WSU AIS Account Balances System Overview
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Washington State University
AIS
Account
BALANCES
March 14, 2018
Presenters
•
Kim Small (kksmall@wsu.edu)
•
Controllers Office, Sponsored Programs
•
335-2047
•
Kathleen Hagen (
)
•
Vet Med
•
335-2232khagen@wsu.edu
What Is Account BALANCES ?
•
Account Balances is a legacy mainframe
application which allows the user to query WSU
accounting and financial information.
•
Get access by filling out a
form
and sending it to
the Controller’s Office, mail code 1025.
•
BPPM 30.07
covers BALANCES plus some
financial rules.
•
Originally developed in the 1980s and continues
to be updated and maintained.
•
USE BALANCES TO QUERY. You can’t break it!
WSU AIS Accounting System
Terminal Emulator Software
•
Entire Connection (
full functions but hefty cost
).
•
WC3270
–
old version…cannot copy-and-paste.
•
QWS3270
–
free version; get what you pay for.
•
TN3270 Plus
–
www.sdisw.com
was free. Better
than QWS3270
(
Controller’s Office uses this one
).
•
Vista TN3270
–
Free software:
tombrennansoftware.com
•
QWS3270 Secure
– purchase from
www.jollygiant.com
(currently $69) (Kathleen’s
recommendation)
Connecting
Netpass
The “Netpass” Command allows the user
to log into multiple AIS Sessions.
•
Type “Netpass” at the command line, then press <Enter>.
After logging on to all desired AIS applications, hold
down the SHIFT key and the “PF”-
Function
key to
toggle or move from one application to another.
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Shift +F1 key
•
Shift +F2 key
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Shift +F3 key
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The sign on screen
Leave blank
From IT
8 characters
BALANCES,
or PAPR, or
DEPPS…
What applications do you have access to?
When logging in, use the PF1 key to see –
the applications to which you have access:
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: Main Balances Menu
•
Report 01 and Report 15 are used the most.
•
Report 12 is handy for Departments.
•
Explanation on two other Report 15
screens:
•
15S
•
15X
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
•
The Financial Data Warehouse:
•
Access to all Financial Data.
•
Can export data to manipulate.
•
There is no charge to use - it’s FREE!
The new ways to upload &
download
The first way:
www.WSUMVS1.wsu.edu/webuplde/wbbb/dfh
•
Can access through SCBAIMS, FACTS,
maybe more
The new ways to download
The second way (for DEPPS/HEPPS)
Use FTP software such as FileZilla or WSTE95
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
Shadow Systems
•
They exist from simple (i.e. Excel) to complex (i.e.
Access database)
•
Can be a “check register” to verify, confirm, or
correction information in the WSU Accounting
System.
•
If your written/published departmental procedures
address maintaining a shadow system, it may be
subject to audit.
•
In the end, AIS BALANCES is the official
accounting record of WSU.
•
This concludes AIS BALANCES training.
•
Any questions or comments?
•
Feel free to contact us with any questions or concerns:
Kim Small 335-2047
Kathleen Hagen 335-2232
If you wish to have your attendance
If you wish to have your attendance
documented in your training history,
documented in your training history,
please notify Human Resource Services
please notify Human Resource Services
within 24 hours of today's date:
within 24 hours of today's date:
hrstraining@wsu.edu
hrstraining@wsu.edu
This has been a
This has been a
WSU Training
WSU Training
Videoconference
Videoconference
Explain Trivial Pursuit game
Washington State University's AIS Account Balances system is a legacy mainframe application that provides users with access to query accounting and financial information. Users can request access by completing a form and submitting it to the Controller's Office. The system, developed in the 1980s, continues to be updated and maintained to facilitate efficient financial queries and transactions. Additionally, the system offers various functionalities such as PAPR, Purchasing, Accounts Payable, and more. Users can log in to multiple AIS sessions using the Netpass command, enhancing their ability to manage various applications seamlessly.
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Presentation Transcript
Washington State University AIS Account BALANCES March 14, 2018
Presenters Kim Small (kksmall@wsu.edu) Controllers Office, Sponsored Programs 335-2047 Kathleen Hagen (khagen@wsu.edu) Vet Med 335-2232
What Is Account BALANCES ? Account Balances is a legacy mainframe application which allows the user to query WSU accounting and financial information. Get access by filling out a form and sending it to the Controller s Office, mail code 1025. BPPM 30.07 covers BALANCES plus some financial rules. Originally developed in the 1980s and continues to be updated and maintained. USE BALANCES TO QUERY. You can t break it!
WSU AIS Accounting System PAPR Purchasing Accounts Payable HEPPS/ DEPPS Payroll FACTS Maintenance Transfers POS Cash Registers BALANCES myWSU SCBAIMS Service Center Billing Student Financials Financial Data Warehouse Budget Statements Online Query & Download ability
Terminal Emulator Software Entire Connection (full functions but hefty cost). WC3270 old version cannot copy-and-paste. QWS3270 free version; get what you pay for. TN3270 Plus www.sdisw.comwas free. Better than QWS3270 (Controller s Office uses this one). Vista TN3270 Free software: tombrennansoftware.com QWS3270 Secure purchase from www.jollygiant.com (currently $69) (Kathleen s recommendation)
Netpass The Netpass Command allows the user to log into multiple AIS Sessions. Type Netpass at the command line, then press <Enter>.
Log onto multiple sessions Type in a PF (stands for Function Key) line for each AIS session desired. Type PF##, then tab to next field, and type AIS. When done, tab to a PF line and press <Enter> and log in normally. To log onto a 2nd or 3rd AIS application, hold down the SHIFT key and press F2 or F3, respectively. Shift +F1 key Shift +F2 key Shift +F3 key After logging on to all desired AIS applications, hold down the SHIFT key and the PF -Function key to toggle or move from one application to another.
The sign on screen Leave blank From IT 8 characters BALANCES, or PAPR, or DEPPS
What applications do you have access to? When logging in, use the PF1 key to see the applications to which you have access:
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: Main Balances Menu Report 01 and Report 15 are used the most. Report 12 is handy for Departments. Explanation on two other Report 15 screens: 15S 15X
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 The Financial Data Warehouse: Access to all Financial Data. Can export data to manipulate. There is no charge to use - it s FREE!
The new ways to upload & download The first way: www.WSUMVS1.wsu.edu/webuplde/wbbb/dfh Can access through SCBAIMS, FACTS, maybe more
The new ways to download The second way (for DEPPS/HEPPS) Use FTP software such as FileZilla or WSTE95
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
Shadow Systems They exist from simple (i.e. Excel) to complex (i.e. Access database) Can be a check register to verify, confirm, or correction information in the WSU Accounting System. If your written/published departmental procedures address maintaining a shadow system, it may be subject to audit. In the end, AIS BALANCES is the official accounting record of WSU.
This concludes AIS BALANCES training. Any questions or comments? Feel free to contact us with any questions or concerns: Kim Small 335-2047 Kathleen Hagen 335-2232
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
