Financial Systems

Financial Record System Frequently Asked Questions

How do I know if I have access to an account?

I received an invoice for a purchase order that does not belong to me.  How do I locate the originator?

We received a letter from a vendor notifying us of a change in their name/address.  Who gets this information and makes the change?

How can I change the quantity/unit price on a purchase order?

Can I look at prior year transactions? 

I changed the year and still can’t see last years account.  Now what?

Why can’t my fiscal agent approve a requisition I entered on the system?

What expense object code do I use for my purchase?

I’m looking at Screen 19.  What is my available balance for office supplies?

I didn’t write down my requisition number.  Do I have to enter the requisition again?

My document was trailered and says it was not accepted.  What’s wrong?

I forgot my FRS/Galaxy password.  Can you help?

I received my merchandise.  The vendor has not received payment.  Is there a problem?

How do I cancel a purchase order?

Can you help me find my vendor payment?

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.  TOP

I received an invoice for a purchase order that does not belong to me. How do I locate the originator?
All invoices are forwarded to the Accounts Payable Department  TOP

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 Svcs.  TOP

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 Svcs. Requisitioners can only make changes to a requisition prior to the document transferring to a purchase order.  TOP

Can I look at prior year transactions?
Use screen 881 to change the fiscal year. The default year is the current fiscal year. 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

I changed the year and still can’t see last years account. Now what?
It is quite possible there was a change made to the account in the current fiscal year that does not now match your FRS profile. Call ext. 7373 for assistance.   TOP

Why can’t my fiscal agent approve a requisition I entered on the system?
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). Insufficient funds will be highlighted on the screen. Review the multiple messages using the PF3 (*) key.  TOP

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

I’m looking at Screen 19. What is my available balance for office supplies?
Balances are viewed in Pool Objects. The figure in the Available column is the current balance less expenses and encumbrances. Expense objects draw down from the Pool. All expense objects within a pool will have a zero available balance.  TOP

I didn’t 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

My document was trailered and says it was not accepted. What’s wrong?
Review the multiple messages using the PF3 (*) key located on the numbered keypad to the right of the standard keyboard. See response to question #7.  TOP

I forgot my FRS/Galaxy password. Can you help?
Galaxy Password – Use the MSU Website to establish or change your Net-ID and Galaxy passwords. The MSU Help Line ext. 7971 is the contact for issues in the use of this site. FRS Password - Telephone ext. 7373 or ext. 5299.  TOP

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 the purchase order begins with a “P” receiving is required. Marion Zaboney, Central Receiving Dept., is to be notified via E-Mail and given the receiving information pertaining to the specific purchase order.  TOP

How do I cancel a purchase order?
A purchase order can only be cancelled by the Office of Procurement Svcs. Send an E-Mail to Procurement Svcs. listing the purchase order number, vendor name and amount to be cancelled. If you are canceling an individual line list the particular line you want cancelled.  TOP

Can you help me find my vendor payment?
Vendor payments can be followed using screens 228, 248 and 118. Review quantity invoiced and received on screen 228 by typing the purchase order number on the header line. “P” purchase orders require both invoicing and receiving. Obtain the invoice number on screen 248. Type the invoice number on the header line, along with screen #118 in the screen field. Press enter. The first line up for review will be the requested invoice number and the payment information.  TOP