Datatel Screens

Datatel Screens

Datatel Shortcuts:

When you are unsure of what kind of information can be entered in a particular field, type in “…” to see the list of options.

CF (Financial Section)

• ACBL (GL Account Balance Inquiry): Allows user to research balances (budget, actuals, encumbrances) on a specific account. The full GL account string must be provided.
• APRN (Approvals Needed): Shows all requisitions that are waiting for the user’s approval, and allows the user to enter and save approvals of each requisition. Requisitions cannot be edited from this screen.
• ASST (Fixed Asset Maintenance): Shows information pertaining to each asset, when the asset tag number is looked up. Allows Restricted Accounting to enter comments for asset disposal guidelines. Can be also used to research the PO used to purchase the asset, and traced back to the GL account.
• BINQ (Blanket PO Inquiry): Allows user to research blanket purchase orders
• CHKI (Check Inquiry): use bank code 23. Allows user to view the status of a check (i.e., whether it has cleared), but will only show results through the end of the previous month.
• GLAA (GL Account Authorization): Used to activate the account number and budget subcodes when setting up or modifying an account.
• GLAT (GL Account Activation): Used to activate or inactivate an account
• GLJM (General Journal Manual Entry): Used to enter journal entries into the GL
• GLBE (Budget Journal Entry): Used to enter budget changes into the GL
• GLJI (General Journal Inquiry): Pulls up the details of a journal entry. Allows the user to see whether a journal entry is completed or not. If, for example, the journal entry is not completed, it will have an entry number, and the GJER can be run, but it will not actually post to the GL until the status is changed to completed.
• GJER (General Journal Entry Report): Runs a report to detail the contents of a journal entry.
• GBER (Budget Journal Entry Report): Runs a report to detail the contents of a budget entry.
• GLBR (Annual or YTD Budget Report): Shows budget, actual expenditures, and encumbrances for single or multiple accounts.
• GLBS (Budget Status Report): Can be used to see the history of all budget changes that were made to a given account during a fiscal year.
• GLTB (GL Trial Balance): Can run either a summary or detailed trial balance for single or multiple accounts.
• GLDM (GL Account Descriptions): Can be used to look up object codes or other components of a GL account number
• LGLA (List GL Activity): Shows all activity occurring under a specific account. The full GL account string must be provided.
• PINQ (Purchase Order Inquiry): Allows user to research purchase orders
• REQM (Requisition Maintenance): Allows user to create or modify requisitions
• RINQ (Requisition Inquiry): Allows user to research requisitions
• VENI (Vendor Activity Inquiry): Shows status of various transactions with a certain vendor
• VOUI (Voucher Inquiry): Allows user to research vouchers
• XS19 (GL/Account Summary): Provides a summary of budget, actuals, encumbrances, and available balances for all budget subcodes within a single unit account number.
• XS20 (GL/Account Summary): Provides a summary of budget, actuals, encumbrances, and available balances for all budget subcodes within a single unit account number. Includes receivables and fund balance.

HR (Human Resources Section)

• POSS (Person’s Positions Summary): Shows and individual employee’s positions held at ACC. Does not include stipends and hourly assignments. Only DRA has access to this.
• PYHR (Paycheck History Report): Allows user to print previous paychecks for employees. Only DRA has access to this.
• WAGS (Person’s Wages Summary): Shows the wages and workload associated with an employee’s particular position. Only DRA has access to this.
• XPAI (PA Information): Allows user to pull up hourly and stipend PA’s by employee name.
• XPA3 (Grant Personnel Assignments): Allows user to approve or delete grant PA’s for stipends and hourly assignments.

ST (Student Section)

The ST (Student System) function is used to process student’s tuition that is sponsored by a grant. The BA will provide you with a list of students who are eligible, the scholarship amount awarded, and it may outline specific courses that are covered by the grant. A sponsorship number is needed to run the reports; the sponsorship number is given by Student Accounting and you also need to enter the correct term, semester.

• ARSP (Statement of Account): Report reflects all charges and payments to the sponsorship. Ending balance will reflect amount due from grant.
• SPSP (Statement of Charges for Sponsored Students): Report reflects the student’s name and various fees charged to the student. Tuition, lab fees, and other various fees.
• XAR5 (Sponsor Tuition Report): Report reflects the student’s name, courses, course information, course cost, and sponsored amount.
• MCRG (Miscellaneous Charges/Credits Invoices): RA will enter information to credit the sponsorship with the amount due in tuition charges. Press F10, print screen with the invoice# assigned and attach to all other ST reports.