Reading and Understanding FRS
Departmental Reports and Screens
Version 1.12
Systems Coordination
Who to contact for assistance
Layla Floyd, 4656
Anne Suggs, 2663
Help may also be obtained by pressing (F2) on any FRS Field Value.
1
What is the Financial Records System?
The Financial Records System (FRS) is an accounting system designed to track financial
transactions and to provide timely and accurate information to departments. Types of
information available through the FRS system include:
1. Budget balances allocated and available at any point in time.
2. Types and amounts of charges made to an account, including source of charge, date of
charge, and other relevant information.
3. Types and amounts of revenues received in an account, including references indicating
source of revenue, date credited and other relevant information.
4. Status of requisitions including detailed information.
5. Status of purchase orders issued, amount liquidated against a particular purchase order
and the amount still encumbered, with detailed information explaining what caused
changes in the status of a purchase order.
2
Specific Questions Answered by FRS
006 Six Digit SL
 Who is responsible for this account? (Responsible Person)
 Where is the responsible person located?
 What is the budget code associated with this account?
 What is the purpose code associated with this account?
019 List 6 Digit SL
 What is my revised budget by OBJT code?
 What are my current expenditure totals by OBJT code?
 What is encumbered by OBJT code?
 What is my available budget by OBJT code? (Updated real-time from purchasing)
020 List 10 Digit SL -OC
 What is my budget for a 10-digit SL?
 What are my actual expenditures for a 10-digit SL?
 What are my current encumbrances for a 10-digit SL?
 What is available in this 10-digit SL?
 How can I see a list of encumbrances with current status by 10-digit SL?
021 List OC File
 How can I see a list of encumbrances with current status by 10-digit SL without seeing all of the budget
information?
027 OC Inquiry By REF.
 How can I find the vendor on an Open Commitment if I have the reference number?
 How can I find the account number on an Open Commitment if I have the reference number?
 How can I find the date that an Open Commitment was created if I have the Reference Number?
 How can I find the last activity date that was posted to an Open Commitment if I have the Reference
Number?
031 SL Subcode Review
 How can I see a more complete picture of my balances at the ten-digit account level?
 How can I tell how the ten-digit account pulls in budget?
 Where can I check the flags set at the ten-digit account level?
033 SL BBA Display
 What is the quickest way to see my budget balance available at the ten-digit level?
34 SL REV/EXP Summary
 How can I see the revenue, expenditure, and profit balances for my account?
039 Trans-Ref2 Inquiry
 How can I see information like the second part of my FBM090/91?
 How can I find my balance and the details that make up my balance?
 What is the Check Number (REF #2)?
 What do the different transaction codes mean?
 What does the “I” stand for?
041 10 Digit SL Snapshot
 What is my Original Budget by 10-digit SL?
 What is my Revised Budget by 10-digit SL?
 What are my quarter-to-date or year-to-date balances by 10-digit SL?
 What is my encumbrance amount by 10-digit SL?
 What is the date of last activity for this 10-digit SL?
3
FRS Basics
How to obtain a password
Before signing on to the FRS system, a password must be obtained by completing a request form. The forms
are available from the CIS help desk.
Signing on to the system
Step 1: Double-click on your icon that opens ECUMVS. An example of this icon is shown below.
Step 2: Use the tab key to move to the area just after the word Selection. Type an “E” and press the enter key.
4
Step 3: Enter “s” and then a space and then your user ID (usually your initials followed by a four digit phone
number.
Step 4: Type “002” for the FRS system. The cursor will automatically move to “your operator number.” Enter
the 4-digit operator number assigned to you. The cursor will automatically move to the area to the right of the
“your password”. Enter the password assigned to you for this system. Your initial password is your user ID
(your initials followed by four digit telephone number.



