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UNC's Financial Reporting System (FRS) enables SOP departmental personnel to view transaction activities for their accounts. It also allows online updates for department accounts to be entered for certain types of transactions. To log on to FRS directly, click here. Or, you may review FRS navigation procedures below.
Quick Navigation Tips
FRS is a straightforward system, but navigation may seem awkward for the beginner. Here are a few tips that may come in handy as you navigate through the FRS.
- FRS navigation is done using your keyboard’s “arrow” keys. The TAB key is useless in FRS, and your mouse will not be needed.
- To move to a new screen, you will type your destination (i.e., account number, screen number, etc) and hit ENTER.
- There are no BACK or FORWARD keys on the FRS. Rather, hitting the ENTER key will allow you to continuously recycle screens. Hitting the PAUSE key will take you back to the previously visited screen.
- Don’t worry about inadvertently altering any of the FRS data. You CANNOT accidentally alter any of this financial information with errant keystrokes.
- Some FRS screens allow use of a HELP button, which you can use by pressing the F2 key. There are three kinds of help that provide information about how to use the system.
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- Screen HELP explains the purpose of the screen. For the HELP screen, move the cursor to the first input character in the screen field, then press the F2 key.
- Data Element HELP provides the definition of individual fields on a screen and valid values for that field. For Data Element HELP, move the cursor to the first input character of the field, press the F2 key.
- Diagnostic Message HELP explains the message and any corrective action you may need to take. For Diagnostic Message HELP, note the six digit error message code. Move the cursor to the message and press the F2 key. Type the six digit error message code, press ENTER. Press ENTER to view more help information. At the end of HELP screen(s), press ENTER to return to original screen. Note: To return to original screen before the end of the HELP Screen, type the letter N and press ENTER.
Getting Started
- To begin using the Financial Records System (FRS), double-click on the ITS MAINFRAME TO FRS icon, or your HUMMINGBIRD icon, either of which should be installed on your desktop. If you do not have access to this application, see the SOP FACS coordinator, Melissa Jones (962-0078). Once you have login/password information, you may access the FRS site at any time.
- After clicking on the ITS MAINFRAME TO FRS icon, type the numerals 01 to go to the Production Network, which takes you to the FRS Login Page:
- After finishing login, you will find the FACS INFORMATION SYSTEM page. Here, type Y for “yes” to go to the FRS Main Menu. The FRS Main Menu offers six options that include HELP, LOGOFF, CALENDAR, MAIL, PERSONAL OPTIONS, and FRS FINANCIAL ACCTG.
- Choose option FRS FINANCIAL ACCTG, which will take you to a page that offers FRS Training. Click ENTER to proceed to the FRS FINANCIAL ACCTG menu, the launch point for your query.
- The most commonly used FRS screen for SOP staff/faculty is the Contracts and Grants page. Access this screen by typing inquiry code 0CG. Keep in mind that the first character in this screen code is the number zero, not a letter.
- To access specific accounts, you will need to enter the SCREEN NUMBER and the ACCOUNT NUMBER (ACCT) you wish to view.
- To Log off FRS, type SO in the screen field and press ENTER, then press ENTER again and your personal HSL menu will appear. Enter 2 (or corresponding number) on your personal HSL menu to log off the ADP Mainframe
FRS Key Terms/Phrases
Screen (screen number)
Refers to an individual page within FRS. Screens provide different launch points for staff/faculty to make finance inquiries.
Account (account number)
FRS identifies an account by a sequence of numbers called an account number. The account number in FRS is a 10-digit number (x-xxxxx-xxxx). The first digit (X-xxxxx-xxxx) refers to the ledger code to which an account belongs. The next five digits, together with the first digit (X-XXXXX-xxxx), identify a unique account. The final four digits (x-xxxxx-XXXX) identify a specific account control or object code.
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Ten-Digit Account Number
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Attribute Information
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Ledger
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Acct ID
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Object
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Budget
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Purpose
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Dept
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X-
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XXXXX-
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XXXX-
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X-
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XXX-
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XXX
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Ledger
All the accounts within FRS are contained in either the General Ledger or a Subsidiary Ledger. The first digit in the account number refers to the ledger to which an account belongs. The following is a list of values and descriptive titles:
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General Ledger
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Description
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0
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General Ledger
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Subsidiary Ledger
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Description
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1
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Current Unrestricted State Funds (revenues)
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2
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Current Unrestricted State Funds (expenditures)
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3
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Auxiliary Enterprises and Totally Receipt Supported Activities
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4 and 5
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Sponsored Research
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6
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Other Current Restricted and Unrestricted
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8
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Plant Funds
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9
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Agency Funds
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General Ledger
GL accounts are used to record claim-on-cash, accounts receivable and other assets, accounts payable and other liabilities, and fund balance. Some GL accounts will be used to record specific fund additions and fund deductions as account activity occurs. Others, with related SL accounts, will carry summaries of the budgets, revenues, and expenditures that are in the SL.
Subsidiary Ledgers
Most SOP accounts are part of a subsidiary ledger (designated SL in the FRS). Trust funds are the exception, and these funds are usually contained only in the general ledger (GL). SLs contain the revenue and expenditure accounts of the University. Each account will show data either on a fiscal year basis (July 1 to June 30) or on a project-to-date basis (from the date the project began to the present date). For example, SOP grants would be on a project-to-date cycle, while State accounts would be on a fiscal year cycle. The basic dollar data shown in these accounts are budgets, revenues, expenditures, encumbrances and budget balance available.
