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*DEFINE
DEFINE is a primary tool to create and approve financial transactions for an office, including paying vendors and employees, purchasing goods and services, and more. Some screens are important for you to use when becoming familiar with this system.
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People Use Accounts to process accounting documents
Desk + View + Command = (to do) Document Processing
- Use the YS1-Command Authorizations screen to become familiar with your Desk/View combinations
Document Routing is a key concept with *DEFINE. A preparer (person) creates a *DEFINE document (e.g. VP2), and approves it forward for standard approvals using APP in the ACTION field on the document. Using ROU in the ACTION field will display the routing details.
DEFINE NAVIGATION TIPS
TAB key -use to move between fields
CLEAR key to close pop-out areas on screen (Mac = NUM Lock; PC = Pause/Break)
FKeys (PF-Keys | Function Keys) for various functions
Examples:
PF8 - to Exit; PF10 - Glossary of Terms; PF6-Command Level Help; PF1-for changing Desk/View
See Also: *DEFINE navigation video
Common DEFINE/FRMS/HRMS Documents
Document Type Overview and Tip Sheet (PDF)
Common DEFINE Screens
YB2 - Your Inbox
Use this to review documents awaiting for your review, either in created or returned status
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See Also: UT Direct-In Box
YS1 - Changing Desk/Views
Use this to review a list of all your desk/view combinations and to change to one of these to do work for particular accounts/documents.
- Use 'S' in the ACTION field and the index number of the desk/view you want to use.
- Use 'X' in the ACTION field and the index number of desk/view to review the available documents
- Alternatively, you can use the F1 (PF1) key (from any DEFINE screen) to view or change your current desk/view, by placing a '?' question mark in the CURRENT DESK field and press ENTER to choose another desk/view.
YP1 - Your Profile Page
Set default Desk/Views for your most common accounts
GG3/GG4 - Vendor Addresses
Use these to review or lookup related information related to vendors.
or use UT Direct to lookup vendor information.
GG8/GG9- Object Codes
Use these screens to look up object codes and their meaning.
Use the GO3 screen to view the most common object codes your office has used on particular accounts
GBM - Account Balances
Use GB1 to view one subaccount
Use GB2 to view the Budget group (all subaccounts)
Tip! The first two digits of account indicate the Fund Type (source of funding) and is important.
Tip! The last two digits of the account indicate the kind of spending allowed and the object codes allowed, so it's helpful to know about the other subaccounts available in the budget group for cases where it's needed./appropriate to move funds to correct subaccount prior to spending.
Miscellaneous
The Command Area of screen is comprised of two rows at top, and you enter into each field as appropriate to the command you're using. For example:
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Accounts:
GBM; GOM; GTM; CA3;
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Object codes
GG8/GG9
GO7
GO2
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Vendors:
GGV; GG3/GG4;
GT9
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Transactions:
GTM; LTM; HDM;
GG8/GG9;
GTM - list of various ways to search transactions, using MISC field as part of search criteria
GE1 - outstanding travel, po encumbrances
GT3 - search transactions by po nbr or rta number
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Docs:
GT6 and the individual document number
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Routing docs
Use "ROU" in action field to view routing (4 screens)
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COMMONLY USED RESOURCES:
- Training Resources for *DEFINE: https://financials.utexas.edu/resources/training-resources
- Handbook of Business Procedures: https://financials.utexas.edu/hbp
- Image Retrieval System: https://utdirect.utexas.edu/acct/image/image_pdf.WBX
- Central AP Processing Schedule: https://utexas.app.box.com/v/accounts-payable-processing
- Point Plus to look up POs: https://utdirect.utexas.edu/pointplus/index.WBX
- UPLOAD – Payment Processing folder: https://utexas.app.box.com/folder/11506479158
- Voucher Backup Documents folder: https://utexas.app.box.com/folder/11365875418
- Secured Uploads folder to access PIFs and driver’s license or passports: https://utexas.app.box.com/folder/7326861669
- How to set up a new individual/vendor?: https://utexas.app.box.com/v/gg3-and-gg4 and https://purchasing.utexas.edu/ggv-tips
- Vendor Information Department Widget: https://financials.utexas.edu/submit-file-to-vid