Add Commitment Maintenance by HC120727113557

VIEWS: 0 PAGES: 23

									                                          Add Commitment Maintenance

This conversation can be used to add maintenance transactions to Commitments that have a transaction approval
status of COM (complete).

All transactions that have been added to the system, that reference a Commitment, must have a transaction status of
COM before you can electronically approve a maintenance transaction you add. You can inquire on a Commitment
and press the PF11 (Activity) to view transactions that have been added that reference a specific Commitment and
the current transaction status of each transaction.

There are five types of Commitment Maintenance

         1.       Transfer a paid amount within a FIMS Commitment                          Go to Page 4
         2.       Transfer a paid Invoice/IGT between FIMS Commitments                     Go to Page 8
         3.       Remove a paid Invoice/IGT from a FIMS Commitment                         Go to Page 12
         4.       Add a paid Invoice/IGT to a FIMS Commitment                              Go to Page 16
         5.       Apply a refund (deposit refund) to a FIMS Commitment                     Go to Page 20

The following instructions will discuss each type of Commitment Maintenance


Type 1 - Transfer a paid amount within a FIMS Commitment

Example: You have a Commitment with two unique financial code combinations on the split screen. You process
an invoice against the Commitment and reference the first financial code combination. The invoice is COMplete.
This maintenance transaction will allow you to transfer the invoice payment from the financial code combination
you used to the other financial code combination on the split screen.

Electronic Approval:       1200 – State Auditor’s Office – State level transaction
                           0200 – Administration – Agency level transaction (extensions)

    1.        At the Main Menu screen, type the number for Expenditure Transactions and press <ENTER>.
    2.        At the Expenditure Transactions menu screen, type the number for Commitments and press
              <ENTER>.
    3.        At the Commitments menu screen, type the number for Add Commitment Maintenance and press
              <ENTER>.
    4.        At the Add Commitment Maintenance Key Prompt screen, type the applicable Commitment number
              in the FROM FIMS CO ID field, leave the TO FIMS CO ID field blank, type the applicable document
              ID number in the FIMS Invoice, IGT, or Deposit ID field, and type a 1 in the Type field. Press
              <ENTER>.
    5.        Complete the Add Commitment Maintenance Detail screen and press PF9.
    6.        Complete the Add Commitment Maintenance Split screen and press <ENTER> to add the maintenance
              transaction.
    7.        The system will assign a unique E document number to the maintenance transaction. This transaction
              maintains the same accounting treatment as an expense to expense adjusting entry. The transaction
              must be electronically approved and forwarded to the State Auditor’s Office for processing, unless it is
              an agency level transaction used by extended agencies. Agency level transactions can be electronically
              approved to organization 0200 for auto COMplete. If you electronically approve a transaction to 0200
              and it does not auto COMplete, then the transaction should be electronically approved to the State
              Auditor’s Office for processing.




                                                          1
Type 2 – Transfer a Paid Invoice/IGT between FIMS Commitments

Example: You have two Commitments that are similar. You process an invoice and reference one of the
Commitments and after it is COMplete, you realize the invoice should have referenced the other Commitment. This
maintenance transaction will allow you to transfer the invoice payment from the one Commitment to the other
Commitment.

Electronic Approval:     1200 – State Auditor’s Office – State level transaction
                         0200 – Administration – Agency level transaction (extensions)

    1.      At the Main Menu screen, type the number for Expenditure Transactions and press <ENTER>.
    2.      At the Expenditure Transactions menu screen, type the number for Commitments and press
            <ENTER>.
    3.      At the Commitments menu screen, type the number for Add Commitment Maintenance and press
            <ENTER>.
    4.      At the Add Commitment Maintenance Key Prompt screen, type the applicable Commitment number in
            the FROM FIMS CO ID field, type the applicable Commitment number in the TO FIMS CO ID field,
            type the applicable document ID number in the FIMS Invoice, IGT, or Deposit ID field, and type a 2 in
            the Type field. Press <ENTER>.
    5.      Complete the Add Commitment Maintenance Detail screen and press PF9.
    6.      Complete the Add Commitment Maintenance Split screen and press <ENTER> to add the maintenance
            transaction.
    7.      The system will assign a unique E document number to the maintenance transaction. This transaction
            maintains the same accounting treatment as an expense to expense adjusting entry. The transaction
            must be electronically approved and forwarded to the State Auditor’s Office for processing, unless it is
            an agency level transaction used by extended agencies. Agency level transactions can be electronically
            approved to organization 0200 for auto COMplete. If you electronically approve a transaction to 0200
            and it does not auto COMplete, then the transaction should be electronically approved to the State
            Auditor’s Office for processing.


Type 3 – Remove a Paid Invoice/IGT from a FIMS Commitment

Example: You process an Invoice transaction and reference a Commitment. The Invoice is COMplete. You now
realize that you should not have referenced any Commitment for the Invoice payment. This maintenance transaction
will permit you to remove this invoice from the Commitment.

Electronic Approval:     0200 – Administration

    1.      At the Main Menu screen, type the number for Expenditure Transactions and press <ENTER>.
    2.      At the Expenditure Transactions menu screen, type the number for Commitments and press
            <ENTER>.
    3.      At the Commitments menu screen, type the number for Add Commitment Maintenance and press
            <ENTER>.
    4.      At the Add Commitment Maintenance Key Prompt screen, type the applicable Commitment number in
            the FROM FIMS CO ID field, leave the TO FIMS CO ID field blank, type the applicable document ID
            number in the FIMS Invoice, IGT, or Deposit ID field, and type a 3 in the Type field. Press
            <ENTER>.
    5.      Complete the Add Commitment Maintenance Detail screen and press PF9.
    6.      Complete the Add Commitment Maintenance Split screen and press <ENTER> to add the maintenance
            transaction.
    7.      The system will assign a unique E document number to the maintenance transaction. This transaction
            needs only to be electronically approved to organization 0200 for auto COMplete.




