----85 10 1 000007 85980000 00 103241 00
25
4120
850000
PAGE
AMOUNT
----------------38.00
85 10 1 000007 85980000 00 103241 00
25
4120
268.00
85 10 1 000007 85980000 00 103241 00
25
4120
63.00
85 10 1 000128 85100128 00 040000 00
25
2210
263.43
85 10 2 000128 85100128 00 040000 00
25
2210
941.07
85 20 1 000128 85100128 00 040000 00
25
2210
389.16
85 20 2 000128 85100128 00 040000 00
25
2210
64.11
TRANSACTION CODE TOTAL
- 25
Effective Date
September 1, 2007
2,026.77
45
00
1
---------------- BENEFITING DATA -----------------ACCOUNT CODE
CF TC OBJECT
------------------------------------ -- -- -----90 60 2 078001 90700200 00 005800 00
45
INVOICE # D3500
38.00
90 60 2 078001 90700200 00 005800 00
45
INVOICE # D3500
268.00
90 60 2 078001 90700200 00 005800 00
45
INVOICE # 092000
63.00
86 60 2 105001 92900000 00 001903 00
45
INVOICE # 092000
263.43
86 60 2 105001 92900000 00 001503 00
45
INVOICE # 092000
941.07
86 60 2 105001 92900000 00 001903 00
45
INVOICE # 092000
389.16
86 60 2 105001 92900000 00 001503 00
45
INVOICE # 092000
64.11
2,026.77
Supersedes
2003
Chapter 35
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
POSTED JOURNAL TRANSACTIONS BY SWDN WITHIN BENEFITING OLO AND SITE REPORT
CNPPPJT4 - 01 RUN DATE 09/02/2007
AS OF 08/30/2007
FLAIR - CENTRAL ACCOUNTING
POSTED JOURNAL TRANSACTIONS BY SWDN WITHIN BENEFITING OLO AND SITE
AUDIT LOCATION - STATEWIDE
OLO
910000
- DEPARTMENT OF THE TREASURY
SITE 00
- DIV. OF C & C - G/R - MISC. REV.
SWDN W3000030813
910000
PAGE
OLO
SITE
00
1
860000 - DEPARTMENT OF TH TREASURY
01 - DIV. OF ADM. - G/R - EXPENSES
(850)410-9660
ADOCNO V000376
ACCOUNT CODE
-----------------------------------86 20 2 149001 86100000 00 104133 00
CF
-C
TC
-29
OBJECT
-----8110
86 20 2 149001 86100000 00 104133 00
C
29
8110
18,391.84
86 60 2 105001 86900000 00 001903 00
29
2210
263.43
86 60 2 105001 86900000 00 001903 00
29
2210
941.07
86 60 2 105001 86900000 00 001903 00
29
2210
389.16
86 60 2 105001 86900000 00 001903 00
29
2210
64.11
TRANSACTION CODE TOTAL
- 29
Effective Date
September 1, 2007
16,013.79
AMOUNT
----------------5,964.18
49
---------------- BENEFITING DATA -----------------ACCOUNT CODE
CF TC OBJECT
------------------------------------ -- -- -----91 71 2 339015 91500800 00 001510 00
49
INVOICE # 0401-0630
5,964.18
91 71 2 339018 91501500 00 001510 00
49
INVOICE # 0401-0630
18,391.84
85 10 1 000128 85100128 00 040000 00
49
INVOICE # 092000
263.43
85 10 2 000128 85100128 00 040000 00
49
INVOICE # 092000
941.07
85 10 1 000128 85100128 00 040000 00
49
INVOICE # 092000
389.16
85 10 2 000128 85100128 00 040000 00
49
INVOICE # 092000
64.11
26,013.79
Supersedes
2003
Chapter 35
Page 11
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Voucher/Journal Transfer Deletion Schedule
The Voucher/JT Deletion Schedule screen displayed below allows agencies to view the
vouchers and/or journal transfers rejected by the system due to a negative balance. Access
this screen by placing an “X” to the left of the VOUCHER/JT DELETION SCHEDULE option
on the VA Menu.
Voucher/JT Deletion Schedule 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
VADS
SITE
00
C3
C3
00
R6
R1
R1
R1
R1
R1
00
R6
VOUCHER/JT DELETION SCHEDULE
VOUCHER
DATE
08/28/07
08/29/07
08/29/07
08/29/07
08/29/07
08/30/07
08/30/07
08/30/07
08/30/07
08/30/07
08/30/07
08/30/07
STATEWIDE
DOC
W3000020767
W3000024322
W3000024603
W3000024677
W3000024686
W3000028168
W3000028175
W3000028177
W3000028182
W3000028184
W3000028415
W3000028458
AGENCY
DOC
V003041
V003060
V003061
V003062
V003063
V003097
V003099
V004000
V004002
V004008
V004089
V006077
09/02/2007
AMOUNT
272.24
9,967.60
26.95
2,159.95
185.44
81.86
215.04
193.89
589.93
1,075.20
757.18
9,402.10
SC
N
N
N
N
N
N
N
N
N
N
N
N
11:46:25
SCHEDULED
DELETION DATE
09/04/07
09/05/07
09/05/07
09/05/07
09/05/07
09/06/07
09/06/07
09/06/07
09/06/07
09/06/07
09/06/07
09/06/07
CONTINUING....
NEXT: SITE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
The data displayed on this screen depends upon the search criteria entered on the request
screen. The user may select search criteria of OLO only, or OLO and SITE. In each case,
the data displays with the most current Scheduled Deletion Date displayed first.
The system attempts to post all negative voucher and/or journal transfers for 5 consecutive
days. If after the 5-day period the voucher or journal transfer has not posted, it is
automatically deleted by the system.
When all of the records for particular search criteria have been accessed, the system displays
the message “END OF SEARCH.” The operator can elect at any time to change the search
criteria by making use of the NEXT line, or by using the TYPE and SEL fields to transfer to a
different screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 12
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
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.
Florida Fact:
Florida was admitted to
the US as the 27th state
on March 3, 1845.
(source: Florida Department of State)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 35
Page 13
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 36 VENDOR PAYMENT INQUIRY FUNCTION (VH)
The Vendor Payment Inquiry Function (VH) allows agencies to use FLAIR Departmental
screens to inquire into Vendor Payment History, Unpaid Vouchers, and Warrant
Reconciliation records as they exist in the CFO’s (Chief Financial Officer) Central Accounting
System. The information on these files is maintained at the OLO (Operating Level
Organization), or agency level.
To access this file, input “VH” (Vendor History) in the TYPE field on any FLAIR screen. The
Vendor Payment Inquiry screen displays (see below). The user can access information by
Vendor Number, Vendor Name, or Warrant Number through this screen.
The Vendor Payment Inquiry screen displays the three types of inquiry available: Vendor
History [VH], Unpaid Vouchers [UV], and Warrant Reconciliation [WR]. The operator types an
“X” in the appropriate column to designate which screen to retrieve. Each request has
different selection criteria and is explained in the corresponding sections of this chapter.
Vendor Payment 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
VHIR
VENDOR PAYMENT INQUIRY
VH - VENDOR HISTORY
09/04/03 THROUGH 09/03/07
VH
-_
_
_
_
_
UV
-_
WR
_
_
UV - UNPAID VOUCHERS
AS OF PREVIOUS WORK DAY
13:10:00
WR - WARRANT
RECONCILIATION
SELECTION CRITERIA
----------------------------------------------VENDOR NUMBER:
MONTH:
YEAR:
VENDOR NAME:
MONTH:
YEAR:
SUMMARY TOTALS OF REQUESTED VH RECORDS
SEARCH THRU MONTH:
YEAR:
WARRANT NUMBER
_
09/02/2007
WARRANT TYPE:
WARRANT DATE:
WARRANT DATE
WARRANT NUMBER:
(OPTIONAL)
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Vendor History (VH)
The information available through Vendor History is a result of warrant processing for
payments to vendors. This file contains vendor payment information for five years. The exact
dates are shown on line 5 of the Vendor Payment Inquiry Request screen (see previous
page).
The operator can make Vendor History inquiries by Vendor Number, Vendor Name, or
Warrant Number. The operator can also view both the Vendor Payment History screen and
the Vendor Payment History Summary Total screen for each request. Each screen, along
with its corresponding selection criteria, is discussed in detail in this chapter.
Inquire by Vendor Number
To inquire by Vendor Number, retrieve the Vendor Payment Inquiry Request screen (VH).
Place an “X” in the VH field on line 9. Place the nine digits of Vendor Identification in the
VENDOR NUMBER field on line 9 and depress the ENTER key. (Vendor type, vendor
indicator, and sequence number should not be input in the VENDOR NUMBER field, only the
nine-digit VENDOR ID.)
If information for a specific month and year is desired, input an “X” on line 10 with month and
year in the appropriate fields as part of the request. If either month or year is entered, then
the other must also be entered.
The system retrieves the Vendor Payment History Inquiry by Vendor Number screen with all
records on file for that Vendor Number, (see next pages). Up to two records display on a
screen at one time.
On the Vendor Payment History Inquiry by Vendor Number screen, lines 9 - 16 display the
following fields for inquiry:
ACCOUNT CODE
CFI
AMOUNT
VCHR NO
CFO REC
PAY
VENDOR NO
SWDN
OBJ
CNTR NO
WT NO
WT DATE
CANX
VEN NAME
Effective Date:
September 1, 2007
The FLAIR Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR)
Certified Forward Indicator
Warrant Amount
Voucher Number
Chief Financial Officer Receipt Date
Payment Indicator (Purchasing Card, Revolving Fund, etc.)
Vendor Number
Statewide Document Number
Object Code
Contract Number
Warrant Number
Warrant Date
Cancelled Indicator
Vendor Name
Supersedes:
2003
Chapter 36
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Lines 19 and 20 display the SEL LEGEND (Select Legend). The operator may elect to
transfer to the Invoice Display screen (I), the Detail Transaction Inquiry screen (T), or the
Warrant Reconciliation screen (W).
To view invoice information, place an “I” in the SEL field corresponding with lines 9 and
14. The Invoice Display screen appears (see next pages). This screen shows the
invoice number and status code for each invoice. The invoice status codes are: Aadded, D-deleted, P-partial waived, and W-waived. Depress PF3 to return to the
Vendor Payment History Inquiry By Vendor Number screen.
To view transaction detail, place a “T” in the SEL field corresponding with lines 9 or 14.
The Detail Transaction Inquiry screen displays (see next pages). This screen shows
detailed accounting information; including fund data, voucher number, warrant number,
and mailing address. The operator may display the Invoice Display screen for the
detail record given by inputting any character in the VIEW PAYMENTS field and
depressing the ENTER key. Upon depressing PF3, the Detail Transaction Inquiry
screen returns. To leave the Detail Transaction Inquiry screen, depress PF3 to return
to the Vendor Payment History Inquiry by Vendor Number screen, or use the TYPE
and SEL fields to transfer to another screen or accounting function.
To view warrant information, place a “W” in the SEL field corresponding with lines 9 or
14. The Warrant Reconciliation Inquiry screen displays (see screen later in this
chapter).. This screen shows detailed warrant information including the warrant
number, type, date, and status. Depress PF3 to return to the Vendor Payment History
Inquiry by Vendor Number screen or use the TYPE and SEL fields to transfer to
another screen or accounting function.
On line 22, the NEXT line may be used to inquire on another vendor number. The MM and
YY fields can be used to request information for a specific month and year. The TYPE and
SEL fields may be used to transfer to a different 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Vendor Payment History Inquiry by Vendor Number 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
VHI1
09/02/2007
VENDOR PAYMENT HISTORY - INQUIRY BY VENDOR NUMBER
13:10:09
ACCOUNT CODE
CFI
AMOUNT VCHR NO CFO REC PAY
SEL VENDOR NO
SWDN
OBJ CNTR PYMT: TP-NO------DATE
CANX
--- ------------------------------------- -------------- ------- -------- ---85-102-021020-85200400-00-040000-00
316.53 V003722 07/10/07
VF131426500014
W3000378974
2270
4 1100412 07/10/02
VEN NAME: UNITED PARCEL SERVICE
85-102-021020-85200400-00-040000-00 C
VF131426500014
W3000378975
2270
VEN NAME: UNITED PARCEL SERVICE
49.44
4
V003731 07/11/07
1100413 07/11/07
SEL LEGEND:
I = INVOICE INQUIRY
W = WARRANT RECONCILIATION INQUIRY
T = TRANSACTION INQUIRY
CONTINUING...
NEXT: VENDOR NO:
MM:
YY:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Invoice Display Screen
Using “I” in the SEL field of a Vendor Payment History 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
VHI0
INVOICE DISPLAY - SWDN: W3000378974
INV NO
--------1 02004161
3 02198240
ST
AMOUNT TRANS DT
-- ------------- -------A
101.40 07/05/07
A
128.33 07/09/07
09/02/2007
VEN ID: VF131426500
13:10:11
INV NO
ST
AMOUNT
TRANS DT
--------- -- ------------- -------2 02158406 A
86.80 07/08/07
CONTINUING...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Detail Transaction Inquiry Screen
Using “T” in the SEL field of a Vendor Payment History 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
VHI8
DETAIL TRANSACTION INQUIRY
09/02/2007
13:10:14
SWDN
L1 GF SF FID
BE
IBI CAT
YR CF OBJ
VCHR AMOUNT
W3000378975 85 10 2 021020 85200400 00 040000 00 C 2270
49.44
AGCY DOC VCHR DT
CFO REC DT AUDIT DT
SITE
WARRANT DT TRANS AMOUNT
V003731
07/10/07
07/11/07
07/11/07
00
07/11/07
49.44
RECORD RECORD
VCHR
VCHR
RECORD CONTRACT
WARRANT
VCHR SUBSYS
STATUS REASON
STATUS REASON TYPE
NUMBER
TP NUMBER
TYPE CODE
H
4 1100413
L1
S
VENDOR ID: VF131426500014
VENDOR NAME: UNITED PARCEL SERVICE
VENDOR NAME:
ADDRESS: PO BOX 7247-0244
ADDRESS: PHILADELPHIA
PA 19170-0001*
ADDRESS:
SUBVENDOR ID:
SUBVENDOR NAME:
OTHER SUBVENDOR ID:
OTHER SUBVENDOR NAME:
VIEW INVOICES:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Inquire by Vendor Name
To inquire by Vendor Name, retrieve the Vendor Payment Inquiry screen (VH). Place an “X”
in the VH column on line 11. Place the Vendor Name in the VENDOR NAME field on line 11
and depress the ENTER key. If the Vendor Name is not an exact match, the system starts
with the inquiry with the closest match in alphabetical order.
If information for a specific month and year is desired, input an “X” on line 12 with MONTH
and YEAR in the appropriate fields as part of the request. If either month or year is entered,
then the other must also be entered.
The system retrieves the Vendor Payment History Inquiry by Vendor Name screen with all
records on file for that Vendor Name (see upcoming pages). Up to two records will be
displayed on a screen at one time.
On the Vendor Payment History Inquiry by Vendor Name screen lines 8 - 15 display the
following fields for inquiry:
VEN NAME
ACCOUNT CODE
CFI
AMOUNT
Effective Date:
September 1, 2007
Vendor Name
The FLAIR Account Code (L1, GF, SF, FID, BE, IBI, CAT,
YR)
Certified Forward Indicator
Warrant Amount
Supersedes:
2003
Chapter 36
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
VCHR NO
CFO REC
PAY
VENDOR NUMBER
SWDN
OBJ
CNTR
PYMT TP
PYMT NO
PYMT DATE
CANX
Voucher Number
Chief Financial Officer Receipt Date
Payment Indicator (Purchasing Card, Revolving Fund, etc.)
Vendor Number
Statewide Document Number
Object Code
Contract Number
Warrant Type
Warrant Number
Warrant Date
Cancelled Indicator
Lines 19 and 20 display the SEL LEGEND (Select Legend). The operator may elect to
transfer to the Invoice Display screen (I), the Transaction Inquiry screen (T), or the Warrant
Reconciliation screen (W).
