*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. 

Use the letter M  as the third-character of a Command (MMM) to navigate the hierarchy of commands in *DEFINE.  This will help clarify some similar and related screens.  For example, GBM, GTM, GGM, HHM, HDM, and VPM are commonly helpful examples.

Further, to understand the key organization of *DEFINE, refer to the following as introductory concepts with regard to your authorizations and access within the system.

Desks = Lists of People
Views = Lists of Accounts
Commands = Documents/Transactions (MMM)

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 Screens

YB2 - Your Inbox

Use this to review documents awaiting for your review, either in created or returned status

• • Use Login ID field to view the inbox for another user
  • Use the Screen field to display documents in several views
  • Items with an asterisk (*) can only be viewed in UT DIRECT inbox

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:

* YB2, use Login ID field to view the inbox for another user
* GG8, use the MSIC field to type the code you're searching for
* GG5, use the MISC field to type the Unit Code you're searching for
* VP1/VP2, (and many other screens) the MISC field is not needed

Also, the YEAR (fiscal, e.g. 09-10) and MONTH fields are useful when using GBM and GTM screens.

While DEFINE has more than 600+ commands, these are the ones you use regularly....
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General
GGM
YS1- change desk/views, use "S" in select field.
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Inbox:
YB2-*DEFINE electronic inbox
UT DIRECT- Inbox (HRMS, FRMS, and few other docs)
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Balances:
GBM, GTM

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Accounts:
GBM; GOM; GTM; CA3;
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Object codes
GG8/GG9
GO7
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Vendors:
GGV; GG3/GG4;
GT9
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Transactions:
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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Document Processors

HELP?

• AskUs 
  • FAQs - https://austin-utexas.custhelp.com/
  • By Email - https://austin-utexas.custhelp.com/app/ask
  • By Phone - 512-491-8802 
• Contact fellow colleagues - see Document Processors above
• Contact Dell Med Finance
• Training Resources - https://financials.utexas.edu/resources/training-resources

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