Financial Documents

CAMS encourages organizations to approve their financial documents that impact capital object codes on or before June 30, 2008. This would include re-classifications or account movement. It is important to remember that Financial Documents with a capital object code either create a new asset or modify an existing asset on a financial document. When modifying an existing asset, please check the amount on the asset to ensure the amount on the financial document corresponds to the asset amount. To find the amount charged against account or object code for a given asset number you can:

Use the More button on the Capital Asset Lookup screen, which is available once you have retrieved the asset to be modified from the Search button on the Assets to be Updated Screen. The More button will take you to the Capital Asset Maintenance screen where you can click on the Payment button. The Payment button will display payments applied to the asset. The amount on your document should not exceed the amount for that account or object code on the asset.

Remember: Financial documents can only modify one asset per transaction. For more information regarding General Error Corrections and capital object codes reference the "Using Movable Capital Equipment Object Codes in Financial Documents" at http://www.fms.indiana.edu/fis/documentation/movable_object.pdf.

Physical Inventories

To complete a physical inventory, all Asset Retirement, Asset Transfer, and Equipment Loan/Return Documents must be approved on or before June 30, 2008. Any Retirement or Transfer document not approved before June 30 will be routed to the University Capital Asset Office to be held "for approval" until after July 28.

Anna Jensen, Director of Auxiliary, Plant Fund Accounting, Accounts Receivable and Capital Assets, would be very happy to answer any questions or concerns you have. Please contact Anna by phone at (812) 855-4412 or by email at anjensen@indiana.edu.

Pending Documents

To see documents which have not yet been approved, utilize the Search for Documents in FIS/TP application:

1. First type in your user ID in the Initiator field.
   
2. In the status field, use the ! wild card (made by pressing the [F2] function key and then pressing the ! key). The ! wild card is used to exclude any value that follows it.

3. Press the F2 key, then the ! sign (above the number 1; you do not have to hold the shift key down) then type the letter A;

   Next press the F2 key, then the ! sign, then type C;
   

   Last step is to press the F2 key, then the ! sign, and type E.
   

   The entry should look like this: !A!C!E (with the exclamation point in white with a colored background – this signifies that the character ! is being used as a wild card meaning “do not include”).
   

   This will return all documents that do not have a status of A, C, or E. In other words, you will see a list of all documents that you initiated that do not fall into the "Approved," "Canceled," or "Extracted" (in the case of the Disbursement Voucher) categories.

4. Finally, click on the Search button to view all documents which have not been approved.