To view invoice information, place an “I” in the SEL field corresponding with lines 8 or
13. The Invoice Display screen returns. This screen shows the invoice number and
status code for each invoice. The invoice status codes are: A-added, D-deleted, Ppartial waived, and W-waived. Depress PF3 to return to the Vendor Payment History
Inquiry By Vendor Name screen.
To view transaction detail, place a “T” in the SEL field corresponding with lines 8 and
13. The Detail Transaction Inquiry screen displays. This screen will show detailed
accounting information; including fund data, voucher number, warrant number, and
mailing address. The operator may display the Invoice Display screen for the detail
record given by inputting any character in the view payments field and depressing
ENTER. Upon depressing PF3, the Detail Transaction Inquiry screen returns. To
leave the Detail Transaction Inquiry screen, depress PF3 to return to the Vendor
Payment History Inquiry by Vendor Name screen, or use the TYPE and SEL fields to
transfer to another screen or accounting function. (See screens on upcoming pages.)
To view warrant information, place a “W” in the SEL field corresponding with lines 8
and 13. The Warrant Reconciliation Inquiry screen returns (see screen later in this
chapter). This screen shows detailed warrant information including the warrant
number, type, date, and status. Depress PF3 to return to the Vendor Payment History
Inquiry by Vendor Name screen or use the TYPE and SEL fields to transfer to another
screen or accounting function.
On line 22, the NEXT line, may be used to inquire on another vendor number. The MM and
YY fields can be used to request information for a specific month and year. The TYPE and
SEL fields may be used to transfer to a different 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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
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.
Vendor Payment History Inquiry by Vendor Name
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VHI2
09/02/2007
VENDOR PAYMENT HISTORY – INQUIRY BY VENDOR NAME
13:10:18
ACCOUNT CODE
CFI
AMOUNT VCHR NO CFO REC PAY
SEL VENDOR NUMBER
SWDN
OBJ CNTR PYMT: TP-NO------DATE
CANX
--- ------------------------------------- -------------- ------- -------- ---VEN NAME: UNITED PARCEL SERVICE
85-102-021002-85010000-00-040000-00
316.53 V003722 07/10/07
VF131426500014
W2000378974
2270
4 1100412 07/10/07
VEN NAME: UNITED PARCEL SERVICE
85-102-021020-85200400-00-040000-00 C
VF131426500014
W2000378975
2270
SEL LEGEND:
49.44
4
V003731 07/11/07
1100413 07/11/07
I = INVOICE INQUIRY
W = WARRANT RECONCILIATION INQUIRY
T = TRANSACTION INQUIRY
CONTINUING...
NEXT: VEN NAME
MM:
YY:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Vendor Payment History Summary Totals
A user may view a Vendor History Summary Total by Vendor Number or Vendor Name. To
request a summary by Vendor Number, retrieve the Vendor Payment Inquiry screen (VH).
Place an “X” in the VH field corresponding with line 9, as well as the 9-digit Vendor
Identification Number in the VENDOR NUMBER field. On this request, the Vendor Type,
Vendor Indicator, nor Sequence Number should be include in the VENDOR NUMBER field.
Only the nine digits of VENDOR ID should be input. Next, place an “X” in the VH field
corresponding with line 13 and depress the ENTER key.
To request a summary by Vendor Name, place an “X” in the VH field corresponding with line
11, as well as the Vendor Name in the VENDOR NAME field. If the Vendor Name is not an
exact match, the system starts the inquiry with the closest match in alphabetical order. Then
place an “X” in the VH field corresponding with line 13 and depress the ENTER key.
The system retrieves the appropriate Vendor Payment History Summary Total screen
summarizing all records on file for that specific request. The next page shows the Summary
Total for Requested Vendor Number and Summary Total for Requested Vendor Name
screens.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The VENDOR NAME or VENDOR ID, TIME PERIOD, and the TOTAL AMOUNT fields are
displayed.
By placing an “X” in the DETAIL REQUEST field, the operator may view the detail records
which make up the summary total.
The NEXT line may be used to request another vendor name or vendor number. The search
criteria for a specific month and year through another specific month and year may also be
requested. The MONTH and YEAR fields are 2 digit numeric fields. The TYPE and SEL
fields are available to transfer to a different screen or function.
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.
Vendor Payment History Summary Total for Vendor Number 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
VHI3
09/02/2007 13:10:21
VENDOR PAYMENT HISTORY - SUMMARY TOTAL FOR REQUESTED VENDOR NUMBER
VENDOR ID:
131426500
TIME PERIOD:
09/03
THRU
TOTAL AMOUNT:
09/07
34,614.29
NEXT VENDOR NUMBER:
BEGIN SEARCH MONTH:
YEAR:
DETAIL REQUEST:
THROUGH
MONTH:
YEAR:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Vendor Payment History Summary Total for Vendor Name 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
VHI4
09/02/2007 13:10:24
VENDOR PAYMENT HISTORY - SUMMARY TOTAL FOR REQUESTED VENDOR NAME
VENDOR NAME:
UNITED PARCEL SERVICE
TIME PERIOD:
09/03
THRU
TOTAL AMOUNT:
09/07
34,614.29
NEXT VENDOR NAME:
BEGIN SEARCH MONTH:
YEAR:
DETAIL REQUEST:
THROUGH
MONTH:
YEAR:
TYPE
SEL
Emter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
Vendor Payment History – Inquiry by Warrant Number
To inquire by Warrant Number, retrieve the Vendor Payment Inquiry screen (VH). Place an
“X” in the VH field on line 16. Also on line 16 input the desired Warrant Number and
corresponding Warrant Date in the WARRANT NUMBER and WARRANT DATE fields,
respectively, and depress the ENTER key.
The system retrieves the Vendor Payment History Inquiry by Warrant Number screen (see
page later in this chapter). It displays all records on file for the specified warrant number.
On the Vendor Payment History Inquiry by Warrant Number screen, lines 5 and 6 display the
following fields for inquiry:
WARRANT NUMBER
WARRANT DATE
ACCOUNT CODE
The FLAIR Account Code (L1 GF, SF, FID, BE, IBI, CAT, YR)
CFI
Certified Forward Indicator
On lines 10 - 12, the following fields display for inquiry:
VENDOR NUMBER
SWDN
AMOUNT
Effective Date:
September 1, 2007
Vendor Identification Number
Statewide Document Number
Warrant Number
Supersedes:
2003
Chapter 36
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CFO REC
PAY IND
OBJECT CODE
CONTRACT NO
VOUCHER NUMBER
VCHR DT
CANCELLED
VEN NAME
Chief Financial Officer Receipt Date
Payment Indicator (Purchasing Card, Revolving Fund, etc.)
Contract Number
Voucher Date
Cancelled Indicator
Vendor Name
Lines 19 and 20 display the SEL LEGEND (Select Legend). The operator may elect to
transfer to the Invoice Display screen (I), Detail Transaction Inquiry screen (T), or Warrant
Reconciliation screen (W).
To view invoice information, place an “I” in the SEL field corresponding with line 10.
The Invoice Display screen returns (see previous pages). This screen shows the
invoice number and status code for each invoice. The invoice status codes are: Aadded, D-deleted, P-partial waived, and W-waived. Depress PF3 to return to the
Vendor Payment History Inquiry by Warrant Number screen.
To view transaction detail, place a “T” in the SEL field corresponding with line 10. The
Detail Transaction Inquiry screen displays. This screen shows detailed accounting
information; including fund data, voucher number, warrant number, and mailing
address. The operator may display the Invoice Display screen for the detail record
given by inputting any character in the VIEW PAYMENTS field and depressing the
ENTER key. Upon depressing PF3, the Detail Transaction Inquiry screen returns. To
leave the Detail Transaction Inquiry screen, depress PF3 to return to the Vendor
Payment History Inquiry by Warrant Number screen, or use the TYPE and SEL fields
to transfer to another screen or accounting function. (See screens on previous pages.)
To view warrant information, place a “W” in the SEL field corresponding with line 10.
The Warrant Reconciliation Inquiry screen returns. This screen shows detailed
warrant information including the warrant number, type, date, and status. Depress
PF3 to return to the Vendor Payment History Inquiry by Warrant Number screen; or
use the TYPE and SEL, fields to transfer to another screen or accounting function.
On line 22, the NEXT line may be used to inquire on another warrant number and date. The
TYPE and SEL fields may be used to transfer to a different 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Vendor Payment History Inquiry by Warrant Number 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
VHI5
VENDOR PAYMENT HISTORY - INQUIRY BY WARRANT NUMBER
09/02/2007
13:10:35
WARRANT NUMBER: 2213962
WARRANT DATE: 08/08/07
ACCOUNT CODE: 85-102-021020-85200400-00-040000-00 CFI:
VENDOR NUMBER
SWDN
SEL OBJECT CODE
CONTRACT NO
--- ------------------------VEN NAME: A & B PUBLICATIONS
VF271111735001
W3000127516
3990
TOTAL
AMOUNT
VOUCHER NUMBER
--------------
CFO REC
VCHR DT
--------
177.39
V010309
08/08/07
08/09/07
PAY IND
CANCELLED
----------
177.39
SEL LEGEND:
I = INVOICE INQUIRY
W = WARRANT RECONCILIATION INQUIRY
T = TRANSACTION INQUIRY
CONTINUING....
NEXT: WARRANT NUMBER:
DATE:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Unpaid Vouchers (UV)
The information available on Unpaid Vouchers is a list of processed vouchers for which
warrants have not yet been produced.
Unpaid Voucher inquiries are made by using either vendor number or vendor name. Details
about these screens are discussed on the following pages.
Inquire by Vendor Number
To inquire by Vendor Number, retrieve the Vendor Payment Inquiry (VH). Place an “X” in the
UV column on line 9. Place the 9-digit of vendor identification in the VENDOR NUMBER field
also on line 9 and depress the ENTER key. Vendor type, vendor indicator, nor sequence
number should be input in the VENDOR NUMBER field. Only the nine digits of VENDOR ID
should be input.
The system retrieves the Unpaid Vouchers Inquiry by Vendor Number screen with all records
on file for that Vendor Number (see screen later in this chapter). Up to two records display on
a screen at one time.
On the Unpaid Vouchers Inquiry by Vendor Number screen, lines 8 - 15 display the following
fields for inquiry:
ACCOUNT CODE The FLAIR Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR)
CFI
Certified Forward Indicator
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 11
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
AMOUNT
VCHR NO
CFO REC
PAY
VENDOR NO
SWDN
OBJ
CNTR NO
RCD ST
RSN CODE
VEN NAME
Voucher Amount
Voucher Number
Chief Financial Officer Receipt Date
Payment Indicator (Purchasing Card, Revolving Fund, etc.)
Vendor Number
Statewide Document Number
Object Code
Contract Number
Record Status
A - Added to Central Accounting System or if manually input, has
been viewed or updated by auditor
C - Record rejected because the account code is not on the
Master Balance File
P - Posted
D - Deleted
E - All records deleted within manually input voucher
N - Negative balance pending status
Reason Code
Vendor Name
Line 19 displays the SEL LEGEND (Select Legend). The operator may elect to transfer to the
Invoice Display screen (I) or Detail Transaction Inquiry screen (T).
To view invoice information, place an “I” in the SEL field corresponding with lines 8 or
13. The Invoice Display screen returns. This screen shows the invoice number and
status code for each invoice. The invoice status codes are: A-added, D-deleted, Ppartial waived, and W-waived. Depress PF3 to return to the Unpaid Vouchers Inquiry
by Vendor Number screen.
To view transaction detail, place a “T” in the SEL field corresponding with lines 8 and
13. The Detail Transaction Inquiry screen displays. This screen will show detailed
accounting information; including Fund data, Voucher Number, Warrant Number, and
Mailing Address. The operator may display the Invoice Display screen for the detail
record given by inputting any character in the VIEW PAYMENTS field and depressing
the ENTER key. Upon depressing PF3, the Unpaid Vouchers Inquiry by Vendor
Number screen returns. To leave the Detail Transaction Inquiry screen, depress PF3
to return to the Unpaid Vouchers Inquiry by Vendor Number screen, or use the TYPE
and SEL fields to transfer to another screen or accounting function. (See screens on
previous pages).
On line 22, the NEXT line may be used to inquire on another vendor number. The TYPE and
SEL fields may be used to transfer to a different 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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 12
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
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.
Unpaid Vouchers Inquiry by Vendor Number 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
VHI6
09/02/2007
UNPAID VOUCHERS – INQUIRY BY VENDOR NUMBER
ACCOUNT CODE
CFI
AMOUNT
SEL VENDOR NO
SWDN
OBJ
CNTR NO
--- ------------------------------------- -------------85-102-021002-85200500-00-040000-00
62.70
VF444444444001
W3000822024
3800 C4443
VEN NAME: BARBLE OFFICE SUPPLY
85-102-021002-85200500-00-040000-00 C
VF444444444001
W3000822103
3800
VEN NAME: BARBLE OFFICE SUPPLY
SEL LEGEND:
I = INVOICE INQUIRY
36.60
C4443
VCHR NO
RCD ST
------V004324
A
13:20:01
CFO REC PAY
RSN CODE
-------- ---
V004384
A
T=TRANSACTION INQUIRY
CONTINUING...
NEXT: VENDOR NO
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Inquire by Vendor Name
To inquire by Vendor Name, retrieve the Vendor Payment Inquiry (VH). Place an “X” in the
UV column on line 11. Include the vendor name in the VENDOR NAME field on line 11 and
depress the ENTER key. If the vendor name is not an exact match, the system will start the
inquiry with the closest match in alphabetical order.
The system retrieves the Unpaid Vouchers Inquiry by Vendor Name screen with all records
on file for that Vendor Name (see next pages). Up to two records display on a screen at one
time.
Lines 8 – 15 of the Unpaid Vouchers Inquiry by Vendor Name screen display the following
fields for inquiry:
VEN NAME
ACCOUNT CODE
CFI
AMOUNT
VCHR NO
CFO REC
Effective Date:
September 1, 2007
Vendor Name
The FLAIR Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR)
Certified Forward Indicator
Voucher Amount
Voucher Number
Chief Financial Officer Receipt Date
Supersedes:
2003
Chapter 36
Page 13
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
PAY
VENDOR NUMBER
SWDN
OBJ
CNTR NO
RCD ST
RSN CODE
Payment Indicator (Purchasing Card, Revolving Fund, etc.)
Vendor Number
Statewide Document Number
Object Code
Contract Number
Record Status
A - Added to Central Accounting System or if manually input,
has been viewed or updated by auditor
C - Record rejected because the account code is not on the
Master Balance File
P - Posted
D - Deleted
E - All records deleted within manually input voucher
N - Negative balance pending status
Reason Code
Line 18 displays the SEL LEGEND (Select Legend). The operator may elect to transfer to the
Invoice Display screen (I) or Detail Transaction Inquiry screen (T).
To view invoice information, place an “I” in the SEL field corresponding with lines 8 and
13. The Invoice Display screen returns. This screen shows the invoice number and
status code for each invoice. The invoice status codes are: A-added, D-deleted, Ppartial waived, and W-waived. Depress PF3 to return to the Unpaid Vouchers Inquiry
by Vendor Name screen.
To view transaction detail, place a “T” in the SEL field corresponding with lines 8 and
13. The Detail Transaction Inquiry screen returns. This screen shows detailed
accounting information; including Fund data, Voucher Number, Warrant Number, and
Mailing Address. The operator may display the Invoice Display screen for the detail
record given by inputting any character in the VIEW PAYMENTS field and depressing
the ENTER key. Upon depressing PF3, the Detail Transaction Inquiry screen returns.
To leave the Detail Transaction Inquiry screen, depress PF3 to return to the Unpaid
Vouchers Inquiry by Vendor Name screen or use the TYPE and SEL fields to transfer
to another screen or accounting function. (See previous pages.)