System Number = ‘002’
Your Operator Number = Unique 4-digit # assigned to you (found on User ID Request Form
Your Password = Unique # assigned to you (found on User ID Request Form)
5
Common FRS Functions
Using Screen Numbers
The FRS system is composed of a number of user screens. To access a screen, the screen number is typed in the
entry space to the right of “SCREEN:” After pressing the enter key, the system will go to the screen requested.
Obtaining the Main Menu screen
The FRS menu screen provides the primary screen choices. The Main Menu screen can be obtained by typing
“001” as the screen number from any screen in FRS.
6
Exiting the system
Step 1: From the FRS menu, press the pause key or escape key to clear the screen.
Step 2: Finally, type ‘B’ for “bye” and press enter to exit FRS.
7
Screens Organized by Topic
Find Attribute Information about a GL account
002 Six Digit GL
003 Ten Digit GL
004 GL Building ATTR
005 GL Grant/Contract ATTR
Obtain attribute information about a 6 digit GL account number
Obtain attribute information about a 10 digit GL account number
Obtain attribute information about a building funded by a GL
Obtain attribute information about a grant or contract GL
Find Attribute Information about a SL account
006 Six Digit GL
007 Ten Digit SL
008 GL Building ATTR
009 GL Grant/Contract ATTR
Obtain attribute information about a six digit GL account number
Obtain attribute information about a ten digit GL account number
Obtain attribute information about a building funded by a GL
Obtain attribute information about a grant or contract GL
Inquire About a GL Balance
018 List 6 Digit GL
032 GL By ACCT Control
040 10 Digit GL Snapshot
Obtain the balances of a six digit GL
Obtain the balances of a ten digit GL by account control
Obtain the balances of a ten digit GL
Inquire About a SL Balance
019 List 6 Digit SL
031 SL Subcode Review
041 10 Digit SL Snapshot
034 SL REV/EXP Summary
Obtain the balances of a six digit SL
Obtain the balances of a ten digit SL by account control
Obtain the balances of a ten digit SL
Obtain the revenue, expenditures, and profit balances
Inquire About a SL Budget
022 List SL Budget Data
033 SL BBA Display
Obtain the budgeted amounts
Obtain the budget balance available
Inquire About SL Open Commitments
020 List 10 Digit SL-OC
021 List OC File
Obtain the budget available and list open commitments by 10-digit SL
List all open commitments for the 6-digit SL
Inquire About Transaction Detail
023 Transaction Inquiry
024 Batch TRANS Inquiry
027 OC Inquiry By REF.
042 OC Record Snapshot
039 TRANS/REF-2 Inquiry
Inquire by 6 or 10-digit SL
Inquire by Batch Number
Inquire by Reference Number
Inquire by Reference Number and 10-digit SL
Inquire by 6 or 10-digit SL
8
Screens Organized by Screen Number
(Items discussed in this class are in bold.)
002 Six Digit GL
Obtain attribute information about a six digit GL account number
003 Ten Digit GL
Obtain attribute information about a ten digit GL account number
004 GL Building ATTR
Obtain attribute information about a building funded by a GL
005 GL Grant/Contract ATTR
Obtain attribute information about a grant or contract GL
006 Six Digit SL
Obtain attribute information about a six digit GL account number
007 Ten Digit SL
Obtain attribute information about a ten digit GL account number
008 GL Building ATTR
Obtain attribute information about a building funded by a GL
009 GL Grant/Contract ATTR
Obtain attribute information about a grant or contract GL
018 List 6 Digit GL
Obtain the balances of a six digit GL
019 List 6 Digit SL
Obtain the balances of a six digit SL
020 List 10 Digit SL-OC
Obtain the budget available and list open commitments by 10-digit SL
021 List OC File
List all open commitments for the 6-digit SL
022 List SL Budget Data
Obtain the budgeted amounts
023 Transaction Inquiry
Inquire by 6 or 10-digit SL
024 Batch TRANS Inquiry
Inquire by Batch Number
027 OC Inquiry By REF.
Inquire by Reference Number
031 SL Subcode Review
Obtain the balances of a ten digit SL by account control
032 GL By ACCT Control
Obtain the balances of a ten digit GL by account control
033 SL BBA Display
Obtain the budget balance available
034 SL REV/EXP Summary
Obtain the revenue, expenditures, and profit balances
039 TRANS/REF-2 Inquiry
Inquire by 6 or 10-digit SL
040 10 Digit GL Snapshot
Obtain the balances of a ten digit GL
041 10 Digit SL Snapshot
Obtain the balances of a ten digit SL
042 OC Record Snapshot
Inquire by Reference Number and 10-digit SL
9
006 Six Digit SL
This screen is used to obtain attribute information about a six digit SL account number.





Who is responsible for this account? (Responsible Person)
Where is the responsible person located?
What is the budget code associated with this account?
What is the purpose code associated with this account?
Who authorizes charges for this account?
10
019 List 6 Digit SL
This screen is used to obtain the balances of a six digit SL by object code.