                                                        2
Type 4 – Add a Paid Invoice to a FIMS Commitment

Example: You process an invoice and it is COMplete. You realize that the invoice payment should have been
processed to reference a FIMS Commitment. This maintenance transaction will allow you add the invoice payment
to the Commitment.

Electronic Approval:     0200 - Administration


    1.   At the Main Menu screen, type the number for Expenditure Transactions and press <ENTER>.
    2.   At the Expenditure Transactions menu screen, type the number for Commitments and press <ENTER>.
    3.   At the Commitments menu screen, type the number for Add Commitment Maintenance and press
         <ENTER>.
    4.   At the Add Commitment Maintenance Key Prompt screen, leave the FROM FIMS CO ID field blank, type
         the applicable Commitment number in the TO FIMS CO ID, type the applicable document ID number in
         the FIMS Invoice, IGT, or Deposit ID field, and type a 4 in the Type field. Press <ENTER>.
    5.   Complete the Add Commitment Maintenance Detail screen and press PF9.
    6.   Complete the Add Commitment Maintenance Split screen and press <ENTER> to add the maintenance
         transaction.
    7.   The system will assign a unique E document number to the maintenance transaction. This transaction
         needs only to be electronically approved to organization 0200 for auto COMplete.

Type 5 – Apply a Deposit Refund to a FIMS Commitment

Example: You process an invoice that references a FIMS Commitment. The Invoice is COMplete. The payment is
returned to you and the Commitment needs to be adjusted to reflect this decrease of expense. This maintenance
transaction will allow you to apply the deposit refund to the FIMS Commitment. NOTE: You must first process
the Revenue Transaction – Refund Deposit to record the returned payment before you add this maintenance
transaction.

Electronic Approval:     0200 - Administration

    1.   At the Main Menu screen, type the number for Expenditure Transactions and press <ENTER>.
    2.   At the Expenditure Transactions menu screen, type the number for Commitments and press <ENTER>.
    3.   At the Commitments menu screen, type the number for Add Commitment Maintenance and press
         <ENTER>.
    4.   At the Add Commitment Maintenance Key Prompt screen, type the applicable Commitment number in the
         FROM FIMS CO ID field, leave the TO FIMS CO ID field blank, type the applicable document ID number
         in the FIMS Invoice, IGT, or Deposit ID field, and type a 5 in the Type field. Press <ENTER>.
    5.   Complete the Add Commitment Maintenance Detail screen and press PF9.
    6.   Complete the Add Commitment Maintenance Split screen and press <ENTER> to add the maintenance
         transaction.
    7.   The system will assign a unique E document number to the maintenance transaction. This transaction
         needs only to be electronically approved to organization 0200 for auto COMplete.


Fast Path Code: CMA




                                                     3
                     Add Commitment Maintenance Key Prompt Screen – Type 1
                            Transfer a Paid Amount With a FIMS CO

 ID: FI#3004                    STATE OF WEST VIRGINIA                                    02/01 /06
 WVFA2560            FINANCIAL INFORMATION MANAGEMENT SYSTEM                              08:55:58
                         ADD COMMITMENT MAINT. KEY PROMPT

                           FROM FIMS CO ID : __________

                                 TO FIMS CO ID : __________

          FIMS INVOICE, IGT, OR DEPOSIT ID: __________

                                          TYPE: _

                  1.TRANSFER PAID AMOUNT WITHIN A FIMS CO
                  2.TRANSFER A PAID INVOICE/IGT BETWEEN FIMS CO
                  3.REMOVE A PAID INVOICE/IGT FROM A FIMS CO
                  4.ADD A PAID INVOICE/IGT TO A FIMS CO
                  5.APPLY A REFUND TO A FIMS CO

  NEXT: ___
  PF1 =HELP       PF3 =END         PF4 =MENU                 PF5 =INQ. FROM PO/CO
  PF6 =INQ. TO PO/CO    PF9 =INQ.IGT/INVOICE                 PF10=INQ. DEPOSIT

ON SCREEN            What You See/What You Do
FROM FIMS CO ID      Type the FIMS Commitment document number you want to reference.
TO FIMS CO ID        Leave field blank, not applicable.
FIMS INVOICE, IGT,   Type the FIMS Invoice or IGT document number that you want to transfer within a
OR DEPOSIT ID        Commitment.
TYPE                 Type a 1.
                             <THEN DO ONE OF THE FOLLOWING>
PRESS <ENTER>        Press <ENTER> to proceed to the Add Commitment Maintenance Detail screen.
                                                 <OR>
PF5                  Press PF5 to inquire on the Commitment you typed in the FROM field. After you
                     inquire, you can press PF3 to return to this screen.
                                                 <OR>
PF6                  Not applicable for this maintenance transaction type.
                                                 <OR>
PF9                  Press PF9 to inquire on the Invoice or IGT document you typed. After you inquire, you
                     can press PF3 to return to this screen.
                                                 <OR>
PF10                 Not applicable for this maintenance transaction type.
                                                 <OR>
PF3/PF4              Press PF3 or PF4 to exit this screen.