On line 22, the NEXT line may be used to inquire on another vendor name. The TYPE and
SEL fields may be used to transfer to a different 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.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 14
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Unpaid Voucher Inquiry by Vendor Name 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
VHI7
UNPAID VOUCHERS - INQUIRY BY VENDOR NAME
ACCOUNT CODE
CFI
AMOUNT
SEL VENDOR NUMBER
SWDN
OBJ
CNTR NO
--- ------------------------------------- ------------VEN NAME: BARBLE OFFICE SUPPLY
85-102-021002-85200500-00-040000-00
62.70
VF444444444001
W3000822024
3800 C4443
VEN NAME: BARBLE OFFICE SUPPLY
85-102-021002-85200500-00-040000-00 C
VF444444444001
W3000822103
3800
SEL LEGEND:
I = INVOICE INQUIRY
36.60
C4443
09/02/2007
VCHR NO
RCD ST
-------
13:20:07
CFO REC PAY
RSN CODE
--------- ---
V005389
A
V005842
A
T=TRANSACTION INQUIRY
CONTINUING...
NEXT: VENDOR NAME
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
Warrant Reconciliation (WR)
The information available through Warrant Reconciliation is as a result of warrants produced
for payments to vendors. It shows the status of warrants from the time of issuance to the time
that the warrants are paid. Status for warrants marked for cancellation, stop payment, or
duplication are also indicated.
To inquire, place an “X” in the WR field column on line 18. Input the WARRANT TYPE and
the WARRANT NUMBER in the fields given on line 18 as well, and depress the ENTER key.
The system retrieves the Warrant Reconciliation Inquiry screen, as shown on the next page.
Lines 4 - 8 display the following fields for inquiry:
WARRANT TYPE
Type of Warrant
1 - Public Assistance
2 - Unemployment Compensation
3 – Salary & Class C Travel
4 - Expense
5 – Retirement
9 – Child Support Enforcement
WARRANT NO
WARRANT DATE
WARRANT STATUS
Warrant Number
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 15
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
VENDOR NAME
WARRANT AMOUNT
VENDOR ID
Vendor Identification Number
SWDN
Statewide Document Number
DUPLICATE IND
Duplicate Indicator
ACCOUNT CODE
L1, GF, SF, FID, BE, IBI, CAT, YR
WARRANT PAID DATE
Lines 15 – 19 display the Warrant Status codes:
1 – Outstanding
2 – Paid
3 – Cancelled
4 - Marked for Manual Paid
5 - Stop Payment
8 - Marked for Duplication
9 - Mark for Cancellation
C - Marked for Manual Cancellation
R - Marked for Manual Reversal of
Cancellation
On line 22, the TYPE and SEL fields may be used to transfer to a different screen or
accounting function.
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.
Warrant Reconciliation Inquiry Screen
01
02
03
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06
07
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09
10
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VHI9
WARRANT RECONCILIATION INQUIRY
09/02/2007
13:30:04
WARRANT TYPE: 4 WARRANT NO: 2213962 WARRANT DATE: 08/09/07 WARRANT STATUS: 2
VENDOR NAME: A & B PUBLICATIONS
WARRANT AMOUNT:
177.39
VENDOR ID: VF271111735001
SWDN: W8000127516
DUPLICATE IND:
ACCOUNT CODE: L1 GF SF FID
BE
IBI CAT
YR WARRANT PAID DATE:
85 30 3 220110 85100000 00 040000 00 08/14/07
1
2
3
4
-
WARRANT STATUS LEGEND
--------------------OUTSTANDING
5 PAID
8 CANCELLED
9 MARKED FOR MANUAL PAID
C R -
STOP PAYMENT
MARKED FOR DUPLICATION
MARK FOR CANCELLATION
MARKED FOR MANUAL CANCELLATION
MARKED FOR MANUAL REVERSAL OF CANCELLATION
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 36
Page 16
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CHAPTER 37 WARRANT CANCELLATION FUNCTION (WC)
Introduction
The on-line Warrant Cancellation (WC) Function allows agency users to initiate warrant
cancellation requests, and to initiate stop payment requests on certain warrants. Warrants
that have been marked for stop payment may later be cancelled through this function, as well.
The warrant cancellation function may be used to initiate stop payments and/or cancellations
on the following warrant types only:
Warrant Type
1
2
4
5
Description
Public Assistance
Unemployment Compensation
Expense
Retirement
Warrant type 3 (Payroll) is cancelled using another on-line function provided by the Bureau of
State Payrolls. Warrant Types 6 (Retirement-EFT), 7 (Payroll-EFT), and 8 (Expense-EFT)
are captured through the EFT (Electronic Funds Transfer) process, and not available through
the WC function.
By using this function, the agency will no longer submit “paperwork” to the State Chief
Financial Officer (CFO) requesting cancellation or stop payment for a particular warrant. The
agency will instead, retrieve the WC Function to “mark” a particular warrant for stop payment
or cancellation. The agency will still be required to maintain appropriate documentation
authorizing the necessity for a warrant cancellation or stop payment. That documentation will
be maintained at the agency level, in keeping with the appropriate laws, rules and regulations
related to stop payments and warrant cancellations.
When requesting an on-line warrant cancellation or stop payment, users will be accessing the
State CFO’s reconciliation file. Warrants on the reconciliation file are those warrants that
have not yet been paid, or warrants that have been paid during that calendar month. Once
the month closes, those paid warrants “drop off” of the reconciliation file.
System edits prevent a paid warrant from being marked for stop payment or cancellation.
Those warrants that are outstanding (not paid) are the only warrants that may be marked for
stop payment or cancellation through the WC function. Warrants that have been marked for
stop payment may later be cancelled through this function, also.
The Warrant Cancellation Function allows an agency user to “undo” a stop payment or
cancellation request, previously entered. Undoing a previous cancellation or stop payment
request is accomplished by changing the warrant status code on the warrant record to the
code appropriate to the circumstance. Once a warrant cancellation has been approved by a
2nd approver, the warrant status automatically changes to “9” (marked for cancellation), then,
in overnight processing, the warrant will be “officially” cancelled, and can’t be “undone.”
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The Warrant Cancellation Function also allows agency users to inquire into the status of a
particular warrant record on the reconciliation file.
Warrant Cancellation
The on-line cancellation of a warrant is a two step process:
1. Employee one will request the cancellation of a warrant by retrieving the desired
warrant record (the warrant type, number and date are entered on the WC screen),
and then change the warrant status on the record to the appropriate “cancellation
request” (Warrant Status = X).
2. Employee two will then approve the cancellation request by choosing the Approve
Warrant Status Change option, and indicating approval of the cancellation status.
Once employee two approves the cancellation, the system will automatically mark
that warrant record for cancellation (Warrant Status = 9). In overnight processing,
the warrant will then be cancelled.
Note: The system edits will prevent the same user from performing both the cancellation
request and the approval of that cancellation request.
Stop Payment of a Warrant
The stop payment process of a warrant is a two-step process, and the eventual cancellation
of a warrant — that was previously marked for stop payment — is another two-step process:
1.
Employee one will request the stop payment of a warrant by retrieving the desired
warrant record (the warrant type, number, and date are entered on the WC
screen),and then change the warrant status on the record to the appropriate “stop
payment request” (Warrant Status = S).
2.
Employee two will then approve the stop payment request by choosing the Approve
Warrant Status Change option, and there approve the stop payment status. Once
employee two approves the stop payment, the system will automatically mark that
warrant record for stop payment (Warrant Status = 5).
To Cancel the Warrant:
3.
Employee one, or another employee with the same access control security, but not
employee two, will retrieve the warrant record (the warrant type, number, and date
are entered on the WC screen), and then change the warrant status to “cancellation
request for status code 5” (Warrant Status = Y).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
4. Employee two, or another employee with the same access control security, but not
employee one, will choose the Approve Warrant Status Change option, and there
approves the cancellation request. Once this employee approves the cancellation
request, the system will automatically mark the warrant for cancellation (Warrant
Status = 9). In overnight processing, the warrant will be cancelled.
Note: The system edits prevent the same person from initiating both steps one and two
above, and the same person will also be prohibited from entering both steps three and four
above.
Security
The agency user must contact his or her agency FLAIR access control custodian to be given
access to the Warrant Cancellation Function (WC). The Warrant Cancellation Function is
part of the State CFO functions in FLAIR.
Through the agency access control custodian, an individual user will be assigned access to
the Warrant Cancellation Function, based on individual warrant type (1, 2, 4, or 5), and
whether the user is to enter cancellation or stop payment requests, or the user is to approve
cancellation or stop payment requests, or both. A user may be given access to cancel all
types of warrants or only some warrant types. A user may be given inquiry only access to
WC or update access. A user will, by default, be prohibited from accessing the Warrant
Cancellation function unless he or she is assigned access to WC by the agency access
control custodian.
Please refer to Chapter 3 (Access Control) in this manual for detailed information regarding
how to set up individual users to access the Warrant Cancellation Function.
Accessing the Warrant Cancellation Function
To access the Warrant Cancellation (WC) function, a user will type WC in the Type field on
any FLAIR screen and depress the Enter key, and the Warrant Cancellation Inquiry Request
screen will display. Since WC is part of the State CFO functions, the user may access the
State CFO Central Accounting Mini Menu screen by typing SC in the TYPE field on any
FLAIR screen and depressing the Enter key. From the State CFO mini menu screen, the
operator would then type WC in the TYPE field and depress enter to access the Warrant
Cancellation Inquiry Request screen. An example of that screen is shown next.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Warrant Cancellation Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
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19
20
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23
24
WCMU
08/01/2007
14:22:47
WARRANT CANCELLATION INQUIRY REQUEST
WARRANT TYPE:
WARRANT NO:
WARRANT DATE:
APPROVE WARRANT STATUS CHANGE:
WARRANT TYPES: 1
2
4
5
APRV
INQ
PUBLIC ASSISTANCE
UNEMPLOYMENT COMPENSATION
EXPENSE
RETIREMENT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
The user will initiate the following requests from the Warrant Cancellation Inquiry Request
screen:
1. To retrieve a particular warrant record in order to inquire into the status of the record or to
mark that record for stop payment or cancellation, the following data will be entered in the
spaces provided:
Warrant Type:
Warrant No.:
Warrant Date:
1, 2, 4, or 5
Warrant Number (7-digits, leading zeros will default, 9999999)
Issued date of the warrant (6-digits, MMDDYY)
If all data codes are entered correctly, and a matching record can be found on the
reconciliation file, the Warrant Cancellation Detail Inquiry screen like the one on page 8 will
display.
2. To access the list of warrant cancellation or stop payment requests needing approval (step
2 of the cancellation or stop payment process), the user will type “X” in the field provided to
the right of: APRV (and depress Enter). (See line 12.) For this request, the Warrant Type,
Warrant No. and Warrant Date fields are left blank. (See screen later in this chapter.)
3. To inquire only into the list of warrant cancellation or stop payment requests needing
approval, the user will type “X” in the field provided to the right of: INQ (and depress Enter).
(See line 12.) For this request, the Warrant Type, Warrant No. and Warrant Date fields are
left blank. (See screen later in this chapter.)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The following program functions are available on the Warrant Cancellation Inquiry Request
screen:
PF3 – exits this screen and returns previous screen
PF4 – exits this screen and returns main accounting menu
PF5 – refreshes screen and displays screen as it appeared before any input was made
The “TYPE” and “SEL” fields may be used to retrieve other FLAIR screens by typing in the
appropriate codes and depressing the Enter key.
Warrant Cancellation Detail Inquiry
The Warrant Cancellation Detail Inquiry screen is accessed by entering an appropriate
warrant type, warrant number and warrant date on the Warrant Detail Inquiry Request screen
(WC) and depressing Enter.
This screen is accessed by the user to view a warrant record or when the user wishes to
change the warrant status of a particular warrant. The warrant status is the key to the stop
payment and cancellation process. The warrant status is changed only on the update screen.
To get to the update screen, this inquiry screen must first be displayed.
Warrant Cancellation Detail Inquiry screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
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20
21
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23
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WCI1
08/01/2007
13:19:23
WARRANT CANCELLATION DETAIL INQUIRY
WARRANT TYPE: 4 WARRANT NO: 0000150
WARRANT DATE: 05/03/07
WARRANT STATUS: 1
VENDOR NAME: AJAX OFFICE SUPPLY
WARRANT AMOUNT:
15.85
VENDOR ID: F058164511010
SWDN: D20001050044
DUPLICATE IND:
ACCOUNT CODE: L1 GF SF FID
BE
IBI CAT
YR
WARRANT PAID DATE
85 10 1 000001 85100200 00 040000 00
WARRANT STATUS:
1 - OUTSTANDING
2 - PAID
3 - CANCELLED
4 - MARKED FOR MANUAL PAID
5 - STOP PAYMENT
8 - MARKED FOR DUPLICATION
9
C
R
S
X
Y
-
MARKED FOR CANCELLATION
MARKED FOR MANUAL CANCELLATION
MARKED FOR MANUAL REVERSAL OF CANCELLATION
STOP PAYMENT REQUEST
CANCELLATION REQUEST
CANCELLATION REQUEST FOR STATUS 5
UPDATE STATUS:
NEXT: WR TYPE:
WR #:
WR DATE:
TYPE
SEL
Enter- PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
All fields are protected on this screen except the “UPDATE STATUS” field on line 20. To
update or change the status of this warrant record the user will type “X” in the space provided
on line 20, and depress Enter. (See screen later in this chapter.)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Field Descriptions – Warrant Cancellation Detail Inquiry screen:
Warrant Type -
Warrant No. Warrant Date Warrant Status Vendor Name Warrant Amount Vendor ID SWDN Duplicate Ind. -
Account Code Warrant Paid Date -
Designates the type of warrant issued (1N). In the WC Function,
valid types are:
1 Public Assistance
2 Unemployment Compensation
4 Expense
5 Retirement
Warrant Number (7N).
Issued Date of the Warrant (MM/DD/YY).
Current Status of the Warrant. (1A/N) Please see legend at the
bottom of the screen for status definitions.
Name of the vendor as printed on the warrant.
The amount of the warrant.
The vendor identification number as it appears on the particular
vendor file.
Statewide Document Number. The CFO document number
appearing on the Voucher Schedule for this item; the original
request for payment.
Duplicate Indicator. Indicates if a duplicate warrant has been
issued.
Blank = no duplicate issued
X = duplicate warrant has been issued
29-digit FLAIR account code from which this warrant was paid.
The date the treasury Paid this Warrant. If blank, the warrant has
not been paid.
The “next line,” line 22, may be used to retrieve another warrant record by typing in the
appropriate warrant type, number, and date in the spaces provided, and depressing the Enter
key.
The following program functions are available on the Warrant Cancellation Inquiry Request
screen:
PF3 – exits this screen and returns previous screen
PF4 – exits this screen and returns main accounting menu
PF5 – refreshes screen and displays screen as it appeared before any input was made
The “TYPE” and “SEL” fields may be used to retrieve other FLAIR screens by typing in the
appropriate codes and depressing the Enter key.
Warrant Cancellation Detail Update
The Warrant Cancellation Detail Update screen is accessed from the Warrant Cancellation
Detail Inquiry screen by entering an “X” in the Update Status field. (See next pages.)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The agency user will access this screen to change the warrant status on a particular warrant
record. Warrant status is the key to the warrant cancellation or stop payment process.
Warrant Cancellation Detail Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
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24
WCU1
08/01/2007
14:40:50
WARRANT CANCELLATION DETAIL UPDATE
WARRANT TYPE: 4 WARRANT NO: 0000150
WARRANT DATE: 05/03/07
WARRANT STATUS: 1
VENDOR NAME: AJAX OFFICE SUPPLY
WARRANT AMOUNT:
15.85
VENDOR ID: F058164511010
SWDN: D2000105044
DUPLICATE IND:
ACCOUNT CODE: L1 GF SF FID
BE
IBI CAT
YR
WARRANT PAID DATE
85 10 1 000001 85100200 00 040000 00
WARRANT STATUS:
1 - OUTSTANDING
5 - STOP PAYMENT
9 - MARKED FOR CANCELLATION
S - STOP PAYMENT REQUEST
X - CANCELLATION REQUEST
Y - CANCELLATION REQUEST FOR STATUS 5
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
All fields are protected on this screen except the “WARRANT STATUS” field (line 5). The
user will type over the value in the field to change the warrant status to the desired code, and
depress Enter. Note: the security access given an individual user in his/her access control
set-up will determine which status changes made be made by that user. Further explanations
of the possible warrant status changes are given in the Warrant Status section later in this
chapter.
