SECTION VII

ACCOUNTING SYSTEM INQUIRY

1. SAMI - SUNY Accounting Master Inquiry
2. SAMD - SUNY Accounting Master Inquiry By Discrete Object
3. SUIQ - SUNY Purchase Order/Voucher Inquiry Main Menu
4. SAMO - SUNY Accounting Master Inquiry By Major Object
5. SCAJ - SUNY Chronological Accounting Journal

This section provides copies and explanations of computerized accounting systems available through the SUNY network. Each of the computer screens provides information useful for departmental managers to monitor their respective accounts. Further instruction on the use of the various screens can be arranged by contacting the College Accountant.

System Access

Access to the accounting system varies by the type of terminal and particular connection to the College's telecommunications network. In all cases, however, once the SUNY System is obtained access to the accounting system can be obtained by clearing the screen and typing "SCSO", then press Enter after which the following screen will appear:

TYPE IN:

ORGANIZATION TYPE: SU

USER ID: _______

PASSWORD: _______

JOB FUNCTION: _______

The "USER ID", "PASSWORD" and "JOB FUNCTION" are specific to each user and assigned when access is originally installed by the College Accountant. Since these codes provide access to sensitive information, the User ID and Password should be guarded and not shared with anyone.

After each entry, the "TAB" key is used to move to the next item. The "ENTER" key is pressed after entering the "JOB FUNCTION." If entry is attempted three times and all of the items are not entered properly, the system will automat-ically lock up the terminal and not allow any further access to the sign-on screen. You must contact the College Accountant to reinstate the terminal.

Once the sign-on screen has been correctly completed, the "SIGN ON IS COMPLETE" notation will appear and indicate if any network messages have been issued. Clearing the notation screen brings up a blank screen with the blinking cursor in the upper left corner. The user can now enter any of the following inquiry screens by inputting the appropriate four digit code shown below. The following sections explain the type of information provided by each inquiry.

1. SAMI - Provides up-to-date allocation, expenditure encumbrance and uncommitted balance information by account and major object.

2. SAMD - Provides up-to-date account encumbrance and expenditure information by sub-object expense code. Also, provides account allocation and uncommitted balance information at same level as SAMI.

3. SUIQ - Provides up-to-date information on individual transactions.

4. SAMO - Provides up-to-date account information by object (Personal Service Regular, Personal Service Temporary and Other Than Personal Service).

5. SCAJ - Provides information on all transactions affecting the account. The information is retained on the system for up to eighteen months.

For All Inquiries:

1. Movements from page to page are done by moving the cursor to the lower right corner of the screen. The user types an "F" to page forward, "B" for backward, an "E" to return to the main menu of the inquiry being used and an "M" to return to the main menu of the accounting system.
   
   
2. Inquiries provide information on the current fiscal year. To obtain information on the lapsed fiscal year, place the cursor on the "Current/Lapsed" field and type "L".

Back to Top of Page

1. SAMI

   SAMI provides an account's current allocation level, year-to-date expenditures, encumbrances, the uncommitted balances for each object (e.g., personal service regular, temporary service, other than personal service), and the range within objects (e.g. travel 4000-4999).

   To access SAMI, type in "SAMI" on a clear screen and press enter. On the next screen, in the account field, input the appropriate six digit account number for the account you want to review. Account balance information for the lapse period can be accessed by placing an "L" in the lapsed field. If no indication is made in this field, current year data will be presented. Once the fiscal year designation has been confirmed, press enter.

   The format of the information presented on the screen is similar to the summary sheet of the monthly departmental accounting reports. One difference is that there are two lines (rows) of information associated with each expense object.

   The top line includes all transactions that have been accepted by the system and posted to the account. The second line shows pending transactions, which could take several days to be accepted by the system. Items are included on the pending line immediately after input by the Purchasing or Accounts Payable Office. Once the transaction clears, it will move from pending status (2nd line) to completed status (top line). If an account holds a pending allocation transfer, the message "WARNING - a certificate change has been processed against this account" will appear on the bottom of the next to last screen.

   To determine an account's available balance, the top line of the balance column should be used. This balance includes all accepted and pending transactions, including encumbrances. The second line information does not include encumbrance activity.

   Within the Personal Service, Temporary Service and OTPS categories, the Accounting and Purchasing Offices control deficits by viewing the balance of personal service-regular (object codes 0000-1999), personal service-temporary (object codes 2000-2999), supplies and expense (3000-5999) and the equipment (7000-7999) objects separately. If the balance for any of these ranges becomes negative, no further processing will be permitted against the object until the account manager takes action.

   By placing an "I" in the lower right-hand corner of the screen, IFR account users may view their account's cash status.

   Usually an account has several pages of information. The last page of the account's screen lists the names of people authorized to use the account. This screen can be accessed by placing an "L" in the lower right-hand corner of any prior screen.

   By entering "F" in the account signatory screen, IFR account users may view their account's overhead assessment status and reserve balances.

