Financial Record System Frequently Asked Questions

 

  1. How do I know if I have access to an account?
  2. I received an invoice for a purchase order that does not belong to me.  How do I locate the originator?
  3. We received a letter from a vendor notifying us of a change in their name/address.  Who gets this information and makes the change?
  4. How can I change the quantity/unit price on a purchase order?
  5. Can I look at prior year transactions? 
  6. I changed the year and still can’t see last years account.  What is the problem?
  7. My fiscal agent cannot approve a requisition I entered on the system. What is the problem?
  8. What expense object code do I use for my purchase?
  9. I am looking at Screen 19.  What is my available balance for office supplies?
  10. I did not write down my requisition number.  Do I have to enter the requisition again?
  11. My document was trailered and says it was not accepted.  What’s wrong?
  12. I forgot my FRS/Galaxy password.  Can you help?
  13. I received my merchandise.  The vendor has not received payment.  Is there a problem?
  14. How do I cancel a purchase order?
  15. Can you help me find my vendor payment?

 

Frequently Asked Questions

  1. How do I know if I have access to an account?
    Enter the six digit account number on screen 019. If you are not privileged to view a particular account a message will appear at the top of the screen indicating your access is denied. Call ext. 7373 for assistance.  TOP
  1. I received an invoice for a purchase order that does not belong to me. How do I locate the originator?
    All invoices should be forwarded to the Accounts Payable Department.  TOP
  1. We received a letter from a vendor notifying us of a change in their name/address. Who gets this information and makes the change?

          Creation and or changes made to a vendor are the responsibility of the Office of Procurement Services. TOP

  1. How can I change the quantity/unit price on a purchase order?
    Changes made to a purchase order are requested of the Office of Procurement Services. Requisitioners can only make changes to a requisition before it becomes a purchase order.  TOP
  1. Can I look at prior year transactions?
    Go to screen 881 to set the fiscal year. Tab to the Fiscal Year field, type the year you want to see and press Enter. The system will display the year specified. You will then have inquiry privileges to the year selected. All data entry in a prior year is restricted.  TOP
  1. I changed the year and still cannot see last years account. What is the problem?
    A change may have been made to the account in the current fiscal year that does not now match your FRS profile. Call ext. 7373 for assistance.   TOP
  1. My fiscal agent cannot approve a requisition I entered on the system. What is the problem?
    The document may be in process. A session may not have been opened on screen 030. If the document was accepted on screen 256 and the fiscal agent is still unable to enter the approval your FRS security may not match that of the fiscal agent (call ext.7373). Also, insufficient funds will be highlighted on the screen. Review the multiple messages using the F3 (*) key.  TOP
  1. What expense object code do I use for my purchase?
    Expense object codes are listed in the FRS Manual. Further assistance can be obtained by calling Accounting at ext. 7370.  TOP
  1. I am looking at Screen 19. What is my available balance for a particular line item?
    Balances are viewed in pooled objects and line item expense objects. The figure in the Available column is the current budget less expenses and encumbrances. Expense objects when pooled draw down from the Pool available balances. Expense objects within a Pool will have a zero available balance.  TOP
  1. I did not write down my requisition number. Do I have to enter the requisition again?
    No, you do not have to re-enter the requisition. Screen 021 or screen 020 lists all open encumbrances within your account.  TOP
  1. My document was trailered and says it was not accepted. What’s wrong?
    Review the multiple messages using the F3 (*) key located on the numbered keypad to the right of the standard keyboard. See response to Question #7TOP
  1. I forgot my FRS/Galaxy password. Can you help?
    Galaxy Password - the MSU Help Line ext. 7971 is the contact for issues with Galaxy passwords.
    FRS Password - Telephone ext. 7373 or ext. 5299.  TOP
  1. I received my merchandise. The vendor has not received payment. Is there a problem?
    Review screen 228 for invoice and receiving information. If the Quantity/Amt. invoiced is blank Accounts Payable has not received the vendor invoice. If Quantity Received is blank and the purchase order type is "RO" notify Central Receiving Dept. via e-mail with receiving information pertaining to the specific purchase order line item(s).  TOP
  1. How do I cancel a purchase order?
    A purchase order can only be canceled by the Office of Procurement Services. Send an e-mail to Procurement Services listing the purchase order number, vendor name and amount to be canceled. If you are canceling an individual line list the particular line you want canceled, otherwise the entire PO will be canceled.  TOP
  1. Can you help me find my vendor payment?
    To find vendor payments use the following steps:
    1. If you know the invoice number, go to screen 118 and enter Vendor number and Invoice number. Press Enter. The first line up for review will be the requested invoice number and the payment information.
    2. If you do not know the invoice number, go to screen 248 and enter the PO number. Press enter to obtain the invoice number. Type the invoice number on the header line, press enter and proceed to screen 118. The first line up for review on screen 118 will be the requested invoice number and the payment information.   TOP