Please refer to the field descriptions of the Warrant Cancellation Detail Inquiry screen for
descriptions of the other fields displayed on the update screen.
The following program functions are available on the Warrant Cancellation Detail Update
screen:
PF5 – refreshes screen and displays screen as it appeared before any input was made
PF12– escapes and does not process current screen
The “TYPE” and “SEL” fields may be used to retrieve other FLAIR screens by typing in the
appropriate codes and depressing the Enter key.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Warrant Status
The following restrictions and capabilities apply to Warrant Status changes on the Warrant
Cancellation Detail Update screen. (See previous page.) As previously stated, the warrant
status change is the key to the warrant cancellation or stop payment process.
A user is restricted by access control limitations set up on his/her access control record to
certain capabilities, and the user is restricted from entering both the request for cancellation
or stop payment and the approval of a cancellation or stop payment on an individual warrant
record. The system edits prevent a user from violating the security set up on his/her access
control record.
The Warrant Status Codes relevant to the Warrant Cancellation Function are:
1
5
9
S
X
Y
Outstanding
Stop Payment
Marked for Cancellation
Stop Payment Request
Cancellation Request
Cancellation Request for Status 5
If a user has been assigned cancellation request update capabilities, the following warrant
status changes are allowed on the Warrant Cancellation Detail Update screen:
1 to S
1 to X
S to 1
S to X
X to 1
X to S
5 to Y
Y to 5
If a user has been assigned cancellation approval update capabilities, the following warrant
status changes are allowed on the Warrant Cancellation Detail Update screen:
5 to 1
9 to 1
9 to 5
If a user has been assigned cancellation approval update capabilities, and that user approves
a cancellation request or stop payment request, the following warrant status changes will
automatically be assigned to the warrant record:
X to 9
S to 5
Note: These automated status code changes occur when the user approves a request
through the Approve Warrant Status Change option in the WC function. (See next.)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Approve Warrant Status Change
The Approve Warrant Status Change option is accessed by an agency user when he or she
wishes to approve a stop payment or cancellation request previously entered by another user.
This is step two of the cancellation or stop payment process.
To retrieve the list of warrants awaiting approval, the user will type an “X” in the APRV field
next to the option: Approve Warrant Status Change, on line 12 of the Warrant Cancellation
Inquiry Request screen and depress Enter. A screen like the one below will display.
Note: When an approver approves a stop payment (SC=5 automated), after nightly
processing that warrant status cannot be changed.
Approve Warrant Status Change 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
WCU2
08/01/2007
10:09:41
APPROVE WARRANT STATUS CHANGE UPDATE
WARRANT DETAIL: APRV STATUS
X
X
S
S
TYPE
4
4
4
4
NUMBER
0002275
0000850
0009762
0010799
ISSUED DATE
02/05/07
03/03/07
04/25/07
05/12/07
AMOUNT
12.00
12.49
115.78
78.62
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
All fields are protected on this screen except for the fields under the column heading: APRV.
To approve a warrant cancellation or stop payment request, the user will type “X” in the APRV
column next to the desired warrant record, and depress the Enter key. As soon as Enter is
depressed, the record will automatically be approved for cancellation, or stop payment and
the record will be marked with the appropriate warrant status code. In overnight processing,
those warrants approved here for cancellation are “officially cancelled.”
The Warrant Status changes automated from this approval screen are:
X to 9
S to 5
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
To prevent duplication of activities, the system edits prevent more than one person from
performing the status change approval on a particular warrant.
The following program functions are available on the Approve Warrant Status Change Update
screen:
PF5 – refreshes screen and displays screen as it appeared before any input was made
PF12 – escapes and does not process current screen
Undoing a Cancellation or Stop Payment Approval
Before nightly processing occurs, the status code changes automated in the Warrant Status
Change Approval option may be viewed on the Warrant Detail Status Inquiry screen. That
screen is retrieved by typing the warrant type, number, and date on the Warrant Cancellation
Inquiry Request screen, and depressing Enter. A screen like the one below will display.
Warrant Cancellation Detail 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
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24
WCI1
08/01/2007
13:17:58
WARRANT CANCELLATION DETAIL INQUIRY
WARRANT TYPE: 4 WARRANT NO: 0000907
WARRANT DATE: 03/03/07
WARRANT STATUS: 9
VENDOR NAME: CARPET BROTHERS INC
WARRANT AMOUNT:
57.95
VENDOR ID: S650982087001
SWDN: D20005879003
DUPLICATE IND:
ACCOUNT CODE: L1 GF SF FID
BE
IBI CAT
YR
WARRANT PAID DATE
85 20 2 052001 85100500 00 040000 00
WARRANT STATUS:
1 - OUTSTANDING
2 - PAID
3 - CANCELLED
4 - MARKED FOR MANUAL PAID
5 - STOP PAYMENT
8 - MARKED FOR DUPLICATION
9
C
R
S
X
Y
-
MARKED FOR CANCELLATION
MARKED FOR MANUAL CANCELLATION
MARKED FOR MANUAL REVERSAL OF CANCELLATION
STOP PAYMENT REQUEST
CANCELLATION REQUEST
CANCELLATION REQUEST FOR STATUS 5
UPDATE STATUS:
NEXT: WR TYPE:
WR #:
WR DATE:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
All fields are protected on the Warrant Cancellation Detail Inquiry screen except the Update
Status field (line 20).
To change the warrant status on a warrant that has been marked for cancellation (Warrant
Status = 9) or stop payment (Warrant Status = 5), the user must access the Warrant
Cancellation Detail Update screen by typing an “X” on line 20 in the Update Status field, and
depressing Enter. A screen like the one on the next page will display.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The following program functions are available on the Warrant Cancellation Detail Inquiry
screen:
PF3 – exits this screen and returns previous screen
PF4 – exits this screen and returns main accounting menu
PF5 – refreshes screen and displays screen as it appeared before any input was made
The “next” line (line 22) may be used to inquire into another warrant record by typing in the
appropriate warrant type, number, and date, and depressing Enter.
The “TYPE” and “SEL” fields may be used to retrieve other FLAIR screens by typing in the
appropriate codes and depressing the Enter key.
Warrant Cancellation Detail 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
WCU1
08/01/2007
13:50:04
WARRANT CANCELLATION DETAIL UPDATE
WARRANT TYPE: 4 WARRANT NO: 0000907
WARRANT DATE: 03/03/07
WARRANT STATUS: 9
VENDOR NAME: CARPET BROTHER'S INC
WARRANT AMOUNT:
57.95
VENDOR ID: S650982087001
SWDN: D20005879003
DUPLICATE IND:
ACCOUNT CODE: L1 GF SF FID
BE
IBI CAT
YR
WARRANT PAID DATE
85 20 2 052001 85100500 00 040000 00
WARRANT STATUS:
1 - OUTSTANDING
5 - STOP PAYMENT
9 - MARKED FOR CANCELLATION
S - STOP PAYMENT REQUEST
X - CANCELLATION REQUEST
Y - CANCELLATION REQUEST FOR STATUS 5
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
All fields are protected on this screen except the Warrant Status field (line 5). In order to
undo the cancellation (Warrant Status = 9) or stop payment (Warrant Status = 5), the warrant
status on this screen should be changed. The following warrant status changes are allowed
on this screen when undoing a previous cancellation or stop payment:
5 to 1
9 to 1
9 to 5
No other warrant status changes may be used in this particular situation. The user will type
over the warrant status displayed, changing it to a “1” or a “5” and depress Enter.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 11
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The following program functions are available on the Warrant Cancellation Detail Update
screen:
PF5 – refreshes screen and displays screen as it appeared before any input was made
PF12 – escapes and does not process current screen
Warrant Status Change Inquiry
The agency user will access the Warrant Status Change Inquiry screen to display the list of
warrants that have stop payment or cancellation requests pending approval. This function is
an inquiry only function and no update to the record may be done from this screen. To
access this screen, the user will type an “X” next to INQ on line 12 of the Warrant
Cancellation Inquiry Request screen and depress Enter. A screen like the one below will
display.
Approve Warrant Status Change 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
WCI2
WARRANT DETAIL:
08/01/2007
APPROVE WARRANT STATUS CHANGE INQUIRY
INQ STATUS
X
X
S
S
TYPE
4
4
4
4
NUMBER
0002275
0003850
0009762
0010799
ISSUED DATE
02/05/07
03/03/07
04/25/07
05/12/07
14:23:59
AMOUNT
12.00
412.49
115.78
78.62
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH TOP
FWD
All fields are protected on this screen except the fields under the column heading: INQ.
However, the user may display the expanded detail regarding a particular warrant record
shown. To do so, the user will type an “X” in the INQ field next to the desired warrant record,
and depress Enter. A screen like the one on the next page will display.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 12
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The following program functions are available on the Approve Warrant Status Change Inquiry
screen:
PF3 – exits this screen and returns previous screen
PF4 – exits this 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
The “TYPE” and “SEL” fields may be used to retrieve other FLAIR screens by typing in the
appropriate codes and depressing the Enter key.
Warrant Cancellation 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
WCI1
08/01/2007
14:37:53
WARRANT CANCELLATION DETAIL INQUIRY
WARRANT TYPE: 4 WARRANT NO: 0003850
WARRANT DATE: 03/03/07
WARRANT STATUS: X
VENDOR NAME: STEPHEN’S MOVING & STORAGE
WARRANT AMOUNT:
412.49
VENDOR ID: F59712575002
SWDN: D2000000040
DUPLICATE IND:
ACCOUNT CODE: L1 GF SF FID
BE
IBI CAT
YR
WARRANT PAID DATE
85 20 2 052001 85100500 00 040000 00
WARRANT STATUS:
1 - OUTSTANDING
2 - PAID
3 - CANCELLED
4 - MARKED FOR MANUAL PAID
5 - STOP PAYMENT
8 - MARKED FOR DUPLICATION
9
C
R
S
X
Y
-
MARKED FOR CANCELLATION
MARKED FOR MANUAL CANCELLATION
MARKED FOR MANUAL REVERSAL OF CANCELLATION
STOP PAYMENT REQUEST
CANCELLATION REQUEST
CANCELLATION REQUEST FOR STATUS 5
NEXT: WR TYPE:
WR #:
WR DATE:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT MAIN RFRSH
The above screen is retrieved by typing an “X” in the INQ field next to the warrant record on
the Approve Warrant Status Change Inquiry screen and depressing Enter (see previous
page.) No updates are allowed on this screen, it is for inquiry purposes only.
The following program functions are available on the Warrant Cancellation Detail Inquiry
screen:
PF3 – exits this screen and returns previous screen
PF4 – exits this screen and returns main accounting menu
PF5 – refreshes screen and displays screen as it appeared before any input was made
The NEXT line (line 22) may be used to inquire into another warrant record by typing in the
appropriate warrant type, number, and date, in the fields provided, and depressing Enter.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 13
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
The TYPE and SEL fields may be used to retrieve other FLAIR screens by typing in the
appropriate codes and depressing the Enter key.
Reports
The reports available are two monthly and two weekly containing information about warrants
on the reconciliation file. Once a week, on Friday night, these two reports will run listing any
warrants on the Warrant Reconciliation file in the following warrant status classifications: Stop
Payment Request (S), Cancellation Request (X), Cancellation Request for Status 5 (Y), and
Stop Payment Status (5).
The reports will be sorted in the following order: OLO, Site, 29-digit FLAIR Account Code.
And then in ascending order by Warrant Type, Warrant Number, and Warrant Issue Date.
The reports will be available in the Report Distribution System (RDS). The agency RDS
Administrator must set up the following form IDs to receive these weekly and monthly reports.
(Please refer to the RDS Administrator’s Manual for detailed instructions of how to set up
RDS forms.) The form IDs are:
RDS Form
Report Title
Weekly Report of Outstanding Warrants in
Warrant Status = S or X or Y
XX3V
End of Month Report of Outstanding Warrants
over 3 months
XX29
RDS Form
Report Title
Weekly Report of Warrants in Stop Payment Status
XXDF
End of Month Report of Outstanding Warrants over
3 months in Stop Payment Status
XX1B
Note: ‘XX’ in the RDS form refers to the agency ID for Central Accounting Reports.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 37
Page 14
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
APPENDIX A GLOSSARY & FLAIR DATA CODE DICTIONARY
Account Code – The 29-digit FLAIR Account Code.
Account Code Title - The name of the FLAIR Account Code. Acceptable input: any valid
Account Code Title assigned by the Office of the Chief Financial Officer.
Account Description Override Indicator (ADO) - Allows a TR11 entry which has failed the
Account Code (L1, GF, SF, FID, BE, IBI, CAT, YR) edit to enter the system. Must be entered
to indicate that override of the edit is to occur. 1 alphanumeric character. Acceptable input:
“X” to indicate override to occur.
Accounts Payable Date (AP-DT) - The date the Payable was originally established.
Displayed on the 8S (Accounts Payable Subsidiary).
Accounts Receivable Date (AR-DT) - Displayed on the 9S (Accounts Receivable Subsidiary),
and is the date the Receivable was originally established.
Accrual Indicator (AI) - Indicates whether a specific entry is based upon Accrual or Cash
Accounting. Automated for all entries except TR10. Enter “A” for an Accrual entry and leave
blank for a Cash entry.
Activity Date (AC-DT) - The last date a Subsidiary record was affected by a transaction.
Additional Appropriation (ADDITIONAL APPR) - A Budget Amendment generated by the
Executive Office of the Governor (EOG). The transaction will increase Additional
Appropriation.
Administrative/Interest (ADMIN/INT) - The amount of Administrative Fees and Interest
Expense being charged for a particular Lease.
Agency Number (AGENCY NO.) - Same as Agency Voucher Number. This appears on JT
Voucher Detail Inquiry screen.
Agency Project Director (APD) – The agency assigned code to denote the Director of a
Project. 9 alphanumeric characters.
Agency Project Number (PROJECT NUM) – Agency assigned number identifying a Project.
11 alphanumeric characters.
Agency Reference Number (AGENCY REF.) - Same as Agency Voucher Number. This
appears on the JT Summary Inquiry screen.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Agency Transfers - A transfer authorized by Florida Statute 216.292 (2)(B) allowing the
transfer of not more than 5% of the originally Approved Budget between different Categories
within a Budget Entity or between different Budget Entities within the same categories.
Agency Unique (AU) - Assigned by the user agency as an optional data code; can be used to
further sub-classify the Organization Code. It is carried on Access Control File, Expansion
File, and Title File. 2 alphanumeric characters.
Allotment Balance - The balance maintained on the Available Balance File. It is carried on
the Available Balance File by Appropriation Category within a Fund.
Allotment Level Default (ALD) - Specifies the Organizational Level at which the Available
Balance record for Allotments is built and checked during Available Balance Checking.
Alphabetic characters in the Allotment Level Default prohibit Automated Allotment Transfers
(TR29). It is carried on Expansion Option record. 1 alphanumeric character. Acceptable
input:
A or 1 = Organization Level 1
B or 2 = Organization Level 2
C or 3 = Organization Level 3
D or 4 = Organization Level 4
E or 5 = Organization Level 5
Allotment Level Indicator (ALI) - Specifies the Organizational Level at which the Available
Balance record for Allotments is built and checked during Available Balance Checking. It is
carried on the Expansion Set record. 1 alphanumeric character. Acceptable input:
A or 1 = Organization Level 1
B or 2 = Organization Level 2
C or 3 = Organization Level 3
D or 4 = Organization Level 4
E or 5 = Organization Level 5
Amount (AMT / AMOUNT) - The monetary value of a transaction. (from <$99,999,999.99> to
$99,999,999.99).
Appropriations Act - The dollar balance of Appropriations made by the Legislature at the
beginning of the fiscal year. The transaction will increase General Appropriations Act.
Approved Budget - The sum of the General Appropriations Act, any Supplemental
Appropriations, and any Additional Appropriations less any Reserves or Adjustments.
