INQM/INQMO - Inquiry to Accounting Master File

INQM shows accounting master file funding totals as of the date of your request or for the end of any given month during the current fiscal year. Levels of reporting include inception- to-date and month-to-date. Access is by selecting criteria from a menu.

INQMO is similar to INQM except that it shows prior fiscal year data and current fiscal year data as of the end of July. Funds 161, 162 and construction funds show prior fiscal year data as of the end of June. Current fiscal year data as of the end of July is shown under INQM for these funds. Note that special procedures for accessing data through INQMO are documented separate from INQM. All persons requesting access to INQM are automatically given access to INQMO.

Important Things to Know:

INQM and INQMO are CONVERSATIONAL transactions.

INQM is UDDS protected.

INQMO will automatically receive the same level of UDDS authorization as INQM.

How to Access INQM

1. INQM (key 1 space) [Enter]
2. Fill in the menu as desired and press ENTER. The fund and either the account or the UDDS must be filled in. The budget year for INQM will default to the current year if it is left blank. All other criteria is optional and can be used to define exactly what information you want. Menu options are explained below under"Definitions of Menu Screen" . Note: If a fund has an account number assigned (such as funds 133, 144 or 161), you generally want to leave the UDDS field blank. The account number on these must be filled in, but when you also specify a UDDS you will not be able to view budget information and you may also unintentionally exclude other records.
INQM IMAGE
3. Data screens are returned that show summary information for the criteria you selected. Use the PA1 key to browse through each page of information. Fields on this screen are explained below under "Definitions of Summary Data Screen".
INQM IMAGE
4. From this first data screen, it is possible to go to a second set of screens that show information summarized by class code. To do this, key "X" at the left of the ITD line of the budget class you wish to see and press ENTER. You can then use PA1 to browse through each page of the detail information. PF2 will return you to the first data screen. Note that the information on this detail screen is in a slightly different format than on the previous summary data screen.
INQM IMAGE
5. To view a particular class code or class codes, fill in the menu by entering the appropriate fund and account or fund and UDDS. Then enter an "X" in the Summary Class Option field and enter the class code in the Summary Class field. #'s can be used as a wild card if desired. For example, if you wish to view all travel codes, enter 2###. Enter "CLAS" in the last 4 digits of the Summary Scheme field and press ENTER.
INQM IMAGE
INQM IMAGE

How to Access INQMO

1. INQMO (key 1 space) [Enter]

2. FUNDS 101 through 119, 128, 129 and other fund/udds records

Enter the following to get final, end of FY 96 information:

Fund - enter whatever is appropriate
Budget Year - 96 or leave blank to default to 96
UDDS - enter whatever is appropriate
Accounting Period - 0796 or leave blank

Enter the following to get month-to-date and inception-to-date information for FY97, end of July. Note that the prior year cash balance carried into FY97 (for funds such as 128 & 129) is not available on this screen, but will be available in INQM for accounting period 0896:

Fund - enter whatever is appropriate
Budget Year - 97
UDDS - enter whatever is appropriate
Accounting Period - 0796 or leave blank

3. FUNDS 133 & 144 & other fund/account records (see special notes below on fund 161 & construction funds)

To view the status of an account as of the end of July with data from both fiscal years included, enter the following:

Fund - enter whatever is appropriate
Budget Year - leave blank
Account Nbr - enter whatever is appropriate
Accounting Period - 0796 or leave blank

Enter the following to see book year 96 information only. Note that budget information is not available for this entry:

Fund - enter whatever is appropriate
Budget Year - leave blank
Account Nbr - enter whatever is appropriate
Sub BY (Sub-Budget Year - at the end of the fourth line) - 96
Accounting Period - 0796 or leave blank

Enter the following to see book year 97 information only. Note that budget information is not available for this entry:

Fund - enter whatever is appropriate
Budget Year - leave blank
Account Nbr - enter whatever is appropriate
Sub BY (Sub-Budget Year - at the end of the fourth line) - 97
Accounting Period - 0796 or leave blank

SPECIAL NOTE: Fund/Account records for UW-System and for the former WARF processing center campuses are usually handled on a budget year basis, meaning that a prior year cash balance is carried over each year when appropriate instead of having inception-to-date information carried forward. For these campuses, enter the following on INQMO to view book year 96 information only. Use INQM to view book year 97 information.

Fund - enter whatever is appropriate
Budget Year - enter *6
Account Nbr - enter whatever is appropriate
Accounting Period - 0796 or leave blank

4.FUNDS 161, 162 and Construction Funds - Note that FY7 data should be viewed using INQM.

Enter the following into INQMO to see the status of an account as of the end of June.