                                                    4
                          Add Commitment Maintenance Detail Screen – Type 1
                               Transfer a Paid Amount With a FIMS CO

 ID: FI#3004                          STATE OF WEST VIRGINIA                                        02/01/06
 WVFA2561                    FINANCIAL INFORMATION MANAGEMENT SYSTEM                                09:56:11
                            COMMITMENTS - ADD COMMITMENT MAINT. DETAIL

                      TYPE: 1 TRANSFER PAID AMOUNT WITHIN A FIMS CO

                     TRANSACTION DATE: 02/01/06

                     FIMS INVOICE NO: I000015498

                     COMMENTS: ________________________________________

                  AGENCY CONTACT: FIMS_________ (LAST) JOE________ (FIRST)

                 CONTACT PHONE: __ 304 555 - 4083          EXTENSION: 300

                 TRANSFER AMOUNT: _______________ TOT.INV.AMT:                      6300.00

                 FROM FIMS CO ID : C000233000              TO FIMS CO ID : C000233000


  NEXT: ___        PF1 =HELP       PF3 =END         PF4 =MENU         PF9 =SPLIT


ON SCREEN               What You See/What You Do
TYPE                    The type of Commitment Maintenance transaction being added will be displayed.
TRANSACTION DATE Today’s date.
FIMS INVOICE NO         The Invoice/IGT number referenced on the previous screen.
COMMENTS                Type a comment for this maintenance transaction.
CONTACT                 The contact name and phone number for the individual adding this transaction.
TRANSFER AMOUNT Type the dollar amount you want to transfer. It is not required to transfer the total dollar
                amount of the transaction.
TOT INV AMT             The total invoice amount for the Invoice/IGT you have referenced.
FROM FIMS CO ID         The Commitment number you are transferring the dollar amount FROM.
TO FIMS CO ID           The Commitment number you are transferring the dollar amount TO. This CO ID will be
                        the same as the FROM FIMS CO ID.
                                <THEN DO ONE OF THE FOLLOWING>
PF9                     Press PF9 to access the Split Screen.
                                                    <OR>
PF3/PF4                 Press PF3 or PF4 to exit this screen and cancel the Add Maintenance transaction.




                                                       5
                           Add Commitment Maintenance Split Screen – Type 1
                               Transfer a Paid Amount With a FIMS CO


  ID: FI#3004                       STATE OF WEST VIRGINIA                                         0 2/01/06
  WVFA2562                FINANCIAL INFORMATION MANAGEMENT SYSTEM                                  10:39:24
                            COMMITMENTS - ADD CO MAINTENANCE SPLIT

                   FROM FIMS CO ID: C000237342 TO FIMS CO ID: C000237342
                               TRANSFER AMT     40.00
                     TYPE: 1 TRANSFER PAID AMOUNT WITHIN A FIMS CO

                                                                                 FROM/
  SEL    FUND    FY    ORG       ACT   OBJ   GRANT    PROJ          INV AMT        TO  AMOUNT
   _     0200   2006   0200      099   025   _____    _____          250.00        F      .00
   _     0201   2006   0200      099   026   _____    _____           35.00        F      .00
   _     0200   2006   0200      099   025   _____    _____          250.00        T       .00
   _     0201   2006   0200      099   026   _____    _____           35.00        T      .00

                                                                                =============
      FROM TOTAL:          .00                                              TO TOTAL:     .00

   NEXT: ___    PF1 =HELP              PF3 =END            PF4 =MENU                PF6 =TOP
                PF7 =BKWD              PF8 =FWD            PF9 =RETURN



Note: The Split Screen will display the financial code combinations from the Commitment as both the FROM and
TO side of the split screen. You can not modify these financial code combinations.

ON SCREEN               What You See/What You Do
FROM FIMS CO ID         The Commitment number you are referencing for this maintenance transaction.
TO FIMS CO ID           Same as the FROM FIMS CO ID.
TRANSFER AMT            The dollar amount you want transfer within this Commitment.
TYPE 1                  The number and description of the maintenance transaction you are adding.
SEL                     You will leave this field blank for the financial code combination(s) you want to transfer
                        amounts FROM and TO.

                        You will type a D, for delete, in this field beside any financial code combination(s) you
                        do not want to reference for this specific maintenance transaction.
FUND, FY, ORG, ACT, The financial code combination.
OBJ, GRANT, PROJ
INV AMT                 The total dollar amount that has been referenced for expenditure transactions for this
                        financial code combination.
FROM/TO                 F = FROM – the financial code you will transfer the dollar amount FROM
                        T = TO – the financial code you will transfer the dollar amount TO
AMOUNT                  Type the dollar amount you want to transfer FROM or TO for a financial code
                        combination.
FROM TOTAL              The FROM and TO TOTAL amounts will only calculate if the dollar amounts you type
TO TOTAL                for FROM and TO do not equal.
                                  <THEN DO ONE OF THE FOLLOWING>




                                                      6
ON SCREEN       What You See/What You Do
PRESS <ENTER>   Press <ENTER> to add the Commitment Maintenance transaction. The system will
                assign a unique E document number to this transaction.
                                            <OR>
PF9             You can press PF9 to return to the detail screen without losing any information you have
                typed on the split screen.
                                            <OR>
PF8             If multiple pages of financial code combinations exist, you can press PF8 to scroll
                forward.
                                            <OR>
PF7             If you press PF8 to scroll forward, you can press PF7 to scroll back.
                                            <OR>
PF3/PF4         Press PF3 or PF4 to exit this screen. Any information you typed will be erased.




                                               7
                     Add Commitment Maintenance Key Prompt Screen – Type 2
                          Transfer a Paid Invoice/IGT Between FIMS CO



 ID: FI#3004                    STATE OF WEST VIRGINIA                                   02/01/06
 WVFA2560            FINANCIAL INFORMATION MANAGEMENT SYSTEM                             08:55:58
                         ADD COMMITMENT MAINT. KEY PROMPT

                           FROM FIMS CO ID : __________

                                 TO FIMS CO ID : __________

          FIMS INVOICE, IGT, OR DEPOSIT ID: __________

                                          TYPE: _

                  1.TRANSFER PAID AMOUNT WITHIN A FIMS CO
                  2.TRANSFER A PAID INVOICE/IGT BETWEEN FIMS CO
                  3.REMOVE A PAID INVOICE/IGT FROM A FIMS CO
                  4.ADD A PAID INVOICE/IGT TO A FIMS CO
                  5.APPLY A REFUND TO A FIMS CO

