Advantage Financial 2.0 Basic Document Entry Instructions

Why change from CUFS to Advantage?
Advantage Financial is the replacement for the College and University Financial System (CUFS).  This change is part of the University's year 2000 remediation plan.

Advantage Helpful Hints:
· Area in CUFS is termed Agency in Advantage.
·The PD document in CUFS is replaced by the PDQ document in Advantage
·The EXPB table in CUFS is replaced by EXP2 in Advantage
·The Receipt Indicator functions differently in Advantage than the Receipt Required Indicator in CUFS.                     
    Enter ‘Y’ if the goods are received and a receiving copy will automatically generate.
    Enter ‘N’ if the goods have not been received
·The ET document is replaced by the TB document in Advantage.  The TB document will accept only whole dollar     amounts.
·The first four characters of your current CUFS userid serve as your userid in Advantage
·All documents must originate from the suspense file screen (SUSF).

Accessing Advantage:
· Select ‘5’ from the VTAM Switch menu
·If the Advantage Financial sign-on screen is not present, type AFN1 to access Advantage

Signing on to Advantage for the first time:
· Enter ‘1’ to scan tables for budget or purchase order information or ‘2’ to enter a document at the Command       prompt.
·Enter your userid, which is the first four characters of your current CUFS password
·Enter a user defined password in New Password. The password must be a minimum of four characters in length.
·You will then be asked to verify your password by entering your password at the Verification prompt.

You may change your password at any time. If you forget your password, call the Budget Office at ext. 2024 to have your password reset. If you not currently have a CUFS/Advantage userid, contact the Budget Office to establish an Advantage userid.

Advantage 2.0 uses Document Data Maintenance (DDM) to create, correct and process batches and documents. You can access DDM from the Suspense File (SUSF). One you have accessed DDM, you can access an existing transaction or create a new document.

In addition to the SUSF table, there is also a SUS2 table. Use SUSF to find the last update date and user updating a specific document. Use SUS2 to find the original entry date of a document.

Entering a PDQ document in Advantage:

Type ‘N’ in Action and ‘SUSF’ in SCREEN.

Press <ENTER>

To enter a document from SUSF:
·Type ‘S’ in the Action field.
·Type ‘NEW’ in the Function field.
·If your security level is limited to specific organizations, enter your organization code in ORGN.
·Enter ‘PDQ’ as the document type. In Advantage, the PDQ document will most closely resemble the PD document in CUFS.
·Enter your current CUFS area into Agency.
·If you use automatic document numbering, enter the appropriate prefix in the Document ID field, followed by #.

If you are using automatic document numbering, the next available number should be displayed in the DOCID field. Enter the information on the document.

In Advantage, it is necessary to link the accounting lines on the initial screen to the commodity lines. This is accomplished by entering the corresponding accounting line from the first page into the ACCT LINE field.

To verify the document, type ’VERIFY DOC’ in the Function field (‘V’ or pressing the F1 function key will also work).

Check for errors by editing the document, type ‘EDIT DOC’ or ‘ED’ in the FUNCTION field (pressing F6 will also perform the edit function).

To place the document on hold, type ‘HOLD DOC’ in the Function field (‘H+’, ‘HD+’ or pressing the F3 function key also perform the hold function).

To approve the document, type ‘APPROVE DOC’ in the Function field (‘A+’ or pressing the F8 function key also perform the approval function).

After the document is approved, place the document on Hold.

To process the document type ‘RUN DOC’ in the Function field (‘R’ or processing the F4 function key can also be used.

Press F5 or type ‘END’ or ‘E’ in the Function field to exit document processing.

Type ‘NEW’ or ‘N’ in the Function field to access the next document number then press <ENTER>. If you are using automatic document numbering, after pressing <ENTER> the new Document ID should increment by 1.

DOCUMENT PROCESSING COMMAND REFERENCE

In Advantage 2.0 you can use either the zoom (‘z’) or leaf (‘l’) command to jump to a table such as VEND from within a document.

To access a table from the Suspense File (SUSF):
· Type ‘N’ in the Action Field
·Type the table name ‘EXP2’ in the Screen Field
·Press <ENTER>

To locate an existing document on SUSF:
· Type ‘S’ in Action
·Type a partial Document ID in line 00 to instruct the system where to begin its search

Option #1 to access an existing document on SUSF:
· Type ‘S’ in Action
·Type a partial Document ID on line 00
·Press <ENTER>
·Verify the Document ID is present on the screen
·Type ‘S’ in Action
·Type ‘X’ in the SEL field of the document to access
·Press <ENTER>

Option #2 to access an existing document on SUSF:
· Verify the Document ID is present on the screen
·Type ‘S’ or ‘R’ in Action
·Type ‘ACCESS’ in Function
·Type ‘X’ in the SEL field of the document to access
·Press <ENTER>

Accessing a document with the error message ‘ANOTHER USER USING DOCUMENT’:
·Locate the document on the Suspense File
·Type ‘S’ in Action
·Type ‘FREE’ in Function
·If required, enter a valid organization in ORG
·Type ‘X’ in the SEL field of the specific document
·Press <ENTER>

Send questions to carrie.birckbichler@sru.edu