Audit Date - The Date the Voucher was Audited by the CFO. In the case of Cash Receipts,
the Date the Deposit was Verified by the Treasury and Posted to Central Accounts.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Available Balance (AB) - The current Fund Cash, Release, Organization Cash, and Allotment
balances available by Organization. These balances are checked during the Available
Balance Checking process. System-generated.
Available Balance Indicator (ABI) - Designates which balances are to be checked during the
Available Balance Checking process. This indicator is used with Encumbrances/
Encumbrance Changes/Payables (EC), Encumbered/Payable Disbursements (ED), and
Unencumbered Disbursements (UD). Acceptable input:
0 = Spending Authority (G/R Releases; T/F Cash, & Releases)
1 = Allotments & Spending Authority
2 = Organization Cash & Spending Authority
3 = Allotments, Organization Cash, & Spending Authority
4 = Allotments only
9 = No Available Balance Checking
Blank = Defaults to “0”
Available Balance Override Capability - Indicates whether a specific password on the Access
Control File has the authority to override the Available Balance edit. 1 alphanumeric
character. Acceptable input:
Y = Yes
N = No
Available Balance Override Indicator (AB / ABO) - Allows a transaction that has failed
Available Balance Checking to enter the system. Must be entered to indicate that override of
the edit is to occur. 1 alphabetic character. Acceptable input: enter “X” to indicate override is
to occur.
Batch Character (B) - Used to accumulate transactions for reconciling input totals to output
totals. 1 alphanumeric character.
Beginning Date (BEG DATE, BEGIN DATE) - The Beginning Date of an Expansion Option
record.
Beginning Property Item Number (BPIN) - Refers to the sequential number that identifies a
property item. 8 alphanumeric characters. The 1st 2 characters are alphanumeric; the last 6
characters are numeric.
Benefiting Category (BF-CAT) - The Appropriation Category of the benefiting fund involved in
an inter/intra departmental transaction. This element must be entered on the initiating entry.
Any valid Appropriation Category on the Benefiting Organization’s Title File is acceptable. 6
numeric characters.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Benefiting Certified Forward Indicator (BF-CF) - This field is to be input for a current year
Journal Transfer if the transaction is to be covered with the prior year’s funds which have
been approved to be Certified Forward. ‘C’ is the only acceptable input code. 1 alphabetic
character.
Benefiting Expansion Option (BF-EO) - Indicates which Expansion Option is to be used when
expanding the inter/intra departmental transaction for the Benefiting Organization. Any valid
Expansion Option of the Benefiting Organization is acceptable input. 2 alphanumeric
characters.
Benefiting Object Code (BF-OB) - The Object Code of the benefiting Fund involved in an
inter/intra departmental transaction. This element must be entered on the initiating entry.
Any valid Object Code on the Benefiting Organization’s Title File is acceptable input. 6
numeric characters.
Benefiting Organization Number (BF-ORG) - The Organization Code of the Benefiting
Organization involved in an inter/intra departmental transaction. This element must be
entered on the initiating entry. Any valid Organization Code on the Benefiting Organization’s
Title File is acceptable input. 11 numeric characters.
Benefiting Year (BF-YR) - The year in which the Appropriation was made that directly relates
to a Benefiting Journal Transfer. Defaults to “00” if left blank.
Billing Code – Specifies federal or non-federal participation; edited against Title File. 1
numeric character.
Bookkeeping Indicator (BI) - Used in Disbursement Transactions to bypass Voucher
Processing and to indicate whether a check will or will not be printed for Local Fund
Disbursements and Revenue Refunds. Acceptable input is:
A-
Used in Disbursement Transactions to bypass the automated posting. Flags
the voucher to be audited.
C-
Used in Disbursement Correction Transactions to cancel a check that has
already been written (if coded, a check number must be coded into the Local
Fund Check Number field).
E-
Used in Disbursement Correction Transactions to erase a check that has not
actually been written (if coded no check number may be coded into the Local
Fund Check Number field).
N-
Used in Disbursement Transactions to produce a Non-CFO Voucher and
bypass on-line Voucher Audit. For Cash Receipt Corrections, “N” will prevent
the transactions from being included in Treasury Receipts Processing.
X-
Used in Disbursement Transactions to bypass Voucher Processing, producing
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
no voucher, and bypassing on-line Voucher Audit.
Z-
Used in Disbursement Transactions to bypass on-line Contract Voucher Audit.
#-
Used in Disbursement and Revenue/Refund transactions to indicate that a
check is to be printed (if coded, a check number must not be coded into the
Local Fund Check Number field).
$-
Used in Disbursement and Revenue/Refund transactions to indicate that a
check will be manually produced (if coded, a check number must be coded into
the Local Fund Check Number field).
Budget Entity (BE) - The organization and/or function to which appropriations are made. Any
valid Budget Entity on the Title File is acceptable input. 8 numeric characters.
Cash Balances - Total cash balance for the fund requested. Cash Balance at the beginning
of the month displays as well as the cash balance as of the day requested or current date.
Cash Control - The cash account for the respective disbursement account or receipt account
being inquired upon.
Cash Forward (CASH FWD) - The cash balance at the end of the old fiscal year as of 06/30
which becomes the beginning cash balance as of 07/01 of the new fiscal year.
Cash Receipts Date (CR-DT) - The date a Cash Receipt was entered into the system. 6
numeric characters.
Category (CAT) - A dual purpose code which either sub-defines the appropriations made to a
Budget Entity (major expenditure classifications) or defines a revenue source. The
Appropriation Categories are State Standards and are on the Title File. (The first 2 digits are
the major category and the last 4 are the minor category). 6 numeric characters.
Certified Forward Cancellation Appropriations (CF CANC APPR) This field is a combination
of two fields, CF Appropriation and Cancellation Appropriation. CF Appropriation is used to
record obligations carried forward from one fiscal year to the next. The transaction increases
Certified Forward Appropriation. Cancellation Appropriation is the dollar amount of 12-monthold warrant cancellations. The transaction increases prior cancellations and cash balance.
Certified Forward Disbursement (CERT F DISB) - The dollar amount of disbursements from
the Certified Forward Release.
Certified Forward Indicator (CF / CFI) - This field indicates items that will be paid from
certified funds. (Items paid in the current year with prior year’s funds.) ‘C’ is the only
acceptable input code. Not allowed for Local Funds or Revenue Accounts. 1 alphabetic
character.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Certified Forward Release (CF RELEASE) - The dollar amount of Release of Certified
Forward Appropriation as determined by EOG.
Check – A negotiable written order directing a bank to pay money for goods or services as
instructed, a bank draft
Chief Financial Officer (CFO) – In January, 2003, the Office of the State Comptroller and the
Departments of Banking and Finance and the Treasury were abolished and the new public
official responsible for the duties of the former State Comptroller and the State Treasurer
became the Chief Financial Officer. The Chief Financial Officer is also the agency head for
the Department of Financial Services.
Class Code (CLASS) - Indicates the kind/type of property. 10 numeric characters
Clearing Fund Indicator (CLR) - A Local Fund set up for collection of monies that will be
transferred to an Operating Fund. Any valid clearing fund on the agency’s Title File is
acceptable input. 6 numeric characters.
Compliant Audit Code – Specifies compliance audit requirements; edited against the Title File.
1 alphanumeric character.
Contract (CNTRT / CONTRACT) - A code to identify a particular Contract within an agency.
Any valid contract code on the agency’s Title File is acceptable input. 5 alphanumeric
characters.
Contract Allotment Level Default (CTALD) - Specifies the organizational level at which the
Available Balance record for Contract Allotments is built and checked during Available
Balance Checking. It is carried on Expansion Option record. 1 alphabetic character.
Acceptable input:
A = Organization Level 1
B = Organization Level 2
C = Organization Level 3
D = Organization Level 4
E = Organization Level 5
Contract Allotment Level Indicator (CTALI) - Specifies the Organizational Level at which the
Available Balance record for Contract Allotments is built and checked during Available
Balance Checking. It is carried on Expansion Set record. 1 alphabetic character. Acceptable
input:
A = Organization Level 1
B = Organization Level 2
C = Organization Level 3
D = Organization Level 4
E = Organization Level 5
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Contract Available Balance Indicator (CONTRACT ABI) – Designates which balances are to
be checked during the Contract Available Balance Checking process. This indicator is used
to establish available balance checking for Encumbrances/Encumbrance Changes/Payables
(EC), Encumbered/Payable Disbursements (ED), and Unencumbered Disbursements (UD).
Acceptable input:
0 = Contract Fund Cash
1 = Contract Fund Cash & Contract Allotment
2 = Contract Allotments
9 = No Checking
Contract and Grant General Ledger Code (CG-GL) - General Ledger code 932XX that
displays on the TR20 Allotment screens. This code is included in system-generated entries
for the Contracts and Grants Subsystem if a value of ‘2’ or ‘3’ is input as the Flow-Through
Indicator.
Contract Evaluation (CNTRT EVAL) – Agency codes denoting quality of services performed;
edited against the Title File. 2 alphanumeric characters.
Contract Status – Agency assigned field to denote the current stage of a Contract; edited
against the Title File. 2 alphanumeric characters.
Contract Title File (TC) – This is available for titling codes dealing with Contracts, and consists
of record types EA though EK.
Contract Type – Agency assigned field which denotes the type of Contract; edited against the
Title File. 2 alphanumeric characters.
Contract Year (CY) – An agency assigned code that corresponds to the ending fiscal year of
the Contract. 2 numeric characters.
Count (COUNT) - Property Item Counter; the number of items purchased. Relates to the
Property Subsystem. 4 numeric characters.
County Code – Identifies the county that the Project is in; edited against the Title File. 2
numeric characters.
Custodian Identifier (CID) - Code to identify a particular Property Custodian within an agency.
2 alphanumeric characters.
Date Received (DT-REC) - Used in conjunction with Certified Forwards to specify the date the
goods or services were received.
Deposit Number (DEP-NO) - The number assigned by an agency when recording a Receipt
Transaction type in FLAIR (e.g., Letter Of Credit Receipts). 6 numeric characters.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Description - An brief explanation for a transaction record. Up to 35 alphanumeric characters.
Disbursement Date (DB-DT) - Refers only to Revolving Fund Disbursements, and is the date
the disbursement was originally made. This date displays only on the 7S (Revolving Fund
File).
Disbursements Year-To-Date (DISBURSEMENTS YTD) - The total dollar amount of
disbursements recorded 07/01 to date requested.
Disposition Authority – Agency code authorizing disposition of a Property item. 2
alphanumeric characters.
Document Number (DOC-NO) - Document reference number; required field. 7 alphanumeric
characters.
Document Type - The first character of the Primary Document Number and the Secondary
Document Number. The following are system generated on the appropriate input screen. 1
alphabetic character.
A = Allotment
E = Encumbrance
S = SPURS Encumbrance
V = Voucher
C = Cash Receipts
R = Accounts Receivable
P = Accounts Payable
J = Recurring Payment Encumbrance
G = General Accounting
Electronic Funds Transfer (EFT) - Making payment to a vendor electronically into the vendor’s
bank eliminating the need for a paper warrant being produced.
Encumbrance Date (EN-DT) - Displayed on the 6S (Encumbrance Subsidiary) as the date the
encumbrance was originally established.
Ending Date (END DATE) - The ending date for an Expansion Option record.
Error Code (EC) - A 1 alphanumeric character field displayed on the JT Voucher Detail
Inquiry screen.
Expansion Option Indicator (EO) - Indicates which expansion option record is to be used with
the transaction. Any valid option for the organization is acceptable input. If left blank,
defaults to “00”, the organization’s standard option. However, the standard option (“00”) must
be set up by the agency. 2 alphanumeric characters.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
External Category (ECAT) - An agency defined classification which serves to code a
Category in addition to FLAIR. Any valid External Category type on the agency’s Title File is
acceptable. input. This field is optional. 6 numeric characters.
External Fund Type (EF) - An agency defined classification which serves to code a Fund in
addition to FLAIR or GAAFR. Any valid External Fund type on the agency’s Title File is
acceptable input. This field is optional. 1 numeric character.
External General Ledger Code (EGL) - Any account classification needed to reflect the
financial position and the results of operations of an entity, other than those established in
FLAIR. This field is optional. Any valid External General Ledger Code on the agency’s Title
File is acceptable input. 3 alphanumeric characters.
External Object Code (EOB) - Expenditure, Budgetary, or Revenue classifications used to
identify the type of service, material, or other charge received or rendered, other than those
classifications established within FLAIR. This field is optional. Any valid External Object
Code on the agency’s Title File is acceptable input. 3 alphanumeric characters.
External Program (EP) - Denotes a Program classification outside of its classification in the
State Program structure. This field is optional. Any valid External Program number on the
agency’s Title File is acceptable input. 2 numeric characters.
Final Payment Indicator (F / FPI) – An “F” is used in Disbursement Transactions to indicate
the final disbursement for a Payable or Encumbrance. It is also displayed on the subsidiary
screens to denote if a line item has been recorded as a final payment. 1 alphanumeric
character.
Flow-Through Indicator (FT) - A code to indicate whether or not a Grant is a Flow-Through
Grant that collects cash and disburses it to authorized sub-recipients. 1 numeric character.
Defaults to “0”. Acceptable Codes:
0 = Update GL Master only
1 = Update Sub-Recipient Master only
2 = Update both GL and Contracts & Grants Masters
3 = Update Contacts & Grants Master only
Function (FC) – Seen on the Main Accounting Menu. The 2-character code input in the TYPE
field to access the mini menus or functions within your access control. Possible security
codes are:
AB = Available Balance
AD = Account Description
AM = Allocation Matrix
AP = Accounts Payable
AR = Accounts Receivable
BC = Budget Control
CD = Purchasing Card
Effective Date:
September 1, 2007
IT = Invoice Tracking
PE = Period End
PJ = Project Information
RE = Recurring Payments
RP = Immediate Reports
RP = Recurring Reports
RV = Receipt Verification
Supersedes:
2003
Appendix A
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CF = Certifications Forward
CI = Contract Information
CP = Cash Receipts Utility
CR = Cash Receipts
DB = Disbursements
DM = Director/Manager File
EN = Encumbrances (FLAIR)
ES = Encumbrances (SPURS)
EX = Expansion Files
FA = Fixed Assets Accounting
FC = Fixed Assets Custodial
GA = General Accounting
GI = Grant Information
SC = State CFO Files
TC = Title Files, Contracts
TF = Transfer
TG = Title Files, Grants
TI = Title Files, General
TJ = Title Files, Projects
TP = Title Files, Property
VC = Vendor, Client
VE = Vendor, Employee
VP = Voucher Print
VR = Vendor, Regular
VS = Vendor, Statewide
Fund Cash Balance - The cash balance by Fund on the Available Balance File; maintained at
the agency’s operating level.
Fund Identifier (FID) - Used to differentiate between several funds of the same State Fund
type. This element is part of the Fund number and is required on all transactions. Any valid
Fund Identifier on the agency’s Title File is acceptable input. 6 numeric characters.
Fund Release Balance - The fund release balance on the Available Balance File. It is carried
by Appropriation Category at the agency’s operating level. 12 numeric characters.
GAAFR Fund Type (GF) - Indicates fund classification according to Governmental
Accounting, Auditing, and Financial Reporting (GAAFR). Required on all transactions. 2
numeric characters. Acceptable input:
10 = General Fund
20 = Special Revenue Fund
30 = Capital Projects Fund
40 = Debt Service Fund
50 = Enterprise Fund
60 = Internal Service Fund
71 = Private-Purpose Fund
72 = Permanent Trust Fund
73 = Pension & Employee Benefit Trust Fund
74 = Agency Fund
76 = Investment Fund
80 = General Fixed Asset
90 = General Long Term Debt
General Ledger Code (GL) - The accounts needed to reflect the financial position and the
results of operations of an entity. This element is required on all transactions. Any valid
General Ledger Code on the agency’s Title File is acceptable. The first three digits are State
Standard with the last two digits available to the user for further sub-classification. 5 numeric
characters.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
General Title File (TI) – This consists of record types AA through AJ, the State Standard code,
and record types CA through CN, agency unique codes that can be titled.