  NEXT: ___
  PF1 =HELP       PF3 =END         PF4 =MENU                 PF5 =INQ. FROM PO/CO
  PF6 =INQ. TO PO/CO    PF9 =INQ.IGT/INVOICE                 PF10=INQ. DEPOSIT


ON SCREEN            What You See/What You Do
FROM FIMS CO ID      Type the FIMS Commitment document number you want to transfer an amount FROM.
TO FIMS CO ID        Type the FIMS Commitment document number you want to transfer an amount TO.
FIMS INVOICE, IGT,   Type the FIMS Invoice or IGT document number that you want to transfer between
OR DEPOSIT ID        Commitments.
TYPE                 Type a 2.
                             <THEN DO ONE OF THE FOLLOWING>
PRESS <ENTER>        Press <ENTER> to proceed to the Add Commitment Maintenance Detail screen.
                                                 <OR>
PF5                  Press PF5 to inquire on the Commitment you typed in the FROM field. After you
                     inquire, you can press PF3 to return to this screen.
                                                 <OR>
PF6                  Press PF6 to inquire on the Commitment you typed in the TO field. After you inquire,
                     you can press PF3 to return to this screen.
                                                 <OR>
PF9                  Press PF9 to inquire on the Invoice or IGT document you typed. After you inquire, you
                     can press PF3 to return to this screen.
                                                 <OR>
PF10                 Not applicable for this maintenance transaction type.
                                                 <OR>
PF3/PF4              Press PF3 or PF4 to exit this screen.




                                                    8
                          Add Commitment Maintenance Detail Screen – Type 2
                            Transfer a Paid Invoice/IGT Between a FIMS CO


 ID: FI#3004                         STATE OF WEST VIRGINIA                                         02/01/06
 WVFA2561                   FINANCIAL INFORMATION MANAGEMENT SYSTEM                                 09:56:11
                           COMMITMENTS - ADD COMMITMENT MAINT. DETAIL

                     TYPE: 2 TRANSFER A PAID INVOICE BETWEEN FIMS CO

                    TRANSACTION DATE: 02/01/06

                    FIMS INVOICE NO: I000015498

                    COMMENTS: ________________________________________

                 AGENCY CONTACT: FIMS_________ (LAST) JOE________ (FIRST)

                CONTACT PHONE: __ 304 555 - 4083           EXTENSION: 300

                TRANSFER AMOUNT: 3000.00

                FROM FIMS CO ID : C000233000               TO FIMS CO ID : C000234100


  NEXT: ___        PF1 =HELP       PF3 =END         PF4 =MENU         PF9 =SPLIT


ON SCREEN               What You See/What You Do
TYPE                    The type of Commitment Maintenance transaction being added will be displayed.
TRANSACTION DATE Today’s date.
FIMS INVOICE NO         The Invoice/IGT number referenced on the previous screen.
COMMENTS                Type a comment for this maintenance transaction.
CONTACT                 The contact name and phone number for the individual adding this transaction.
TRANSFER AMOUNT The dollar amount for the Invoice/IGT referenced for this maintenance transaction.
FROM FIMS CO ID         The Commitment number you are transferring the dollar amount FROM.
TO FIMS CO ID           The Commitment number you are transferring the dollar amount TO.
                                <THEN DO ONE OF THE FOLLOWING>
PF9                     Press PF9 to access the Split Screen.
                                                    <OR>
PF3/PF4                 Press PF3 or PF4 to exit this screen and cancel the Add Maintenance transaction.




                                                       9
                             Add Commitment Maintenance Split Screen – Type 2
                               Transfer a Paid Invoice/IGT Between FIMS CO


      ID: FI#3004                        STATE OF WEST VIRGINIA                                          02/01/06
      WVFA2562                 FINANCIAL INFORMATION MANAGEMENT SYSTEM                                   10:39:24
                                 COMMITMENTS - ADD CO MAINTENANCE SPLIT

                       FROM FIMS CO ID: C000233000  TO FIMS CO ID: C000234100
                                   TRANSFER AMT      3000.00
                         TYPE: 2 TRANSFER A PAID INVOICE BETWEEN FIMS CO

                                                                                       FROM/
      SEL   FUND     FY     ORG       ACT   OBJ   GRANT       PROJ        INV AMT        TO  AMOUNT
       _    0200    2006    0200      099   025   _____       _____                      F    2100.00
       _    0201    2006    0200      099   026   _____       _____                       F    900.00
       _    0252    2006    0200      099   025   _____       _____                      T        . 00
       _    0252    2006    0200      099   026   _____       _____                      T        .00

                                                                                      =============
        FROM TOTAL:             .00                                               TO TOTAL:     .00

      NEXT: ___     PF1 =HELP               PF3 =END              PF4 =MENU               PF6 =TOP
                    PF7 =BKWD               PF8 =FWD              PF9 =RETURN




Note: The Split Screen will display the financial code combinations from the Commitments. The FROM codes will
be the codes referenced on the original payment. The TO codes will be the codes you have available to transfer TO
for the other Commitment. You can not modify these financial code combinations.

ON SCREEN                  What You See/What You Do
FROM FIMS CO ID            The Commitment number you are transferring the payment FROM.
TO FIMS CO ID              The Commitment number you are transferring the payment TO.
TRANSFER AMT               The dollar amount you want transfer between Commitments.
TYPE 2                     The number and description of the maintenance transaction you are adding.
SEL                        You will leave this field blank for the financial code combination(s) you want to transfer
                           amounts FROM and TO.