   Back to Top of Page

2. SAMD

   A derivation of SAMI, SAMD identifies the amount that has been encumbered and expended against each sub-object. Sub-object codes provide a means to identify the type of item or service purchased (e.g., office supplies, books).

   SAMD provides an account's allocation level and year-to-date expenditure and encumbrance information by each sub-object. This differs from SAMI where the information is shown by object ranges. Because the College does not allocate funds below the general categories (e.g., 2000 for temporary service, 3000 for supplies and expense, and 7000 for equipment), SAMD may indicate that an account has a negative balance in particular sub-objects. However, as long as the accounts object range still has funding, the account is not considered in jeopardy. SAMD is most useful to analyze and review encumbrance and expenditure activity against expense sub-objects.

   To access SAMD, type SAMD on a clear screen and press enter. On the next screen in the account field, input the appropriate six-digit account number for the account you want to review, and cursor down to U101; Object By Account, and press enter. Once the fiscal year designation has been confirmed, press enter..

   The account information screen displays each expense sub-object the account has used. Unlike SAMI, SAMD does not reflect any pending activity. SAMD also provides a sub-total for each major object: i.e. personal service regular (PSR), Personal Service Temporary (PST), and Other than Personal Service (OTPS).

   Back to Top of Page

3. SUIQ

   SUIQ is primarily an accounts payable inquiry. Nearly all of the information provided by the screen relates to payments (vouchers) or encumbrances (requisitions, purchase orders, and contracts). Information is available by individual transaction or cumulatively by account.

   To access SUIQ, type SUIQ on a clear screen and press enter. On the next screen, the SUIQ sub-inquiry you choose will depend on the type of information you have available (e.g. voucher number, purchase order number, account number) and the information you are seeking (e.g. payment date, purchase order balance, listing of vouchers or purchase orders processed against the account). Two of the inquiries useful to departments are SVBA, which lists all vouchers processed against the account and SOPO, which lists all outstanding encumbrances against the account.

   SVBA (vouchers by account) is divided into two sections: by inputting "CA" in the voucher type field, the user can view all payments processed through petty cash. Petty cash is used primarily for payments less than $250. All other payments (standard vouchers) are processed through the regular accounts payable process. These are accessed by inputting "OSC" in the voucher type field.

   To illustrate how to use SVBA, assume we want to determine all standard vouchers processed against a specific account. In the top right portion of the screen, enter the account number in the "Account No." field. Move the cursor down to "voucher type" and input OSC. Then move the cursor to "SVBA, Vouchers by Account," and press enter. The screen will display all standard vouchers paid against the account during the most recent three-month to six-month period. Information is purged periodically by SUNY after a purchase order has been fully liquidated.

   A variety of transaction information is available, depending on the SUIQ inquiry selected. In this instance, where "Vouchers by Account," "SVBA," was selected, the screen displays voucher numbers and amounts, and related encumbrance information. Although items such as vendor name, date paid, and check number are not found on this screen, employees can use the voucher number information provided by this screen to process other SUIQ inquiries, which will provide all aspects of a given transaction.

   Back to Top of Page

4. SAMO

   A derivation of SAMI and SAMD, SAMO identifies the amount that has been encumbered and expended against each major object (PSR, PST and OTPS). SAMO provides allocation level, year-to-date expenditure, and encumbrance information for each major object.

   To access SAMO, type SAMO on a clear screen, and press enter. On the next screen in the account field, input the appropriate six-digit account number for the account you wish to review and press enter.

   Back to Top of Page

5. SCAJ

   SCAJ provides the ability to perform on-line inquiries by transaction type (allocation, encumbrance, expenditure, disbursement, or revenue) or for specific transactions. Information displayed within SCAJ represents on-line activity that has been transmitted to OSC. (Activity will not appear in SCAJ for two or three days subsequent to the date of input, provided matched or paid batches are error-free.) SUNY-only transactions, i.e. certain allocation moves will be available for inquiry the day after they are processed.

   To access SCAJ, type SCAJ on a clear screen and press enter. The system will return with the Primary Option Menu. On this menu, cursor to:

   1. "Account Number" field, enter the appropriate eight-digit account number.

   2. Move cursor to the "Sub-object Range" (you can choose a single sub-object, e.g. 3010 or an entire range 3000-3999). Input the desired range; press tab key.

   3. Next, cursor to the "For the Period" area: You can choose one day or up to eighteen months of information (input date as XX/XX/XX (month/day/year). After entering the desired period, press the tab key.

   4. Move cursor to the transaction type you wish to review and type an "X" next to it. (You can choose up to three transaction types; Allocation, Expenditure and Encumbrance, at one time [ALL] or individually). Press enter.

   5. To review revenue, input the IFR eight-digit account number and dates desired and place an "X" at revenue and press enter.

   6. To review disbursements, input the eight-digit account number and the dates desired, place an "X" at disbursements and press enter.

Back to Top of Page