Grant (GRANT) - A code to identify a particular Grant within an agency. Any valid Grant
Code on the agency’s Title File is acceptable input. 5 alphanumeric characters.
Grant Allotment Level Default (GTALD) - Specifies the organizational level at which the
Available Balance record for Grant Allotments is built and checked during Available Balance
Checking. It is carried on Expansion Option record. 1 alphabetic character. Acceptable
input:
A = Organization Level 1
B = Organization Level 2
C = Organization Level 3
D = Organization Level 4
E = Organization Level 5
Grant Allotment Level Indicator (GTALI) - Specifies the organizational level at which the
Available Balance record for Grant Allotments is built and checked during Available Balance
Checking. It is carried on Expansion Set record. 1 alphabetic character. Acceptable Input:
A = Organization Level 1
B = Organization Level 2
C = Organization Level 3
D = Organization Level 4
E = Organization Level 5
Grant Available Balance Indicator (Grant ABI) - Designates which balances are to be checked
during the Grant Available Balance Checking process. This indicator is used to establish
available balance checking for Encumbrances/Encumbrance Changes/Payables (EC),
Encumbered/Payable Disbursements (ED), and Unencumbered Disbursements (UD).
Acceptable input:
0 = Grant Fund Cash
1 = Grant Fund Cash & Grant Allotment
2 = Grant Allotments
9 = No Checking
Grant Title File (TG) – This is available for titling codes dealing with Grants and contains
record type GA.
Grant Type – A code identifying the kind of Grant. 1 alphanumeric character. Acceptable
codes:
C = Federal Grant (FED CAT # known)
F = Federal Grant (FED CAT # unknown)
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 11
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
O = Other Federal Grant
N = Non-Federal Grant
Grant Year (GY) – An agency assigned code that corresponds to the ending fiscal year of the
grant. 2 numeric characters.
Grouping Character (G) - Used to group transactions together on a system produced
document such as a voucher. 1 alphanumeric character.
Input/Automated ( I/A ) - The field displayed next to accounting entries within the FLAIR
manuals to indicate which debits and credits are to be input by the user (I) or automated by
the system (A).
Insurance Code (INS. CODE) – Information field referring to Insurance type and expiration
date. 7 alphanumeric characters.
Interest (INT) - The percentage cost for borrowing money for a particular lease.
Interest Assessed (INT ASSESSED) - The amount of Interest that an agency is penalized for
a late payment on a specific invoice.
Internal Budget Indicator (IBI) - Used by the State Chief Financial Officer to identify
breakdowns of appropriations beyond that of the EOG and the Legislative System. If IBI is
left blank, it defaults to “00”. Any 2-digit number that the CFO and the organization may
assign is acceptable input. 2 numeric characters.
Invoice Number (INVOICE) - The vendor’s document number on an invoice received by the
agency. 9 alphanumeric characters.
Journal Disbursements (JOURNAL DISB) - The dollar balance of transfers between
Appropriations. Transaction will decrease Unexpended Release Balance, increase Journal
Disbursements, and decrease Cash Balance.
Journal Receipts - The dollar balance of Receipts from Cash Refunds and Journal Advices.
Lease Number - Assigned by the State CFO to identify a particular Lease.
Lease Status – A system generated code displaying the overall status of a Lease.
A = Active
C = Cancelled
P = Paid in full
Letter of Credit (LOC) – A method of funding Grants that authorizes the grantee to draw up to
certain sum on the issuing bank or agency.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 12
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Line Item Number (LINE) - A number that is either system-generated or manually entered to
record a breakdown of a document. 4 numeric characters.
Local Fund Check Date (CK DT) - The actual date of a check written on a Local Fund
Account. 6 numeric characters, formatted MMDDYY.
Local Fund Check Number (CK NO) - The actual number of a check written on a Local Fund
Account. 6 numeric characters.
Location Code – Identifies the location of an item. 16 characters, first two numeric, last 14
alphanumeric characters.
Long Title - The full unabbreviated title given to a data element. The Long Title is used for
printing titles of codes on reports and documents. Up to 60 alphanumeric characters (length
varies among data elements).
Mandatory Reserves (MAND. RESERVES) - The dollar amount of Reserves as determined
by EOG.
Memo/Blanket Indicator (MBI) - Indicates the type of Encumbrance being entered into the
system. 1 alphanumeric. Acceptable input:
M = Memo Encumbrance
B = Blanket Encumbrance
Blank = Regular Encumbrance
Method of Payment – A code to identify how funds are received; edited against the Title File.
1 alphanumeric character. Recommended codes:
1 = Reimbursement
2 = Fixed Price
3 = Advance
Method of Procurement – A code required by Management Services to identify the type of
procurement used in a Contract; edited against the Title File. 1 alphanumeric character.
Recommended codes:
1 = Single Source
2 = Competitive Bid
3 = Request for Proposal
4 = Emergency
5 = Exemption
Minority Vendor Classification (MC) - Used to denote vendors classified as Minority Vendors.
1 alphabetic character. Valid input:
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 13
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
A – Non Minority
B - Small Business (Qualifies under State and Federal Law)
C - Small Business, Federal (Qualifies under Federal Law only)
D - MBE, Federal
E - Governmental Agencies
F – Non-Profit Organization
G - P.R.I.D.E.
“Certified Minority Business Enterprise”
H – African American
I - Hispanic
J – Asian/Hawaiian
K - Native American
M – American Woman
“Non-Certified Minority Business Enterprise”
N - African American
O – Hispanic
P – Asian/Hawaiian
Q – Native American
R – American Women
“Non-Profit Organization”
S – Minority Board of Directors
T – Minority Employees
U – Minority Community Service
V – Other Non-Profit
MV Requirements – Denotes whether or not there are Minority Vendor requirements for a
Contract or Grant. Valid input:
Y = Yes
N = No
0 = Not Used
New Certified Forward Indicator (NCF) – System-generated value of “C” that indicates item
was certified forward from most current fiscal year.
Object Code (OBJECT) - Expenditure, Budgetary, or Revenue classification used to identify
the type of service, material, or other charge received or rendered. The Object Code is part
of the key to the Expansion Set record for a transaction. Any valid Object Code on the Title
File is acceptable. The first four digits are State Standard with the last two digits available to
the user for further sub-classification. Budgetary Object Codes may not be added, changed,
or deleted by the user agency. 6 numeric characters.
Operating Level Organization (OLO) - The organization level at which an agency maintains
independent fiscal records. 6 numeric characters.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 14
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Organization (ORG or L1 L2 L3 L4 L5) - Designates the organizational structure within an
entity. At a minimum, Level 1 must be included on all transactions. 11 numeric characters.
Any valid organization code on the agency’s Title File is acceptable:
L1 = Department; identified & titled by FLAIR.
L2 - L5 = are left to the discretion of agency management.
Suggested level layout:
L2 = Division
L3 = Bureau
L4 = Section
L5 = Sub-Section
Organization Cash Balance - Indicates the cash balance by organizational unit and fund on
the Available Balance File.
Original Deposit Account Code - FLAIR Account Code to which the taxes were originally
deposited.
Original Fund Source (OFS) - Indicates where the funds were originally derived (to be used
with the Property Sub-system). Any valid Original Fund Source on the Title File is
acceptable. 1 alphanumeric character.
Original Receipt (ORIG-RCPT) - The Document and Line number entered when a transaction
was originally entered through the Cash Receipt Function. 11 alphanumeric characters.
Original Voucher (ORIG-VOUCHER) - The original Voucher number that must be entered
when recording a Revolving Fund Reimbursement or a Revolving Fund Disbursement
Correction. It is also displayed in the 7S (Revolving Fund File).
Other Cost Accumulator (OCA) - Accumulates costs which are unique to an organization and
not previously classified. Any valid Other Cost Accumulator on the Title File is acceptable
input. 5 alphanumeric.
Other Document Number (OTHER DOC) - Used to record any document number which an
agency maintains or uses as a reference number other than those established in FLAIR. 11
alphanumeric characters.
Other Identification Number (OTHER ID) - An additional identification number assigned by an
agency to a vendor on that agency’s Employee Vendor File or Client Vendor File. (i.e., badge
number, student number, client number, or budget position number). 9 numeric characters.
Other Project Number (OTHER PROJ NUMBER) – Agency-assigned code to represent
another Project of the agency. 8 alphanumeric characters.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 15
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Password - A confidential word or phrase, used in conjunction with the User Name to allow
access to authorized functions and transactions. 7 alphanumeric characters.
Payment Number (PMT #) - The number of payments that are required to retire a particular
Lease.
Payment Date (PYMT DTE) - This represents the date that a Lease payment is due.
Payment Type - Used in the Recurring Payments Function. This code identifies if the
payment is a fixed amount or a variable amount. 1 alphabetic character. Acceptable input:
V = Variable
F = Fixed
Primary Document Number (PRIME DOC / PDN) - The primary source document number
reference which is required on all transactions entering the system (i.e. Purchase Order
numbers, Encumbrance numbers, Cash Receipt numbers, and Revenue Refund numbers). It
consists of the document number (which is required input) and line number (which is
optionally input). 11 alphanumeric characters.
Principal - The sum of money paid quarterly that will reduce the capital amount owed on a
Lease.
Principal Amount (PRINCIPAL AMT) - The capital portion of a Lease on which interest will be
calculated.
Prior Cancellation Receipts (PRIOR CANC RECEIPTS) - The dollar balance of receipts from
cancellation of prior fiscal year warrants.
Prior Period Indicator (PPI) - Used in transactions to denote whether a transaction is to
update current balances or prior month/year balances. 1 alphabetic character. Valid codes
are:
Blank = Current Month, Current Year
M = Prior Month, Current Year
Y = Prior Year
Product Identifier (PID) - Used to identify particular Program Products or Services for
planning and expenditure purposes. Any valid Product identification on the Title File is
acceptable input. 3 alphanumeric characters.
Project Allotment Level Default (PJALD) - Specifies the organizational level at which the
Available Balance record for Project Allotments is built and checked during Available Balance
Checking. Carried on Expansion Option record. 1 alphabetic character. Acceptable input:
A = Organization Level 1
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 16
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
B = Organization Level 2
C = Organization Level 3
D = Organization Level 4
E = Organization Level 5
Project Allotment Level Indicator (PJALI) - Specifies the organizational level at which the
Available Balance record for Project Allotments is built and checked during Available Balance
Checking. It is carried on Expansion Set record. 1 alphabetic character. Acceptable input:
A = Organization Level 1
B = Organization Level 2
C = Organization Level 3
D = Organization Level 4
E = Organization Level 5
Project Available Balance Indicator (PROJECT ABI) - Designates which balances are to be
checked during the Project Available Balance Checking process. This indicator is used to
establish Available Balance Checking for Encumbrances/Encumbrance Changes/ Payables
(EC), Encumbered/Payable Disbursements (ED), and Unencumbered Disbursements (UD).
1 numeric character. Acceptable input:
0 = Project Cash
1 = Project Cash and Project Allotment
2 = Project Allotments
9 = No Checking
Project Identifier (PROJECT ID) - An agency-assigned code to denote agency Projects. Any
valid Project identification on the T1tle File is acceptable input. 11 alphanumeric characters.
Project Status – The stage of this particular Project; edited against the Title File. 2
alphanumeric characters.
Project Title File (TJ) – This is available for titling codes dealing with Projects and contains
record types KA through KC.
Project Type (PROJ TYPE) – Agency assigned code to designate a type of Project; edited
against the Title File. 2 alphanumeric characters.
Property Title File (TP) – This is available for titling codes dealing with Property and contains
record types IA through ID.
Purchasing Address (PURCH ADDR) - The mailing address of a Vendor from whom goods or
services are being purchased. The purchasing address consists of:
Line 1 = address, 31 alphanumeric
Line 2 = address, 31 alphanumeric
Line 3 = address, 31 alphanumeric
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 17
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Line 4 = city (16 alpha), state (2 alpha), zip (9 numeric)
Line 5 = country, 31 alphanumeric
Purge Code (PURGE) - Used to denote records that will be periodically removed from the
files. System-generated. 1 numeric character.
Quantity - The number or measurement of items purchased, encumbered, received, taxed,
etc., by an organization. 8.2 numeric characters.
Quarterly Payment (QTR PYMT) - The sum of the Lease principal and Interest due to the
lender every three months.
Receipts Year-To-Date (RECEIPTS YTD) - The total dollar amount of Receipts recorded July
1 to date requested.
Receive Date (RCV-DT) – The date goods or services were received. This is the key to
Payables.
Recipient Type – Code indicating to whom Grant or Contract funds are dispensed. This is
used in conjunction with CFDA or CSFA. 1 alphanumeric character.
Record Type (REC TYPE) - Carried on the Title File to identify different records on the file. 1
alphanumeric character.
Report Date – The date on which periodic reports are submitted. 8 numeric characters
(MMDDYYYY).
Report Requirement – A code identifying the reporting requirements of a grant. 1
alphanumeric character. Recommended codes:
M = Monthly
Q = Quarterly
Y = Yearly
Releases - The dollar balance of budgeted funds available to an agency.
Remittance Address (REMIT ADDR) - The mailing address of the Vendor to be used for
submitting payment. The Remittance consists of:
Line 1 = Address, 31 alphanumeric
Line 2 = Address, 31 alphanumeric
Line 3 = Address, 31 alphanumeric
Line 4 = City (16 alpha), State (2 alpha), ZIP (9 numeric)
Line 5 = Country, 31 alphanumeric
Reserves - The dollar amount segregated from Appropriations and held as Reserved or
Unreleased Appropriations.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 18
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Revolving Account Indicator (RAI) - Maintains a Receivable record on the 9S (Accounts
Receivable Subsidiary) when the balance is driven to zero. An ‘R’ is the only valid input. A
blank RAI value results in a receivable record being cleared from the subsidiary when the
record balance becomes zero.
Revolving Fund Indicator (RVI) - Displays on the Revolving Fund File to indicate if a
Disbursement is marked for Deletion or has been Reimbursed. The system-generated codes
are:
T=
L=
Total voucher was Reimbursed through TR32
Line has been Reimbursed through TR32; drops off Revolving Fund File during
nightly processing.
R=
Line item has been Reimbursed through TR32 or deleted through TR59, but
applies to a Prior Period’s Disbursement when the agency is in dual period
processing; line item remains on the Revolving Fund File until the prior period is
closed.
D=
Marked for deletion through TR59; drops off Revolving Fund File during nightly
processing.
Blank = No Deletion or Reimbursement has been recorded
Revolving Fund (RVL) - A Local Fund established by an agency for disbursements. The
Operating Fund reimburses the Revolving Fund by transferring monies. Any valid Revolving
Fund on the agency’s Title File is acceptable input. 6 numeric characters.
Scheduled Deletion Date - The date a voucher is scheduled for deletion from the Voucher
Audit process.
Secondary Document Number (SECOND DOC / SDN) - This data element is the secondary
input document number for the transaction entering the system. 11 alphanumeric.
Security Access (SEC) – Seen on the Main Accounting Menu. This indicates which group of
input and/or inquiry screens may be accessed by a specific password. 1 alphanumeric
character. Acceptable input on the Access Control File is:
I=
U=
P=
Blank =
V=
A=
Inquiry capability only
Add, Update & Inquiry capabilities
Prohibited access; cannot Add, Update, nor Inquire
defaults to “P”
Verify capability, valid for Recurring Payments
Add capability, valid for Recurring Payments
Selection Codes (SEL) - The codes used to select the terminal screen action desired. 1
alphabetic character. Valid codes are:
S = Single Input
A = Multiple Input
I = Single Inquiry
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 19
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
M = Multiple Inquiry
U = Single Update
X = Multiple Update
Service Area – Indicates geographic groupings, edited against the Title File. 2 alphanumeric
characters.
Service Type – Identifies the type of service to be performed by a Contract or Grant; edited
against the State Standard Title file. 6 alphanumeric characters.
Set Indicator (SI) - Identifies a predetermined set of Object Codes, Appropriation Categories,
General Ledger Codes, etc. on the Expansion Set File to be used in a transaction. Any valid
Set Indicator is acceptable input. 2 alphanumeric characters.