                           You will type a D, for delete, in this field beside any TO financial code combination(s)
                           you do not want to reference for this specific maintenance transaction.
FUND, FY, ORG, ACT, The financial code combination.
OBJ, GRANT, PROJ
INV AMT                    Not applicable for this maintenance transaction.
FROM/TO                    F = FROM – the financial code you will transfer the dollar amount FROM
                           T = TO – the financial code you will transfer the dollar amount TO
AMOUNT                     Type the dollar amount you want to transfer TO for each financial code combination.
FROM TOTAL                 The FROM and TO TOTAL amounts will only calculate if the dollar amounts you type
TO TOTAL                   for FROM and TO do not equal.
                                   <THEN DO ONE OF THE FOLLOWING>




                                                         10
ON SCREEN       What You See/What You Do
PRESS <ENTER>   Press <ENTER> to add the Commitment Maintenance transaction. The system will
                assign a unique E document number to this transaction.
                                            <OR>
PF9             You can press PF9 to return to the detail screen without losing any information you have
                typed on the split screen.
                                            <OR>
PF8             If multiple pages of financial code combinations exist, you can press PF8 to scroll
                forward.
                                            <OR>
PF7             If you press PF8 to scroll forward, you can press PF7 to scroll back.
                                            <OR>
PF3/PF4         Press PF3 or PF4 to exit this screen. Any information you typed will be erased.




                                              11
                       Add Commitment Maintenance Key Prompt Screen – Type 3
                             Remove a Paid Invoice/IGT From a FIMS CO



      ID: FI#3004                    STATE OF WEST VIRGINIA                                    02/01/06
      WVFA2560            FINANCIAL INFORMATION MANAGEMENT SYSTEM                              08:55:58
                              ADD COMMITMENT MAINT. KEY PROMPT

                                FROM FIMS CO ID : __________

                                    TO FIMS CO ID : __________

               FIMS INVOICE, IGT, OR DEPOSIT ID: __________

                                                TYPE: _

                       1.TRANSFER PAID AMOUNT WITHIN A FIMS CO
                       2.TRANSFER A PAID INVOICE/IGT BETWEEN FIMS CO
                       3.REMOVE A PAID INVOICE/IGT FROM A FIMS CO
                       4.ADD A PAID INVOICE/IGT TO A FIMS CO
                       5.APPLY A REFUND TO A FIMS CO

      NEXT: ___
      PF1 =HELP       PF3 =END         PF4 =MENU                PF5 =INQ. FROM PO/CO
      PF6 =INQ. TO PO/CO    PF9 =INQ.IGT/INVOICE                PF10=INQ. DEPOSIT

ON SCREEN               What You See/What You Do
FROM FIMS CO ID         Type the FIMS Commitment document number you want to remove a transaction
                        FROM.
TO FIMS CO ID           Leave field blank, not applicable.
FIMS INVOICE, IGT,      Type the FIMS Invoice or IGT document number that you want to remove from the
OR DEPOSIT ID           Commitment.
TYPE                    Type a 3.
                                <THEN DO ONE OF THE FOLLOWING>
PRESS <ENTER>           Press <ENTER> to proceed to the Add Commitment Maintenance Detail screen.
                                                    <OR>
PF5                     Press PF5 to inquire on the Commitment you typed in the FROM field. After you
                        inquire, you can press PF3 to return to this screen.
                                                    <OR>
PF6                     Not applicable for this maintenance transaction type.
                                                    <OR>
PF9                     Press PF9 to inquire on the Invoice or IGT document you typed. After you inquire, you
                        can press PF3 to return to this screen.
                                                    <OR>
PF10                    Not applicable for this maintenance transaction type.
                                                    <OR>
PF3/PF4                 Press PF3 or PF4 to exit this screen.




                                                      12
                          Add Commitment Maintenance Detail Screen – Type 3
                             Remove a Paid Invoice/IGT From a FIMS CO



 ID: FI#3004                         STATE OF WEST VIRGINIA                                          02/01/06
 WVFA2561                   FINANCIAL INFORMATION MANAGEMENT SYSTEM                                  09:56:11
                           COMMITMENTS - ADD COMMITMENT MAINT. DETAIL

                     TYPE: 3 REMOVE A PAID INVOICE FROM A FIMS CO

                    TRANSACTION DATE: 02/01/06

                    FIMS INVOICE NO: I000015498

                    COMMENTS: ________________________________________

                 AGENCY CONTACT: FIMS_________ (LAST) JOE________ (FIRST)

                 CONTACT PHONE: __ 304 555 - 4083          EXTENSION: 300

                TRANSFER AMOUNT: 3000.00

                 FROM FIMS CO ID : C000233000              TO FIMS CO ID :


  NEXT: ___        PF1 =HELP       PF3 =END         PF4 =MENU         PF9 =SPLIT


ON SCREEN               What You See/What You Do
TYPE                    The type of Commitment Maintenance transaction being added will be displayed.
TRANSACTION DATE Today’s date.
FIMS INVOICE NO         The Invoice/IGT number referenced on the previous screen.
COMMENTS                Type a comment for this maintenance transaction.
CONTACT                 The contact name and phone number for the individual adding this transaction.
TRANSFER AMOUNT The dollar amount for the Invoice/IGT referenced for this maintenance transaction.
FROM FIMS CO ID         The Commitment number you are removing the dollar amount FROM.
TO FIMS CO ID           Note applicable. This field will be blank.
                                <THEN DO ONE OF THE FOLLOWING>
PF9                     Press PF9 to access the Split Screen.
                                                    <OR>
PF3/PF4                 Press PF3 or PF4 to exit this screen and cancel the Add Maintenance transaction.