What is my Revised Budget by OBJT code?
What are my current expenditure totals by OBJT code?
What is encumbered by OBJT code?
What is my available budget by OBJT code? (Updated real-time from purchasing)
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX,
XX
11
031 SL Subcode Review
This screen is used to obtain the balances of a ten digit SL by account control.



How can I see a more complete picture of my balances at the ten-digit account level?
How can I tell how the ten-digit account pulls in budget?
Where can I check the flags set at the ten-digit account level?
12
033 SL BBA Display
This screen is used to obtain the budget balance available.

What is the quickest way to see my budget balance available at the ten-digit level?
13
034 SL REV/EXP Summary
This screen is used to obtain the revenue, expenditures, and profit/loss balances.

How can I see the revenue, expenditure, and profit/loss balances for my account?
14
041 10 Digit SL Snapshot
This screen is used to obtain the balances of a six digit SL by object code.





What is my Original Budget by 10-digit SL?
What is my Revised Budget by 10-digit SL?
What are my quarter-to-date or year-to-date balance by 10-digit SL?
What is my encumbrance amount by 10-digit SL?
What is the date of last activity for this 10-digit SL?
15
039 Trans-Ref2 Inquiry
This screen is used to inquire by a six or ten-digit account number.




How can I see information like the first part of my FBM090?
How can I find my balance and the details that make up my balance?
What is the Check Number (REF #2)?
What do the different transaction codes mean?
NOTES:
 The values of I are the following:
 F = Final
 D = Debit
 C = Credit
 P = Partial
 N = No-sign (Journal Entry’s)
 The date is key-entered on manual transactions and may not be the same as when it entered the system. Online and batch feeds (such as from the POS and A/P Systems) should have batch dates corresponding with
the actual processing date.
 Screen 23 presents the same information except for the ‘Ref #2’ column. (On Screen 23, this field
represents the batch reference). Reference #1 can be a requisition number, purchase order number, or any
number meaningful to the originator.
 Reference #2 can be a check number, requisition number, purchase order number, or any number
meaningful to the originator.
 TC refers to the Transaction Codes. See page 21 for a detailed explanation of transaction codes.
CTL refers to the Object Code or Line Item.
16
027 OC Inquiry By REF.
This screen is used to find open commitments.




How can I find the vendor on an Open Commitment if I have the reference number?
How can I find the account number on an Open Commitment if I have the reference number?
How can I find the date that an Open Commitment was created if I have the Reference Number?
How can I find the last activity date that was posted to an Open Commitment if I have the Reference
Number?

.
17
021 List OC File
This screen is used to list all open commitments for the six-digit SL.

How can I see a list of encumbrances with current status by 10-digit SL without seeing all of the budget
information?

The Reference Number is also the Requisition or Purchase Order Number. E designates a Purchase Order.
R designates a Requisition. EW designates a Standing Order.
18
020 List 10 Digit SL -OC
This screen is used to list open commitments by 10-digit SL.