Settlement Date - The initial date of the Contract.
Short Name - The abbreviated vendor’s name to be used on reports when space precludes
the printing of the full name. 16 alphanumeric characters.
Short Title - An abbreviated title given to a data element. The Short Title will be used on
reports when space precludes the printing of the Long Title. 10 alphanumeric characters.
Site - A grouping character used for printing vouchers and journal transfers. Use of this
character will vary among agencies depending on agency needs. 2 alphanumeric characters.
State Abbreviations – State standard code that identifies the fifty United States and US
Territories.
State Catalog Number (CSFA) – Catalog of State Financial Assistance number. 6 numeric
characters.
State Fund Type (SF) - Indicates the Fund’s classification according to Florida Statutes,
Section 215.32. The State Fund Type is a part of the fund number and is required on all
transactions. 1 numeric character. Acceptable input:
1 = General Revenue Fund
2 = Trust Fund
3 = Working Capital Fund
5 = Budget Stabilization Fund
8 = Local Fund
9 = Long Term Accounts
State Program - Used to record a plan for the organization and/or use of resources to meet
specified objectives as promulgated by the Executive Office of the Governor (EOG) and
presented in the State Program structure. 16 numeric characters: the first 10 digits are
required, the second 6 digits are optional. Any valid State Program on the agency’s Title File
is acceptable input.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 20
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
State Standard – Codes and titles used by the Florida Accounting Information Resource as a
framework for the agencies to build their Standard Chart of Accounts. State Standard Codes
include:
Operating Level Organization (OLO)
Budget Entity (BE)
Internal Budget Indicator (IBI)
GAAFR Fund Types (GF)
State Fund Types (SF)
Fund Identifiers (FID), except Local Funds and Long Term Funds
State Programs
Object Codes (OBJ)
Appropriation Categories (CAT)
Statewide Document Number (STATE-DOC / STATEWIDE DOC-NO SWDN) – Chief
Financial Officer’s voucher or receipt number assigned by the system. 11 alphanumeric
characters.
Status (SC) - When using the VA function on FLAIR, this represents the overall status of the
voucher or journal transfer. Refer to chapter 34 for values.
Status Code (SC / STAT) - Indicates what action is being taken when updating a file. 1
alphanumeric character. Acceptable input:
A = Added but never used
U = Used
I = Inactive
D = Delete
Sub-Vendor Identification Number (SUB-VENDOR ID) - The vendor identification number of a
state employee or non-state employee who incurred expenses which are being paid to a
vendor. 14 alphanumeric characters.
Supplemental Appropriations (SUPPLEMENTAL APPR) - The dollar amount of supplemental
Appropriations enacted by the Legislature or any further clarification or letter of intent from the
Legislature. The amount may also include Appropriations authorized by the Governor’s
Special Proclamations, Special Acts, or other Legislation not appearing in the General
Appropriations Act. The transaction increases Supplemental Appropriations.
Terminal ID - The identification number assigned to each terminal. System generated. 4
alphanumeric characters.
Time - Any unit of time such as days, weeks, months, or year used in the State Program
classification for measurement of Program objectives through a Product Identifier.
Organizations will be able to compare the estimated time to accomplish the Program
objectives to the actual time used. 9 numeric characters.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 21
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Title File – Data Codes made up of State Standard and Agency Unique alphanumerical
characters
General Title (TI)
Contract Title (TC)
Grant Title (TG)
Property Title (TP)
Project Title (TJ)
Title File Override Indicator (TFO) - Allows a TR11 entry which has failed the Title File edits
(DESCRIPTION, PID, GL, EGL, EOB, STATE PROGRAM, EP, GRANT, CNTRT, OCA, AU,
EF) to enter the system. Must be entered to indicate that override of the edits is to occur.
Acceptable input: enter “X” to indicate override is to occur. 1 alphanumeric character.
Total Appropriations (TOTAL APPR) - The sum of the Appropriations Act, Supplemental
Appropriations, Additional Appropriation, Certified Forward Cancellation Appropriations,
Transfer Appropriations, and Agency Transfers.
Total Cash Disbursements (TOTAL CASH DISB) - The sum of Journal Disbursements,
Warrant Disbursements, and Transfer Disbursements.
Total Cash Receipts - The sum of Journal Receipts, Transfer Receipts, Treasury Receipts,
and Prior Cancellation Receipts.
Total Disbursements (TOTAL DISB) - The sum of Warrant Disbursements, Journal
Disbursements, and Transfer Disbursements.
Total Letter of Credit Draws – The total amount of cash drawn down from a Letter of Credit.
(9999999999999.99)
Total Receipts - The sum of Journal Receipts, Transfer Receipts, Treasury Receipts, and
Prior Cancellation Receipts.
Tracking Status Code (TRACK STS / TR ST) – A code identifying the status of an invoice
within the PC Function. Valid codes are:
01 = Unpaid-Interest Penalty Due
02 = Paid
03 = Unpaid-Waiver in Part
04 = Paid-Waiver in Part
05 = Deleted
06 = Appealed
07 = Appeal Denied
08 = Waiver in Whole
09 = Vendor Declines Payment
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 22
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Transaction Code (TRANS CODE / TC) - A 2-digit field that identifies the type of transaction
that was posted to the Central Accounting (CFO) records.
Transaction Date (TRN-DT) - For Disbursement Transactions, it is required input. The date is
determined by the latter of: the date the goods and services were received, the date they
were approved, or the date the invoice was received. For Non-Disbursement Transactions, it
is optional and will default to the current date if not entered. 8 numeric characters.
Transaction Type (TR-TYPE / TR-TP) - Identifies the type (classification) of transaction
entering the system. It controls the way the offsetting entries will be generated as well as the
data elements that are required, optional, or invalid. 2 numeric characters.
Transfer Appropriations (TRANSFER APPR) - All transfers between State Funds except for
operating expenses or service charges.
Transfer Disbursements (TRANSFER DISB) - The dollar amount of Journal Transfer
Disbursements to the State Treasury.
Transfer Receipts - The dollar amount of receipts from Journal Transfers of money from one
Fund to another.
Treasury Receipts - The dollar amount of Treasury Receipts (Cash Receipts).
Unexpended Release Balance (UNEXPENDED REL BAL) - The dollar amount of Release
less total Disbursements.
Units - Quantitatively describes planned program activity in relation to a specified Product
Identifier. Organizations will be able to compare the estimated number of units to accomplish
the Program objectives to the actual units used. 11 numeric characters.
User Identifier (USER ID) - Identifies the operator entering a Detail Transaction. Systemgenerated when a password is added to the Access Control File. 6 numeric characters.
User Name - The name of a specific user, from the Access Control File, used in conjunction
with the Password, to allow access to authorized functions. 7 alphanumeric characters.
Vendor Identification Number or Vendor Number (VENDOR ID) - Identifies individual or firm
the organization makes payments to or receives payments from. 21 numeric characters for
journal transfer vendors; 14 alphanumeric characters for warrant or EFT vendors;13
alphanumeric characters for SPURS Vendor File users; 10 alphanumeric characters for
Employee or Client vendors.
Vendor Indicator (IND) - An alphabetic character that proceeds the Regular Vendor number
and identifies if the number is one of the following:
F = FEID Number
S = Social Security Number
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 23
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
N = Non Standard Number
Vendor Name (VENDOR NAME / VEN NAME) - The formal name or title of the vendor which
corresponds to the Vendor Identification number as recorded on the vendor file. 31
alphanumeric characters.
Vendor Sequence Number (SEQ) - Used in conjunction with a Regular Vendor number to
denote different branches/offices of a vendor that has a single Vendor Identification number.
The Vendor Sequence number is agency assigned when the vendor is added to the file. 3
numeric characters.
Version (VR) - Indicates which version of an Expansion File option is to be used with a
transaction. This code is programmatically-generated as a result of changes to the
Expansion Option that creates a new version. Any valid version that exists on the Expansion
File is acceptable input. If left blank, it defaults to the most current version. 2 numeric
characters.
Voucher – a written certificate of authorization prepared for each expenditure providing
documentary evidence to pay cash, a surety or guarantee.
Voucher Date (VCHR DT) – The date of the Voucher Schedule.
Voucher Number (VOUCH-NO / VOUCHER NUMBER) - The number assigned to a voucher.
This can be system-assigned or user-assigned. If the voucher number is user-assigned, the
first character following the hard-coded “V” must be alphabetic. If the voucher is systemassigned “V” all 6 characters are numeric.
Voucher Type – Voucher categories for transactions. 2 alphanumeric characters. System
generated voucher types are:
“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 < $1,000, not audited
L3 - Revolving Fund Reimbursement < $1,000, 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 < $1,000, 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
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 24
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
V2 - Invoice Tracking (EDI) Contractual Services Voucher
“Journal Transfer Vouchers”
B1 - JT-1 - Journal Redistribution
B4 - JT-1 - Journal Redistribution (AJT system)
C1 - JT-2 - Non-operating Transfer
C2 - JT-2 - Journal Advice
C4 - JT-2 - Expenditure Refund Journal Advice
Q2 - JT-2 - Overpayment of Taxes
T1 - Revenue to Revenue Treasury Receipt Transfer, Intradepartmental
U1 – Revenue to Revenue Treasury Receipt Transfer, Interdepartmental
W1 – Revenue to Revenue Treasury Receipt Transfer, Intradepartmental, flagged
X1 – Revenue to Revenue Treasury Receipt Transfer, Interdepartmental, flagged
T2 – Revenue to Revenue Transfer Receipts Transfer, Intradepartmental
U2 – Revenue to Revenue Transfer Receipts Transfer, Interdepartmental
W2 - Revenue to Revenue Transfer Receipts Transfer, Intradepartmental, flagged
X2 - Revenue to Revenue Transfer Receipts Transfer, Interdepartmental, flagged
T3 – Revenue to Revenue Transfer Journal Receipts Transfer, intradepartmental
U3 – Revenue to Revenue Transfer Journal Receipts Transfer, interdepartmental
W3 - Revenue to Revenue Transfer Journal Receipts Transfer, intradepartmental,
flagged
X3 - Revenue to Revenue Transfer Journal Receipts Transfer, interdepartmental,
flagged
“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)
Warrant – an official certificate, or legal security, authorizing a vendor to receive consideration
(money).
Warrant Date (WT DATE / WARRANT DATE) - The date on a warrant produced for payment
of goods and/or services provided.
Warrant Disbursements (WARRANT DISB) - The total dollar amount of all Regular Warrant
Disbursements.
Warrant Number (WT NO / WARRANT NO) - A system-assigned document number on a
warrant produced for payment of goods and/or services provided.
Warrant Paid Date – Seen on the Warrant Reconciliation Inquiry screen. The date the warrant
was ‘cashed’ by the treasury.
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 25
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Warrant Reconciliation (WR) – Seen on the Vendor History screens as well as the Warrant
Reconciliation Inquiry screen. This shows the status of warrants from the time of issuance to
the time of cash payment.
Warrant Status (WARRANT STATUS) – Seen on the Warrant Reconciliation Inquiry screen.
This is a 1 numeric character code that identifies the status of a warrant
Warrant Type (WARRANT TYPE) - A 1 numeric character code that identifies the Category of
a warrant. Required input in the Paid Warrant Index when inquiring on a paid warrant. The
valid warrant types are:
1 = Public Assistance
2 = Unemployment Compensation
3 = Salary & Class C Travel
4 = Expense
5 = Retirement
8 = Electronic Fund Transfer
9 = Child Support Enforcement
Year (YR) - Denotes the fiscal year to which the Appropriation applies. Defaults to “00” if left
blank.
Florida Fact:
St. Augustine is Florida's
oldest city dating back to
August 28, 1565.
(source: myflorida.com)
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix A
Page 26
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
APPENDIX B FLAIR DATA CODE ABBREVIATIONS
AB
- Available Balance Function (via TYPE field)
AB
- Available Balance Override Indicator
ABI
- Available Balance Indicator on Expansion records
ACCT CODE
- Account Code
ACT
- Action
AC-DT
- Activity Date
ADO
- Account Description Override Indicator
AGENCY DOC / AGN DOC
- Agency Document (Voucher Number)
AGCY-SC
- Agency Status
AI
- Accrual Indicator
ALD
- Allotment Level Default on Expansion records
AL-EGL
- Allotment External General Ledger Code
AL-GL
- Allotment General Ledger Code
ALI
- Allotment Level Indicator on Expansion records
AMT / AMOUNT
- Amount (dollar value)
AMT-CHANGE
- Amount Change
APPR / APPROP
- Appropriations
APRV
- Approve a warrant cancellation or stop payment request for
Warrant Cancellations
APRVD BUDGET
- Approved Budget
AP-DT
- Accounts Payable Date
AP-EGL
- Accounts Payable External General Ledger Code
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix B
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
AP-GL
- Accounts Payable General Ledger Code
AP-NO
- Accounts Payable Document number
AP-NO & LINE
- Accounts Payable Document and Line number
AR-DT
- Accounts Receivable Date
AR-EGL
- Accounts Receivable External General Ledger Code
AR-GL
- Accounts Receivable General Ledger Code
AR-NO
- Accounts Receivable Document number
AR-NO & LINE
- Accounts Receivable Document and Line number
AU
- Agency Unique
AUDIT DATE
- Date the Contract Voucher was Audited
B
- Batch Character
BE
- Budget Entity
BEG DATE
- Beginning Date on Expansion records
BEG-DT
- Beginning Date for Recurring Payments
BF-CAT
- Benefiting Fund Appropriation Category
BF-CAT/YR
- Benefiting Fund Appropriation Category and Year
BF-CF
- Benefiting Fund Certified Forward Indicator
BF-EO
- Benefiting Fund Expansion Option
BF-OB / BF-OBJ
- Benefiting Fund Object Code
BF-ORG
- Benefiting Fund Organization number
BF-YR
- Benefiting Fund Appropriation Year
BI
- Bookkeeping Indicator
BPIN
- Beginning Property Item number
CANX
- Cancelled Indicator
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix B
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
CAT
- Appropriation Category or Revenue Source
CERT F DIS / CF DISB
- Certified Forward Disbursements
CF / CFI
- Certified Forward Indicator
CF CANC APR
- Certified Forward Cancellation Appropriations
CG-GL
- Contracts and Grants General Ledger
CID
- Custodian Identifier
CK-DT
- Revolving Fund Check Date
CK-NO
- Revolving Fund Check number
CLR
- Clearing Fund Identifier
CMPT-SC
- CFO Status Code
CNTRT / CONTRACT NO
- Contract number
CODE
- The 2-alphbetical character function for Revenue Transfers;
comparable to SEL field on FLAIR Departmental screens
CFO REC
- Chief Financial Officer Receipt Date
CONTRACT ABI
- Contract Available Balance Indicator for Expansion records
COUNT
- Count of sequencing in assigning property numbers
CP
- Cash Receipts Utility (via TYPE field)
CR-DT
- Cash Receipts Date
CT
- Contract Payments (via TYPE field)
CTALD
- Contract Allotment Level Default for Expansion records
CTALI
- Contract Allotment Level Indicator for Expansion records
CY
- Contract Year
D
- Marked for Deletion Status Code
DB-DT
- Disbursement Date
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix B
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
DEP-NO
- Deposit number
DISB
- Disbursement
DOC-LINE
- Document Line number
DOC-NO
- Document number
DOC-TYPE
- Document Type
DT-REC / RCV-DT
- Date Received
DT-RECVD
- Date Received for Certifications Forward
DUPLICATE IND.