                                                      13
                           Add Commitment Maintenance Split Screen – Type 3
                              Remove a Paid Invoice/IGT From a FIMS CO


  ID: FI#3004                       STATE OF WEST VIRGINIA                                          0 2/01/06
  WVFA2562                FINANCIAL INFORMATION MANAGEMENT SYSTEM                                   10:39:24
                            COMMITMENTS - ADD CO MAINTENANCE SPLIT

                   FROM FIMS CO ID: C000233000  TO FIMS CO ID:
                               TRANSFER AMT      3000.00
                     TYPE: 3 REMOVE A PAID INVOICE FROM A FIMS CO

                                                                                 FROM/
  SEL    FUND    FY    ORG    ACT    OBJ    GRANT     PROJ          INV AMT        TO  AMOUNT
   _     0200   2006   0200   099    025    _____     _____                         F   2100.00
   _     0201   2006   0200   099    026    _____     _____                        F     900.00
   _     0200   2006   0200   099    025    _____     _____                        T    2100.00
   _     0201   2006   0200   099    026    _____     _____                        T     900.00

                                                                                 =============
      FROM TOTAL:      3000.00                                             TO TOTAL:    3000.00

   NEXT: ___    PF1 =HELP            PF3 =END              PF4 =MENU                PF6 =TOP
                PF7 =BKWD            PF8 =FWD              PF9 =RETURN




Note: The Split Screen will display the financial code combinations from the Commitment. The FROM codes will
be the codes referenced on the original payment. The TO codes displayed will be the same as the FROM codes.
You can not modify these financial code combinations.

ON SCREEN               What You See/What You Do
FROM FIMS CO ID         The Commitment number you are removing the payment FROM.
TO FIMS CO ID           Not applicable. This field will be blank.
TRANSFER AMT            The dollar amount that will be removed from the Commitment.
TYPE 3                  The number and description of the maintenance transaction you are adding.
SEL                     You will leave this field blank for the financial code combination(s) presented.
FUND, FY, ORG, ACT, The financial code combination.
OBJ, GRANT, PROJ
INV AMT                 Not applicable for this maintenance transaction.
FROM/TO                 F = FROM – the financial code you will remove the dollar amount FROM
                        T = TO – Same as FROM for this maintenance transaction.
AMOUNT                  The dollar amount that will be removed from this Commitment.
FROM TOTAL              The amount to be removed from this Commitment.
TO TOTAL
                                 <THEN DO ONE OF THE FOLLOWING>




                                                      14
ON SCREEN       What You See/What You Do
PRESS <ENTER>   Press <ENTER> to add the Commitment Maintenance transaction. The system will
                assign a unique E document number to this transaction.
                                            <OR>
PF9             You can press PF9 to return to the detail screen without losing any information you have
                typed on the split screen.
                                            <OR>
PF8             If multiple pages of financial code combinations exist, you can press PF8 to scroll
                forward.
                                            <OR>
PF7             If you press PF8 to scroll forward, you can press PF7 to scroll back.
                                            <OR>
PF3/PF4         Press PF3 or PF4 to exit this screen. Any information you typed will be erased.




                                              15
                     Add Commitment Maintenance Key Prompt Screen – Type 4
                             Add a Paid Invoice/IGT To a FIMS CO


 ID: FI#3004                    STATE OF WEST VIRGINIA                                   02/01 /06
 WVFA2560            FINANCIAL INFORMATION MANAGEMENT SYSTEM                             08:55:58
                         ADD COMMITMENT MAINT. KEY PROMPT

                           FROM FIMS CO ID : __________

                                 TO FIMS CO ID : __________

          FIMS INVOICE, IGT, OR DEPOSIT ID: __________

                                          TYPE: _

                  1.TRANSFER PAID AMOUNT WITHIN A FIMS CO
                  2.TRANSFER A PAID INVOICE/IGT BETWEEN FIMS CO
                  3.REMOVE A PAID INVOICE/IGT FROM A FIMS CO
                  4.ADD A PAID INVOICE/IGT TO A FIMS CO
                  5.APPLY A REFUND TO A FIMS CO

  NEXT: ___
  PF1 =HELP       PF3 =END         PF4 =MENU                 PF5 =INQ. FROM PO/CO
  PF6 =INQ. TO PO/CO    PF9 =INQ.IGT/INVOICE                 PF10=INQ. DEPOSIT

ON SCREEN            What You See/What You Do
FROM FIMS CO ID      Leave field blank, not applicable.
TO FIMS CO ID        Type the FIMS Commitment document number you want to add the transaction TO.
FIMS INVOICE, IGT,   Type the FIMS Invoice or IGT document number that you want to add to a Commitment.
OR DEPOSIT ID
TYPE                 Type a 4.
                             <THEN DO ONE OF THE FOLLOWING>
PRESS <ENTER>        Press <ENTER> to proceed to the Add Commitment Maintenance Detail screen.
                                                 <OR>
PF5                  Not applicable for this maintenance transaction type.
                                                 <OR>
PF6                  Press PF6 to inquire on the Commitment you typed in the TO field. After you inquire,
                     you can press PF3 to return to this screen.
                                                 <OR>
PF9                  Press PF9 to inquire on the Invoice or IGT document you typed. After you inquire, you
                     can press PF3 to return to this screen.
                                                 <OR>
PF10                 Not applicable for this maintenance transaction type.
                                                 <OR>
PF3/PF4              Press PF3 or PF4 to exit this screen.




                                                   16
                          Add Commitment Maintenance Detail Screen – Type 4
                                Add a Paid Invoice/IGT To a FIMS CO



 ID: FI#3004                         STATE OF WEST VIRGINIA                                          02/01/06
 WVFA2561                   FINANCIAL INFORMATION MANAGEMENT SYSTEM                                  09:56:11
                           COMMITMENTS - ADD COMMITMENT MAINT. DETAIL

                     TYPE: 4 ADD A PAID INVOICE TO A FIMS CO

                    TRANSACTION DATE: 02/01/06

                    FIMS INVOICE NO: I000015498

                    COMMENTS: ________________________________________

                 AGENCY CONTACT: FIMS_________ (LAST) JOE________ (FIRST)

                 CONTACT PHONE: __ 304 555 - 4083          EXTENSION: 300

                TRANSFER AMOUNT: 3000.00

                 FROM FIMS CO ID :                              TO FIMS CO ID :   C000233000


  NEXT: ___        PF1 =HELP       PF3 =END         PF4 =MENU           PF9 =SPLIT


ON SCREEN               What You See/What You Do
TYPE                    The type of Commitment Maintenance being added will be displayed.
TRANSACTION DATE Today’s date.
FIMS INVOICE NO         The Invoice/IGT number referenced on the previous screen.
COMMENTS                Type a comment for this maintenance transaction.
CONTACT                 The contact name and phone number for the individual adding this transaction.
TRANSFER AMOUNT The dollar amount for the Invoice/IGT referenced for this maintenance transaction.
FROM FIMS CO ID         Not applicable. This field will be blank.
TO FIMS CO ID           The Commitment the transaction will be added to.
                                <THEN DO ONE OF THE FOLLOWING>
PF9                     Press PF9 to access the Split Screen.
                                                    <OR>
PF3/PF4                 Press PF3 or PF4 to exit this screen and cancel the Add Maintenance transaction.




