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1 Washington State University Account BALANCES December 3, 2014 Presenters Tami Bidle Controllers Office Kathleen Hagen Vet Med What Is Account BALANCES? Account Balances is a legacy mainframe application which allows the user to query accounting and financial information. Get access by filling out a form and sending it to the Controllers Office, mail code BPPM covers BALANCES plus some financial rules Originally developed in the 1980s and continues to be updated and maintained. QUERY ONLY. You can t break it! Business Services: Sponsored Programs & University Accounting 1
2 WSU AIS Accounting System PAPR Purchasing Accounts Payable HEPPS/ DEPPS Payroll POS Cash Registers FACTS Maintenance Transfers zzusis Student Financials BALANCES SCBAIMS Service Center Billing Online Query & Download ability Budget Statements Financial Data Warehouse Computer Lab demonstration Hands on demonstration of Balances screens. We will now move through the Logon screen and Navigate from one Menu screen to another. Basic Navigation will be illustrated in each of the available 7 Menu screens. Netpass The Netpass Command allows the user to log onto multiple AIS Sessions. Type Netpass at the command line, then press <Enter>. Business Services: Sponsored Programs & University Accounting 2
3 Log onto multiple sessions F1 key F2 key F3 key Type in a PF line for each AIS session desired. Type PF##, tab to next field, type AIS. When done, tab to a PF line and press <Enter> and log in normally. To log onto a 2 nd or 3 rd AIS application, hold down the SHIFT key and press F2 or F3, respectively. After logging on to all desired applications, hold down the SHIFT key and toggle between the F keys to move between them. Menu Screens 1 (PF1) Menu Account Balances Main Menu 2 (PF2) Detail Menu Account Detail 3 (PF3) File Access Menu Specific Transaction Detail 4 (PF4) Download Menu Download Data 5 (PF5) Find Accounts Find/Locate account queries 6 (PF6) Code Titles Display Code Titles 7 (PF7) Cost Sharing Grant related Cost Share data and ability to download. Where PF stands for the Function Key at the top of the keyboard. Overall Using, downloading and querying in Balances. Main Menu: pf1 Key The home screen. Report 01 and Report 15 are used the most. Report 12 is handy for Departments. Explanation on two other Report 15 screens. 15S 15X Business Services: Sponsored Programs & University Accounting 3
4 Detail Menu: pf2 Menu More detailed data compared to Main Menu Adds date range to query Holds only previous 18 months detail and 3 years plus current fiscal year for the All parameter. And Now for Something Completely Different pf3 Full File Access Menu Generally used by Central Offices to report to various agencies, i.e. Washington State, granting agencies. Not very useful for departments pf4 Download Menu Download to Your Personal Computer: View on screen or Download as Data Used to download data to Excel compatible files if the application access is QWS3270 Secure available from Jolly Giant for $60. If you have Entire Connection, use %+ to download. The Financial Data Warehouse is better a better source and download program. Business Services: Sponsored Programs & University Accounting 4
5 pf5 Find Accounts Locate budgets by name, or by entering a budget to find all the projects associated with it. To find accounts that have the word Revenue in it, choose report 10 and select the word Revenue as the search criteria. pf6 Code Titles Menu To find information about objects, sources, funds, programs, and other data. This will bring you to a report screen to choose a display of various titles. Cost Sharing: pf7 key Cost Share Inquiry Menu From any main menu, Click PF7 to get to the cost sharing query menus Business Services: Sponsored Programs & University Accounting 5
6 This concludes AIS BALANCES training. Any questions or comments? Feel free to contact us with any questions or concerns: Tami Bidle Kathleen Hagen This has been a WSU Training Videoconference If you wish to have your attendance documented in your training history, please notify Human Resource Services within 24 hours of today's date: hrstraining@wsu.edu Business Services: Sponsored Programs & University Accounting 6
Washington State University AIS Account BALANCES
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