What is my budget for a 10-digit SL?
What are my actual expenditures for a 10-digit SL?
What are my current encumbrances for a 10-digit SL?
What is available in a current 10-digit SL?
How can I see a list of encumbrances with current status by 10-digit SL?
The Reference Number is also the Requisition or Purchase Order Number. E designates a Purchase Order.
R designates a Requisition. EW designates a Standing Order.
19
ECU Web Sites With Helpful Information
1.
http://www.ecu.edu/business_manual/Accounting_Index.htm This web site contains information on
revenue and expense object codes and information about many of the accounting department’s policies.
2. http://www.ecu.edu/business_manual/Budget_&_Cost_Analysis_Index.htm This site contains information
about the budget office and provides an excellent listing of budget and expense object codes.
20
FRS Transaction Codes
Budget Transactions
020
021
022
026
028
029
Original Budget
Revised Budget
Budget Transfer
Budget Carried Forward From Prior Year
Last Year’s Budget
Future Year’s Budget
Receipt Transactions
030
032
033
034
038
Cash Receipt
Revenue Refund
Cash By Requisition
Cash Corrections
Cash Requisitions
Disbursement Transactions
040
042
044
045
046
047
048
049
Cash Disbursement
Transfer Out
Disbursement Adjustment
Canceled Check
Check from A/P to be Accrued (July)
Check from Financial Aid
Check from A/P
Check from Student Loans
Encumbrance Transactions
050
052
053
054
055
058
059
Miscellaneous Liquidation
Original Standing Order Requisition, Petition to Travel
Purchase Order from POS
Requisition from POS
Capital Improvement Enhancements
Miscellaneous Liquidation
Encumbrance that will Reject in FBD010 if Insufficient BBA
Journal Entry Transactions
060
061
062
063
064
065
066
067
068
069
090
098
Journal Entry
Prorates
Journal Entry to Override a Freeze Flag and Fin Aid EFT Batches
ID Charges
ID Charges to be Accrued
Reversals 13th Month
Accruals 13th Month
Payroll Transactions
Patient Billing/Sales Tax Entries
Compound Journal Entry
Bank Transfer Transaction
Beginning Balance Transaction
21
BATCHES
Batch Header
Description
Generated By
AAID
ACD
ADA
AFS
AID
AJE
AL
AOB
APO
ARA
ARQ
BBT
BFB
BOB
CID
CJE
CRO
DID
EFT
FCO
FNA
GAO
GBR
GBT
GCD
GID
GJE
GOB
GPO
IAB
IID
IJE
IRA
ITID
JSB
KID
LAD
LID
Academic Affairs
Accounts Payable Daily Cycle
Disbursement Adjustment
Flag Set
ID Charges
Journal Entry
GG Budgets
Budget Changes (AL & CI)
Purchase Order Liquidations
Receipt Adjustment
Cash Requisition
Transfer
MGMT FLEX
Budget
CHSC ID Charges
Compound Journal Entry
Cashier’s Daily
Demurrage Feed
Financial Aid Transfer
Cash Receipts
Financial Aid
Beginning Balance Adjustment
Budget Revision
Budget Transfer
Disbursement Adjustments
Grant’s ID Charges
Journal Entry
Original Budget
Grant’s Liquidation
Non-gifts
Instit. Advancement ID Charges
Journal Entries
Receipt Adjustments
ITCS
Reset Flag
Purchase Order System
Payper Expense Feed
Mail Service’s ID Charges
Academic Affairs
Accounts Payable
Financial Entries
Financial Entries
Financial Entries
Financial Entries
Alumni
Financial Entries
Financial Entries
Financial Entries
Financial Entries
Budget Office
Budget Office
Budget Office
SOM
Financial Entries
Cashier’s Office
SOM
Financial Aid
Cashier’s Office
Financial Aid
Financial Services
Grants
Grants
Grants
Grants
Grants
Grants
Grants
ECU Foundation
ECU Foundation
ECU Foundation
ECU Foundation
ITCS
Budget Office
Central Supply
Payroll
Mail Services
22
Batch Header
Description
Generated By
LRQ
MBR
MBT
MCR
MDR
MJE
MPC
MRC
NID
Numbers
PID
PKID
POS
SID
SJE
SLID
SLS
SPFUND
SRA
TFID
TID
TOB
VBR
VCR
VID
VJE
VPC
WID
XID
ZID
Health Science Library
Budget Increase Dean
Budget Transfer
Cash Receipt
Disbursement Adjustment
Journal Entry
Petty Cash
MFRR Other Inc/STIF Payroll
Purchase Order System
Patient Billing Feed
Rapid Copy ID Charges
Parking and Traffic
Purchase Order System
Student Store ID Charges
Journal Entries
Student Life ID Charges
Daily Transactions
Increase Budget
Receipt Adjustments
Motor Pool ID Charges
Telecommunications ID Charges
Budget Changes
Athletic Budget Transfer
Cash Receipts
Athletics ID Charges
Journal Entry
Imprest Athletics
Warehouse Billing
ID Charges/Journal Entries
Indirect Cost Allocation
SOM
SOM
SOM
SOM
SOM
SOM
Accounts Payable
SOM
Medical Store Room
SOM
Printing & Graphics
Parking & Traffic
Purchase Order System
Student Store
Student Store
Student Life
Student Loans
Monthly Feed
Student Store
Parking & Traffic
Telecommunications
Financial Entries
Athletics
Athletics
Athletics
Athletics
Athletics
Warehouse
SOM
SOM
23
COURSE EVALUATION
Poor
Excellent
1. Quality of Reference Material
1
2
3
4
5
2. Quality of Presentation
1
2
3
4
5
3. I understood the presentation.
1
2
3
4
5
4. Relevancy to My Job
1
2
3
4
5
5. Should this workshop be presented again?
6. What information should definitely be included in the presentation for future workshops?
7. What information should definitely be omitted in the presentation for future workshops?
8. Please provide additional suggestions or comments.
24