                                                      17
                             Add Commitment Maintenance Split Screen – Type 4
                                 Add a Paid Invoice/IGT From a FIMS CO



      ID: FI#3004                        STATE OF WEST VIRGINIA                                            0 2/01/06
      WVFA2562                 FINANCIAL INFORMATION MANAGEMENT SYSTEM                                     10:39:24
                                 COMMITMENTS - ADD CO MAINTENANCE SPLIT

                       FROM FIMS CO ID:              TO FIMS CO ID: C000233000
                                   TRANSFER AMT       3000.00
                         TYPE: 4 ADD A PAID INVOICE TO A FIMS CO

                                                                                       FROM/
      SEL   FUND     FY     ORG     ACT    OBJ    GRANT       PROJ        INV AMT        TO  AMOUNT
       _    0200    2006    0200    099    025    _____       _____                       F   2100.00
       _    0201    2006    0200    099    026    _____       _____                      F     900.00
       _    0200    2006    0200    099    025    _____       _____                       T      0.00
       _    0201    2006    0200    099    026    _____       _____                      T       0.0 0

                                                                                       =============
        FROM TOTAL:             3000.00                                            TO TOTAL:      .00

      NEXT: ___     PF1 =HELP              PF3 =END               PF4 =MENU               PF6 =TOP
                    PF7 =BKWD              PF8 =FWD               PF9 =RETURN




Note: The Split Screen will display the financial code combinations from the Commitment. The FROM codes will
be the codes referenced on the original payment. The TO codes displayed will be the codes available on the
Commitment. You can not modify these financial code combinations.

ON SCREEN                  What You See/What You Do
FROM FIMS CO ID            Not applicable. This field will be blank.
TO FIMS CO ID              The Commitment number you are adding a paid transaction TO.
TRANSFER AMT               The dollar amount that will be added to the Commitment.
TYPE 3                     The number and description of the maintenance transaction you are adding.
SEL                        You will leave this field blank for the financial code combination(s) you want to transfer
                           amounts FROM and TO.

                           You will type a D, for delete, in this field beside any TO financial code combination(s)
                           you do not want to reference for this specific maintenance transaction.
FUND, FY, ORG, ACT, The financial code combination.
OBJ, GRANT, PROJ
INV AMT                    Not applicable for this maintenance transaction.
FROM/TO                    F = FROM – the financial codes on the transaction you referenced to add
                           T = TO – the financial codes available on the Commitment.
AMOUNT                     Type the dollar amount that will be added to this Commitment in the TO field.
FROM TOTAL                 The amount to be added to the Commitment.
TO TOTAL                   Not applicable. This field will be blank.
                                   <THEN DO ONE OF THE FOLLOWING>


                                                         18
ON SCREEN       What You See/What You Do
PRESS <ENTER>   Press <ENTER> to add the Commitment Maintenance transaction. The system will
                assign a unique E document number to this transaction.
                                            <OR>
PF9             You can press PF9 to return to the detail screen without losing any information you have
                typed on the split screen.
                                            <OR>
PF8             If multiple pages of financial code combinations exist, you can press PF8 to scroll
                forward.
                                            <OR>
PF7             If you press PF8 to scroll forward, you can press PF7 to scroll back.
                                            <OR>
PF3/PF4         Press PF3 or PF4 to exit this screen. Any information you typed will be erased.




                                              19
                     Add Commitment Maintenance Key Prompt Screen – Type 5
                                 Apply a Refund to a FIMS Co



 ID: FI#3004                    STATE OF WEST VIRGINIA                                    02/01 /06
 WVFA2560            FINANCIAL INFORMATION MANAGEMENT SYSTEM                              08:55:58
                         ADD COMMITMENT MAINT. KEY PROMPT

                           FROM FIMS CO ID : __________

                                 TO FIMS CO ID : __________

          FIMS INVOICE, IGT, OR DEPOSIT ID: __________

                                          TYPE: _

                  1.TRANSFER PAID AMOUNT WITHIN A FIMS CO
                  2.TRANSFER A PAID INVOICE/IGT BETWEEN FIMS CO
                  3.REMOVE A PAID INVOICE/IGT FROM A FIMS CO
                  4.ADD A PAID INVOICE/IGT TO A FIMS CO
                  5.APPLY A REFUND TO A FIMS CO

  NEXT: ___
  PF1 =HELP       PF3 =END         PF4 =MENU                 PF5 =INQ. FROM PO/CO
  PF6 =INQ. TO PO/CO    PF9 =INQ.IGT/INVOICE                 PF10=INQ. DEPOSIT


ON SCREEN            What You See/What You Do
FROM FIMS CO ID      Type the FIMS Commitment document number you want to apply a refund deposit to.
TO FIMS CO ID        Leave field blank, not applicable.
FIMS INVOICE, IGT,   Type the refund deposit document number that you want to apply to a commitment.
OR DEPOSIT ID
TYPE                 Type a 5.
                             <THEN DO ONE OF THE FOLLOWING>
PRESS <ENTER>        Press <ENTER> to proceed to the Add Commitment Maintenance Detail screen.
                                                 <OR>
PF5                  Press PF5 to inquire on the Commitment you typed in the FROM field. After you
                     inquire, you can press PF3 to return to this screen.
                                                 <OR>
PF6                  Not applicable
                                                 <OR>
PF9                  Not applicable for this maintenance transaction type.
                                                 <OR>
PF10                 Press PF10 to inquire on the Refund Deposit document you typed. After you inquire, you
                     can press PF3 to return to this screen.
                                                 <OR>
PF3/PF4              Press PF3 or PF4 to exit this screen.