Relationship of Ledgers
Both SL and GL accounts have a predefined relationship designed into the system. In some cases there are many SL accounts reporting to one GL account. In other instances, there is a one-for-one relationship between the two ledgers. Any transactions posted to a SL account are automatically posted to their related GL account to update the claim on cash, fund balance and the appropriate summary revenue or summary expenditure control. The updating of the GL is performed simultaneously with the processing of each SL transaction, causing the ledgers to be always in balance with each other.
Object Codes
These codes are used to record expense/revenue in the SL and are referred to as subcodes. A listing of expenditure subcodes can be found here.
Account Controls
These controls are four-digit numbers used to record activity in the GL. Account Controls. Account control ranges are defined as follows:
- Assets, 1XXX
- Liabilities, 2XXX
- Fund Balances, 3XXX
- Fund Additions, 4XXX
- Fund Deductions, 5XXX
- Summary Controls for Budgets, Revenues, and Expenditures, 9XXX
A listing of account controls can be found in ACT Appendix 4.
FRS Screens
FINANCIAL ACCOUNTING INQUIRY SCREENS
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SCREEN #
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SCREEN DESCRIPTION
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DETAILS
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700
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Financial Accounting Menu
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Shows various Financial Accounting screens available
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047
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Automatic Budget Reallocation Rule List
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Shows the automatic budget reallocation table
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02A & 02B
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General Ledger Attribute Screens – All Funds
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___________________________
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04A & 04B
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General Ledger Attribute Screens – Trust Funds
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___________________________
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05A & 05B
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General Ledger Attribute Screens – Contracts and Grants
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___________________________
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06A & 06B
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Subsidiary Ledger Attribute Screens – All Funds
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[06B]: Shows history of accounts, including old account numbers; [06C]: Shows info for PIs with multiple grants in different departments
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08A
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Subsidiary Ledger Attribute Screen – Trust Funds
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___________________________
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09A, 09B, 09C
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Subsidiary Ledger Attribute Screens – Contracts and Grants
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[09A]: Shows beginning/end dates for projects; [09B]: Shows contract specialist contact info; [09C]: Shows you annual report information (financial, project), including whether report is final, whether an account received a new number, human v. animal subject info, etc
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018
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Six-digit General Ledger Inquiry Screen
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Shows summary dollar info for subsidiary ledgers … also shows what funds were sent (as opposed to awarded funds)
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019
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Six-digit Subsidiary Ledger Inquiry Screen
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Shows summary dollar info for subsidiary ledgers
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021
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Six-digit Subsidiary Ledger Open Commitment Inquiry Screen
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Shows OC records, description of grant (liquidated v. current funds). Also confirms when check requests have been approved
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022
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Subsidiary Ledger Budget Data Inquiry Screen
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___________________________
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023
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Transaction Inquiry – 10-digit account number and object code may also be typed in
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Shows a listing of the current month’s transactions on a six or 10-digit general ledger or subsidiary ledger account number [shows all charges on the account for the month]
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029
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List Six-digit Subsidiary Ledger 08X Amounts
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___________________________
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045
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List Associated Subsidiary Ledger Accounts
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___________________________
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0CG
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Summary of Contracts/Grants
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Shows attribute and summary dollar info for contract/grant account numbers. Spent funds are pulled from line 1000. View the top line of this screen to see available fund balance.
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020
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Ten-digit Subsidiary Ledger Open Commitment Inquiry Screen
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Shows open commitment info for a four-digit object code on a six-digit account number
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042
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Open Commitment Record Snapshot
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Shows info for a specific open commitment posted to a 10-digit subsidiary ledger account number
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ACCOUNTS PAYABLE INQUIRY SCREEN
To access this screen below, type the screen number, the vendor number (in “VEND” field) and hit ENTER. As an option, the invoice number may be typed in the INVOICE NUMBER field also.
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SCREEN #
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SCREEN DESCRIPTION
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DETAILS
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118
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Duplicate Invoice File List
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Shows list of all invoices paid by the university to a specific vendor. If an invoice was entered, the screen shows only the invoice paid to the specific vendor. Type the last name of the vendor and scroll to the specific name. Use the F8 key to scroll
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PURCHASING INQUIRY SCREENS
To access screen 701 below, type the screen number and then hit ENTER For each of the other screens below, type the screen number, the code number (CODE field), and the document number (DOCUMENT field) and hit ENTER
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SCREEN #
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SCREEN DESCRIPTION
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DETAILS
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701
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Purchasing Menu
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Shows the various Purchasing screens available
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220
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Document Header for Requisitions, Bids, Purchase Orders
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Shows an overview of a requisition, bid or purchase order
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228
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Purchase Order Line Inquiry
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Shows a summary of purchase order activity – two line items at a time
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258
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Requisition Line Inquiry
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Shows a summary of requisition or bid activity – three line items at a time
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284
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Purchase Order Summary Screen
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Shows all the invoices that have been posted to a purchase order
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To access the screens listed below, type the screen number, the code number, the document number and the line item number (LINE field), then hit ENTER
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SCREEN #
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SCREEN DESCRIPTION
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DETAILS
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221
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Document Line Tracking
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Shows the tracking of line items from requisitions to bids and purchase orders
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224
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Document Lines for Requisitions, Bids, and Purchase Orders
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Shows each line item on a requisition, bid, or purchase order
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239
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Receiving Header
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Shows a summary of purchase order receiving activity by line item
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249
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Purchase Order Invoice Inquiry
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Shows all the invoices that have been posted to each purchase order line item
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To access the screen below, type the screen number, code number, document number and invoice number (INVOICE field) in their respective fields and hit ENTER
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SCREEN #
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SCREEN DESCRIPTION
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DETAILS
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221
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Document Line Tracking
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Shows the tracking of line items from requisitions to bids and purchase orders
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