- Duplicate Indicator identifies if a duplicate Warrant has been
issued for Warrant Cancellations
EC
- Encumbrance/Payable for Expansion records
EC / ER-CD
- Error Code
ECAT
- External Category
ED
- Encumbered Disbursement
EDI
- Electronic Data Interchange
EF
- External Fund Type
EFT
- Electronic Fund Transfer
EGL
- External General Ledger Code
ENC-AMT
- Encumbrance Amount for Recurring Payments
END DATE
- Ending Date for Expansion records
END-DT
- Ending Date for Recurring Payments
EN-DT
- Encumbrance Date
EN-EGL
- Encumbrance External General Ledger Code
EN-GL
- Encumbrance General Ledger Code
EN-NO
- Encumbrance Document Number
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix B
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
EN-NO & LINE
- Encumbrance Document and Line number
EO
- Expansion Option Indicator
EOB
- External Object Code
EP
- External Program
EST REVENUE
- Estimated Revenue
ET
- Electronic Fund Transfer (via TYPE field)
F / FPI
- Final Payment Indicator
FID
- Fund Identifier
FT
- Flow Through Indicator
G
- Grouping Character
GF
- GAAFR Fund type
GL
- General Ledger Code
GRANT
- Grant number
GRANT ABI
- Grant Available Balance Indicator
GTALD
- Grant Allotment Level Default
GTALI
- Grant Allotment Level Indicator
GY
- Grant Year
I/A
- FLAIR manual coding for Operator Input versus System
Automated entry
IBI
- Internal Budget Indicator
INQ
- Inquire into Warrant Status Change
INT ASSESSED
- Interest Assessed
INVOICE
- Vendor Invoice number
ISSUE YEAR
- Year Warrant was issued
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix B
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
JT
- Journal Transfer
L1 L2 L3 / OLO
- Operating Level Organization
L1 L2 L3 L4 L5
- Organization Code
L1-L5 / ORG
- Organization Code
LAS/PBS CODE
- Legislative Appropriations System/ Planning Budgeting
System
LINE
- Document Line number
MAND
- Mandatory
MBI
- Memo Blanket Indicator
MC
- Minority Vendor Classification
MI
- Middle Initial on Vendor records
MO
- Month
NA
- New Account Code Requests (via TYPE field)
NCF
- New Certified Forward Indicator
NSC
- New Status Code
OBJECT
- Object Code
OCA
- Other Cost Accumulator
OFS
- Original Fund Source
ORIG-DT
- Original Date
ORIG-RCPT
- Original Receipt
ORIG-VOUCHER
- Original Voucher
OTHER-DOC
- Other Document number
OTHER-ID
- Other Identification number
PAID DATE
- Date Warrant cleared the Treasury
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix B
Page 6
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
PAY
- Payment Indicator
PAYMENT-AMT
- Payment Amount for Recurring Payments
PDN / PRIME-DOC
- Primary Document number
PF
- Program Function key
PI
- Period Indicator (State Accounts screens)
PID
- Product Identifier
PJALD
- Project Allotment Level Default
PJALI
- Project Allotment Level Indicator
PMNT-CYCLE
- Payment Cycle for Recurring Payments
PMNT-TYPE
- Payment Type for Recurring Payments
PPI
- Prior Period Indicator
PROJECT ABI
- Project Available Balance Indicator
PROJECT ID
- Project Identifier
PURCH ADDR
- Purchasing Address
PURGE
- Purge Code
PW
- Paid Warrant Index (via TYPE field)
PYMT-SC
- Payment Status Code
PYRL IND
- Payroll Indicator for New Account Code Requests (see SC
Functions)
QTY-CHANGE
- Quantity Change
RC
- Receipts Report Request used by Receiver to browse
transfers for Transfer Function
RCD ST
- Record Status
RE-NO
REC OLO
- Recurring Payment Identification number
- Receiving Agency Operating Level Organization for Transfer
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix B
Page 7
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
Function
RECEIVING
- Revenue Account Receiver for Transfer Function
REC-DT
- Received Date for Recurring Payments
REC-TYPE / RT
- Record Type
REGULAR ABI
- Regular Available Balance Indicator
REJECT CD
- Central Accounting Rejection Code
REMIT-ADDR
- Remittance Address
REV
- Revenue Categories for New Account Code Requests
ROT
- Refund of Overpayment of Taxes Account
RP
- Report Processing
RQ
- Revenue Corr/Realloc Report Request used by Sender to
request a summary report displaying information about
sending transfers ready for processing for Transfer Function
RR
- Browse Revenue Corr/Realloc used by the Receiver to
request a summary report displaying the receiving
information about transfers ready for processing for Transfer
Function
RS
- Browse Revenue Corr/Realloc used by Sender to browse
transfers initiated by the Sender for Transfer Function
RSN CODE
- Reason Code
RV
- Add Revenue Corr/Realloc used by Sender to browse add a
new transfer for Transfer Function
RVI
- Revolving Fund Indicator
RVL
- Revolving Fund Identifier
SA
- State Accounts (via TYPE field)
SC
- State CFO Accounts Mini Menu (via TYPE field)
SC / ST / STAT / STATUS -
Effective Date:
September 1, 2007
Status Code
Supersedes:
2003
Appendix B
Page 8
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
SCHD-DT
- Payment Scheduled date for Recurring Payments
SDN / SECOND DOC
- Secondary Document number
SEC
- Security Access Level
SEL
- Selection Code
SENDING
- Revenue Sender for Transfer Function
SEQ
SF
- Vendor Sequence number
- State Fund Type
SHORT DESC
- Short Description for New Account Code Requests
SI
- Set Indicator
SITE
- Input Terminal Site
STATEWIDE DOC-NO / SWDN - Statewide Document number
STATE-DOC / STATEWIDE DOC - Statewide Document number
STATUS DATE
- Date of Status Code change
STATUTE
- An optional field seen on Sending screens for Transfer
Function
SUB-VENDOR-ID
- Sub-Vendor Identification number
TC / TR-CD
- Transaction Code
TF
- Transfer Function (via TYPE field)
TFO
- Title File Override Indicator
TIME
- Duration of Project
TR ST / TRACK STS
- Tracking Status Code
TRDT
- Transaction Date for Recurring Payments
TRN-DT
- Transaction Date
TR-TP / TR-TYPE
- Transaction Type
UD
- Unencumbered Disbursement
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix B
Page 9
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
UNITS
- Units (breakdown components) of Project
UPD
- Update field for New Account Code Requests
USER-ID
- User Identifier number
VA
- Voucher Audit (via TYPE field)
VEN ID / VENDOR-ID
- Vendor Identification number
VH
- Vendor History Inquiry (via TYPE field)
VOUCH-NO
- Voucher number
VR
- Expansion Option Version
V-LINE
- Voucher Line number
WA
- Warrant Cancellation Function (via TYPE field)
WARRANT AVAIL DT
- Date Warrant is Available
WARRANT DATE / WT DATE - Warrant Issue Date
WARRANT NO / WT NO
- Warrant number
WARRANT PAID DATE
- Date Warrant cleared the Treasury for Warrant Cancellations
WARRANT STATUS
- Warrant Status Code for Warrant Cancellations
WARRANT TYPE
- Warrant type for Warrant Cancellations
WR
- Warrant Reconciliation for Vendor History Inquiry
WRT-CAN-DT
- Warrant Cancelled Date for Recurring Payments
WRT-ISSUE-DT
- Warrant Issued Date for Recurring Payments
WRT-NO
- Warrant number for Recurring Payments
WRT-SC
- Warrant Status Code for Recurring Payments
WRT-TYPE
- Warrant type for Recurring Payments
YR
- Appropriation Year
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix B
Page 10
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
APPENDIX C FLAIR TRANSACTION TYPES & COMMON ACCOUNTING ENTRIES
All entries given below assume a positive dollar amount. The I/A column indicates if the
entry was a result of operator Input (I) or system Automation (A).
Note symbols at end of appendix + - ±.
TR +/-
SF
GL
Description
DR
CR
I/A
10 ±
Any *****
(According to GL entered)
X
I
Any *****
(According to GL entered)
X
I
_____________________________________________________________________
20 ±
Any 92200
Approved Budget, Allotted
X
A
Any 931**
Allotments
X
I
_____________________________________________________________________
21 ±
Any
Any
-or-or-
91200
921**
Appropriations, Allocated
Approved Budget
X
8****
99100
Estimated Revenue/Receipts
Budgetary Fund Balance
X
X
A
I
X
I
A
99100
Budgetary Fund Balance
X
A
911**
Appropriations
X
I
_____________________________________________________________________
22 ±
1
131**
Unexpended G/R Releases or
X
I
2,3
122**
Released Cash in Treasury
X
I
1
63100
Released G/R Appropriations or
X
A
2,3
12100
Unreleased Cash in Treasury
X
A
_____________________________________________________________________
Revenue or Expense Refund Receipt/Correction
30 ±
96 ±
99 ±
1
54600
Collections or
X
A
2
12100
Unreleased Cash in Treasury or X
A
8
11200
Cash in Bank
X
A
Any 6****
(According to GL entered) or
X
I
7****
Expenditures
X
I
_____________________________________________________________________
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix C
Page 1
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
TR +/-
SF
31 ±
Opr. 16900
Fund *****
-and-
GL
Description
DR
Due from Clearing Fund
(According to GL entered)
X
CR
I/A
X
A
I
Clr. 11200
Cash in Bank
X
A
Fund 35900
Due to St. Funds – Clr. Fund
X
A
_____________________________________________________________________
32 ±
Rvl. 11200
Cash in Bank
X
A
Fund 16800
Due from St. Funds - Rvl. Fund
X
A
_____________________________________________________________________
33 ±
1
2
8
Any
-and-
6****
7****
54600 Collections or
12100 Unreleased Cash
in Treasury or
11200 Cash in Bank
(According to GL entered) or
Expenditures
X
A
X
X
A
A
I
I
X
X
Any *****
(According to GL on TR9S)
X
A
Any 15***
Receivables-Non-Governmental
X
A
_____________________________________________________________________
34 ±
-and-
Opr. 16900
Fund *****
Due from Clearing Fund
(According to GL entered)
X
Any
Any
(According to GL on TR9S)
Receivable-Non-Governmental
X
*****
15***
X
A
I
X
A
A
-orClr. 11200
Cash in Bank
X
A
Fund 35900
Due to St. Funds – Clr. Fund
X
A
_____________________________________________________________________
51 ±
Any *****
(According to GL entered)
X
I
1
13100
Unexpended G/R Releases or
X
A
2,3
12200
Released Cash in Treasury or
X
A
8
11200
Cash in Bank
X
A
_____________________________________________________________________
52 ± Operating Fund
Any
1
2,3
8
Effective Date:
September 1, 2007
7****
13100
12200
11200
(According to GL entered)
Unexpended G/R Releases or
Released Cash in Treasury or
Cash in Bank
Supersedes:
2003
X
X
X
X
I
A
A
A
Appendix C
Page 2
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
TR +/-
SF
GL
Description
DR
CR
I/A
Revolving Fund
8
16800
Due from St. Funds - Rvl. Fund X
A
8
11200
Cash in Bank
X
A
_____________________________________________________________________
53 +
Any
1
2,3
8
7****
13100
12200
11200
(According to GL entered)
Unexpended G/R Releases or
Released Cash in Treasury or
Cash in Bank
X
X
X
X
I
A
A
A
Any 3****
(Accord. to Sub GL on TR8S)
X
A
Any 7****
(According to GL on TR8S)
X
A
_____________________________________________________________________
54 + Operating Fund
Any
1
2,3
8
7****
13100
12200
11200
(According to GL entered)
Unexpended G/R Releases or
Released Cash in Treasury or
Cash in Bank
X
Any
Any
3****
7****
(Accord. to Sub GL on TR8S)
(According to GL on TR8S)
X
X
X
X
I
A
A
A
X
A
A
Revolving Fund
8
16800
Due from St. Funds - Rvl. Fund X
A
8
11200
Cash in Bank
X
A
_____________________________________________________________________
57 Refund of Overpayment of Taxes transaction made by vendors and/or agencies. No
accounting entries are generated unless an agency processes a journal transfer
using BF-ORG, BF-EO, BF-OBJ, and the Vendor-ID field is blank.
_____________________________________________________________________
58 ±
Any 7****
(According to GL entered)
X
I
1
13100
Unexpended G/R Releases or
X
A
2,3
12200
Released Cash in Treasury or
X
A
8
11200
Cash in Bank
X
A
______________________________________________________________________
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix C
Page 3
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
TR +/-
SF
GL
Description
DR
Unexpended G/R Releases or
Released Cash in Treasury or
Cash in Bank
(According to GL entered)
X
X
X
CR
I/A
X
A
A
A
A
59 ± Operating Fund
1
2,3
8
Any
13100
12200
11200
7****
Revolving Fund
8
11200
Cash in Bank
X
A
8
16800
Due from St. Funds - Rvl. Fund
X
A
_____________________________________________________________________
60 ±
Any 941**
Encumbrances
X
I
Any 98100
Budget Fund Bal. Res. for Enc.
X
A
_____________________________________________________________________
61 Automated transaction that is generated whenever a change is made to an existing
encumbrance record through TR6S Update or Batch 61. Original encumbrance
entry will be reversed and a new one will be generated reflecting the changes.
_____________________________________________________________________
70 +
Any
1
2,3
8
7****
13100
12200
11200
(According to GL entered)
Unexpended G/R Releases or
Released Cash in Treasury or
Cash in Bank
X
X
X
X
I
A
A
A
Any 98100
Budget Fund Bal. Res. for Enc.
X
A
Any 941**
Encumbrances
X
A
_____________________________________________________________________
71 + Operating Fund
Any
1
2,3
8
7****
13100
12200
11200
(According to GL entered)
Unexpended G/R Releases or
Released Cash in Treasury or
Cash in Bank
X
Any
Any
98100
941**
Budget Fund Bal. Res. for Enc.
Encumbrances
X
X
X
X
I
A
A
A
X
A
A
X
A
A
Revolving Fund
8
8
Effective Date:
September 1, 2007
16800
11200
Due from State Funds - Rvl Fund X
Cash in Bank
Supersedes:
2003
Appendix C
Page 4
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
TR +/-
SF
GL
Description
DR
CR
I/A
79 +
1
13100
Unexpended G/R Releases or
X
A
2,3
12200
Released Cash in Treasury
X
A
1
54600
Collections – G/R Fund or
X
A
2,3
12100
Unreleased Cash in Treasury
X
A
______________________________________________________________________
80 +
Any 7****
(According to GL entered)
X
I
Any 3****
Payables
X
I
______________________________________________________________________
81 +
Any
Any
7****
3****
(According to GL entered)
Payables
X
X
I
I
Any 98100
Budget Fund Bal. Res. for Enc.
X
A
Any 941**
Encumbrances
X
A
______________________________________________________________________
90 +
Any 15***
Receivables-Non-Govern. or
X
I
Any 16***
Due from Governmental Units
X
I
Any *****
(According to GL entered)
X
I
______________________________________________________________________
91 + No entries generated
______________________________________________________________________
97 ±
Any
Any
*****
16***
(According to GL entered)
Due from Governmental Units
X
X
A
A
X
A
A
A
I
Revenue Receipt
1
2
8
Any
54600
12100
11200
6****
Collections or
X
Unreleased Cash in Treasury or X
Cash in Bank
X
(According to GL entered)
Expense Refund Receipt
1
13100
Unexpended G/R Release or
X
A
2
12200
Released Cash in Treasury or
X
A
8
11200
Cash in Bank
X
A
Any 7****
(According to GL entered)
X
I
______________________________________________________________________
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix C
Page 5
FLAIR Procedures Manual Chapters 22-37 of 37 & Appendices
Florida Department of Financial Services
TR +/-
SF
GL
Description
DR
CR
I/A
X
A
A
A
A
X
A
A
A
A
X
A
A
98 + Operating Fund - Revenue Receipt
1
2
8
Any
54600
12100
11200
16900
Collections or
X
Unreleased Cash in Treasury or X
Cash in Bank
X
Due from Clr. Fund
Operating Fund - Expense Refund Receipt
1
2
8
Any
13100
12200
11200
16900
Unexpended G/R Release or
Released Cash in Treasury or
Cash in Bank
Due from Clr. Fund
35900
11200
Due to State Funds – Clr. Fund
Cash in Bank
X
X
X
Clearing Fund
8
8
X
+ positive value
- negative value
± either positive or negative value
Effective Date:
September 1, 2007
Supersedes:
2003
Appendix C
Page 6