                                                   20
                        Add Commitment Maintenance Detail Screen – Type 5
                                 Apply a Refund to a FIMS CO


 ID: FI#3004                       STATE OF WEST VIRGINIA                                         02/01/06
 WVFA2561                 FINANCIAL INFORMATION MANAGEMENT SYSTEM                                 09:56:11
                         COMMITMENTS - ADD COMMITMENT MAINT. DETAIL

                   TYPE: 5 APPLY A REFUND TO A FIMS CO

                   TRANSACTION DATE: 02/01/06

                   FIMS DEPOSIT NO: D000025498

                   COMMENTS: ________________________________________

                AGENCY CONTACT: FIMS_________ (LAST) JOE________ (FIRST)

                CONTACT PHONE: __ 304 555 - 4083         EXTENSION: 300

                TRANSFER AMOUNT: 3000.00                      DEP RFD AMT:         3000.00

                FROM FIMS CO ID : C000233000             TO FIMS CO ID :

  NEXT: ___      PF1 =HELP       PF3 =END         PF4 =MENU         PF9 =SPLIT




ON SCREEN             What You See/What You Do
TYPE                  The type of Commitment Maintenance being added will be displayed.
TRANSACTION DATE Today’s date.
FIMS DEPOSIT NO       The Refund Deposit number referenced on the previous screen.
COMMENTS              Type a comment for this maintenance transaction.
CONTACT               The contact name and phone number for the individual adding this transaction.
TRANSFER AMOUNT Type the dollar amount for the Refund Deposit referenced for this maintenance
                transaction that you want to apply to the Commitment
DEP RFD AMOUNT        The total dollar amount of the Refund Deposit transaction.
FROM FIMS CO ID       The Commitment the Refund Deposit will be applied to.
TO FIMS CO ID         Not applicable for this maintenance type.
                              <THEN DO ONE OF THE FOLLOWING>
PF9                   Press PF9 to access the Split Screen.
                                                  <OR>
PF3/PF4               Press PF3 or PF4 to exit this screen and cancel the Add Maintenance transaction.




                                                    21
                           Add Commitment Maintenance Split Screen – Type 5
                                   Apply a Refund to a FIMS CO



  ID: FI#3004                       STATE OF WEST VIRGINIA                                         02/01/06
  WVFA2562                FINANCIAL INFORMATION MANAGEMENT SYSTEM                                  10:39:24
                            COMMITMENTS - ADD CO MAINTENANCE SPLIT

                   FROM FIMS CO ID: C233000                   TO FIMS CO ID:
                               TRANSFER AMT                   3000.00
                     TYPE: 5 APPLY A REFUND

                                                                                FROM/
  SEL    FUND    FY    ORG    ACT    OBJ    GRANT     PROJ          INV AMT       TO  AMOUNT
   _     0200   2006   0200   099    025    _____     _____                       F    2100.00
   _     0201   2006   0200   099    026    _____     _____                        F    900.00
   _     0200   2006   0200   099    025    _____     _____                       T       0.0 0
   _     0201   2006   0200   099    026    _____     _____                        T      0.00

                                                                                =============
      FROM TOTAL:          3000.00                                           TO TOTAL:     .00

   NEXT: ___    PF1 =HELP            PF3 =END              PF4 =MENU                PF6 =TOP
                PF7 =BKWD            PF8 =FWD              PF9 =RETURN

Note: The Split Screen will display the financial code combinations from the Commitment. The FROM codes will
be the codes referenced on the original payment. The TO codes displayed will be the same as the FROM codes.
You can not modify these financial code combinations.

ON SCREEN               What You See/What You Do
FROM FIMS CO ID         The Commitment number you are applying the Refund Deposit to.
TO FIMS CO ID           Not applicable. This field will be blank.
TRANSFER AMT            The dollar amount of the Refund Deposit that will be applied to the Commitment.
TYPE 5                  The number and description of the maintenance transaction you are adding.
SEL                     You will leave this field blank for the financial code combination(s) you want to transfer
                        amounts FROM and TO.

                        You will type a D, for delete, in this field beside any FROM financial code
                        combination(s) you do not want to reference for this specific maintenance transaction.
FUND, FY, ORG, ACT, The financial code combination.
OBJ, GRANT, PROJ
INV AMT                 Not applicable for this maintenance transaction.
FROM/TO                 F = FROM – the financial code you apply the Refund Deposit TO.
                        T = TO – Same as FROM for this maintenance transaction.
AMOUNT                  Type the dollar amount that will be removed from this Commitment in the FROM field.
FROM TOTAL              Not applicable for this maintenance transaction.
TO TOTAL
                                <THEN DO ONE OF THE FOLLOWING>




                                                      22
ON SCREEN       What You See/What You Do
PRESS <ENTER>   Press <ENTER> to add the Commitment Maintenance transaction. The system will
                assign a unique E document number to this transaction.
                                            <OR>
PF9             You can press PF9 to return to the detail screen without losing any information you have
                typed on the split screen.
                                            <OR>
PF8             If multiple pages of financial code combinations exist, you can press PF8 to scroll
                forward.
                                            <OR>
PF7             If you press PF8 to scroll forward, you can press PF7 to scroll back.
                                            <OR>
PF3/PF4         Press PF3 or PF4 to exit this screen. Any information you typed will be erased.




                                              23

								
To top