Fund - enter whatever is appropriate
Budget Year - leave blank
Account Nbr - enter whatever is appropriate
Accounting Period - 0696 or leave blank

PA/PF Keys

The PA and PF keys can be used as follows within INQM:

1. PA1 allows you to page forward when there are multiple pages of information for one UDDS or for one account.
2. PF1 (NEXT) allows you to page through the screens when a range of UDDS codes or a range of accounts were chosen on the menu. Also, the display option must be set at S (subdepartment) for fund/UDDS requests or A (account) for fund/account requests.
3. PF3 (PRIOR) allows you to page back to the previous UDDS or account when PF1 was used to page forward.
4. PF4 (CRITERIA) returns you to the menu. For this transaction, it is best to press PF4 a second time to clear out the previous menu choices before making another selection.
5. PF5 (FIRST) allows you to page back to the first UDDS or account when PF1 was used to page forward.
6. PF7 (=-1) allows you to back up one page when you used PA1 to page forward.
7. PF8 (=1) allows you to return to page 1 of the current set of pages when you used PA1 to page forward.
8. PF10 (=L) allows you to go to the last page of the current set of pages when you used PA1 to page forward.

How to Exit:

Press PF4 (Criteria) to exit either of the data screens and return to the menu or press PF11 to EXIT the transaction completely and return to a blank (original entry) screen.

Definitions of Menu Screen:

The first several fields on the menu are self-explanatory. Fields that may need clarification include:

BUDGET CLASS For Fund/UDDS inquiries this field can be used to view a single budget category. Note that these categories must be defined in the master files for that Fund/UDDS record. Examples include:
  • 10FA for Unclassified Salaries
  • 10CL for Classified & Student Hourly Employees
  • 10## for all salaries
SUMMARY CLASS OPTION Enter "X" in this field to display data in categories that are different than the master file structure for that Fund/UDDS or Fund/Account record. When choosing this option, you must specify the reporting categories you want in the SUMMARY CLASS, SUB BY and/or SUMMARY SCHEME fields. To effectively use these three fields, you should have some understanding of the schemes available for the funds you wish to view. Note that when using these options, no budget data will be shown.
SUMMARY CLASS This field serves two purposes:
1. For Fund/UDDS or Fund/Account inquiries you can specify a single class code to view, such as 2192. A # sign can also be used to view a total for several class codes, such as 2### to summarize all class codes from 2000 to 2999. If you choose this option, an "X" must be entered in the SUMMARY CLASS OPTION field and "CLAS" must be entered in the last 4 positions of the SUMMARY SCHEME field.
2. For Fund/Account inquiries, you can specify a budget scheme by entering the appropriate category, such as "A" for salaries, in the first position of the SUMMARY CLASS field. If you choose this option, an "X" must also be entered in the SUMMARY CLASS OPTION field.
SUMMARY SCHEME This field is used in combination with the SUMMARY CLASS OPTION field and the SUMMARY CLASS field to define a scheme or grouping that is different than the master file structure for that Fund/UDDS or Fund/Account record.
SUB BY For fund/account inquiries you can use the Sub Budget Year to get information for the current budget year-to-date rather than for inception-to-date. Inception-to-date refers to information from the beginning of the contract, grant or funding source through the current date.
LEVEL OF TOTALS If this field is left blank, the system will choose the default that is most appropriate for the Fund/UDDS or Fund/Account. This default is the level at which the budget was established. If you return to the menu screen to make another selection, you should either clear the menu by pressing PF4 or change the LEVEL OF TOTALS field to the appropriate choice for the next request if it is different than what is shown.
DISPLAY OPTION When selecting a range, this option allows you to see totals added together or to review the range one at a time. For example, if you are looking at accounts A123 to A130, you can view one screen that adds all totals together (display option=R) or you can look at the accounts one at a time (display option=A).
BYPASS DEACTIVATED RECORDS Deactivated records can only be bypassed if a range of UDDS's or a range of accounts have been selected.
______ALL BALANCES ___ TO THIS AMOUNT (ENTER LE, EQ, GE) This allows you to view only budget lines that have balances that are LE (less than or equal to), EQ (equal to) or GE (greater than or equal to) the amount you specify. To view information for all categories where the budget balance is less than or equal to $50,000 enter:
50000 ALL BALANCES LE TO THIS AMOUNT
EXPENDITURE ONLY (E), REVENUE ONLY (R) Use this field to display only expenditure pages or only revenue pages.

Definitions of Summary Data Screen:

The top line and the bottom 6 lines of the Summary Data Screen identify the criteria selected from the menu. The second line identifies the fields for the top of each data line. The third line identifies the data on the ITD and MTD lines as budget information, requisition totals, disbursements and the balance of the budget.

ITD Inception-to-date, shows totals from the beginning of the contract, grant or funding source through the current date.
MTD Month-to-date, shows totals for the current month.
ACT/MC Activity and Major Budget Class, such as: Activity 1, Major Class 10
LAST DATES Identifies the last date that an entry was posted for:
  • BUD Budget
  • REQ Requisition
  • DSB Disbursement
  • RCT Receipt
  • Refund of Receipt - note that this date will appear to the right of receipts with no header.