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CAMS Production Frequently Asked Questions
Why am I unable to enter information in certain fields when logged into GUI CFS?
How can I determine which fields should match with the Personnel Estimates on the Personnel Details tab in My Tools?
CFS – Log In
Were do I go to access CFS?
To access the Character Version of CFS, open Internet Explorer and go to the CFS Home Page. Click on the "Production CFS" icon. You must have a CFS user name and password to access CFS.
I am trying to access CFS but I do not see an icon to get into Production.
Two possible problems. First clear your temporary Internet files. To do this, click on the "Tools" menu in Internet Explorer. Then select "Internet Options". If that does not work, contact the CAMS Help Desk
When attempting to log in to Production, I receive a message to download "ActiveX".
Click on "Yes" or "OK" to download most recent version of ActiveX. You should only need to do this the first time you log in.
When attempting to log into GUI CAMS I receive an error that tells me "Access to specified device/path/file denied" or "Must install Citrix ICA"
You need to install Citrix on your computer. You can do this by going to the Citrix Server and clicking on the link for either "Netscape" or "Internet Explorer".
I need access to CFS but do not have a log in.
Go to the CAMS Forms web page. Click on the link for "CAMS CFS-GUI Access Request Form". Print the form and read it. Sign it and have your supervisor sign it. Send it to the address at the top of the form. Access could take 1 to 2 weeks after the access form is received.
I have mailed my paperwork to get a CFS login, but have not heard if my account has been set up.
Account set up could take 1 to 2 weeks from the time the form is received. If it has been over 2 weeks of if access is need on an emergency basis, please contact the help Desk at 301-975-6100.
When logging into Character CFS, I am being asked to "Enter Gold/Platinum Password". What is this?
Your Gold/Platinum password is your one time use password received from your authenticator. Passwords from the authenticator are an 8 digit series of numbers and letters. If you not sure if a character on the authenticator is a number or a letter, enter the corresponding number.
When entering my authenticator password, my CFS window keeps closing.
Make sure you are entering your authenticator password correctly. Passwords from the authenticator are an 8 digit series of numbers and letters. If you not sure if a character on the authenticator is a number or a letter, enter the corresponding number.
I typed in my authenticator password incorrectly too many times and I am now locked out.
You will get locked out when you type in your authenticator password incorrectly too may times, however it will automatically unlock after 1 or 2 hours. Please wait and try again after it is unlocked.
I receive message saying, "Powerterm server is down" when trying to log into CAMS.
Contact the CAMS Help Desk @ 301-975-6100.
I receive a message telling me that I am entering in an Invalid User Name or Password.
Verify that you are using the correct user name and passwords. Verify that your caps lock is off. Make sure capital letters match. If you still cannot access the system, contact the CAMS Help Desk to have your password reset.
CFS - General (All Modules)
Why am I unable to enter information in certain fields when logged into GUI CFS?
Users need to log into the GUI (NAS) application and not the GUI (CATS) application, in order to add information in GUI CFS. If you are logged into GUI (NAS) and are still having problems entering data on certain fields, please contact the CAMS Help Desk at 301-975-5375.
I can log into CFS but I do not have access to a CFS screen that I need.
Contact the CAMS Help Desk to get access to necessary CFS screens.
What is the difference between the GUI and Character versions of CFS?
GUI stands for Graphical User Interface. This version of CFS is where the screens look like typical windows programs and user are able to use the mouse. Character CFS is the older version where fields are accessed by tabbing through the forms. Screens are only accessible through either GUI CFS or Character CFS, not both.
My query is not bringing up everything it should.
First make sure you are in query mode before you begin to type in your query. Then verify your query criteria or widen your search. To widen your query citeria, try querying on fewer fields, or using the wildcard character "%".
My query is taking a long time and I want to cancel it.
In Character CFS: Try hitting F4, but there is no surefire way to cancel a query in CFS. You will either need to wait until your query finishes running or open a new session of CFS.
In GUI CFS: Try clicking the "Cancel Query Button" in the toolbar at the top of the screen. If this does not work, you will either need to wait until your query finishes running or open a new session of CFS.
My Report / Process is taking a long time to run.
There is probably a large process being run in CAMS by another user, slowing down the system. If your process was run prior to today and is still running (not completed before the overnight cycle), call the CAMS Help Desk. Otherwise, you will need to wait for the process to finish.
A Report / Process says it is already running but I have not run this report/process today.
Either another user is running the same process, or the nightly backup killed the report / process but the complete flags were not properly reset. Call help desk to reset the flags.
My report is not printing in CFS.
Make sure your printer is set up properly in CFS. If you are unable to print in GUI CFS contact local IT support to have your Citrix print drivers reconfigured.
When querying in CFS, the wrong record is returned.
Make sure you are querying on the correct information. If the query is correct, try hitting the "Down Arrow" key on your keyboard to access the next record in Character CFS, or the "Next Record" button in the toolbar of GUI CFS.
What are the parts of the ACCS?
The parts of the ACCS are as follows (9's represent numbers, and X's represent alphanumeric characters).
- Bureau: 99
- Fiscal Year: 99
- Project-Task: XXXXXXX-XXX
- Fund Code: 99
- Program: 99-99-99-999
- Organization: XX-XX-XXXX-99-99-99-99
- Object Class: 99-99-99-99
CFS - Accounts Payable
I need a refresher on how to use an Accounts Payable screen. Where do I find the user procedures?
User procedures for the AP screens are located on the Internet. To access the procedures page click on the link for User Procedures. To see the user procedure, click on the link for the desired AP screen.
How do I copy records?
To copy a detail record in Character CFS, go to a new line, hit "F1" then "F12". In GUI CFS, go to a new line, go to the "Record" menu and select "Duplicate".
I am attempting to enter an obligation change order to modify the ACCS, but the system will not let me.
If there has been activity against the line (i.e. partial accrual), user cannot modify the ACCS. User needs to reduce the line amount of the obligation to that of the accrual and then enter a new line for the changed ACCS.
Can I split an Obligation/Invoice lines across multiple Projects.
Yes, by using multiple MDLs for a given line on the Obligation/Invoice.
CFS - Accounts Receivable
I need a refresher on how to use an Accounts Receivable screen. Where do I find the user procedures?
User procedures for the AR screens are located on the Internet. To access the procedures page click on the link for User Procedures. To see the user procedure, click on the link for the desired AR screen.
What is the difference between RM030 and RM031?
RM030 is used for a collection where a bill has been generated. RM031 is used for unbilled or miscellaneous collections where no bill has been generated in CAMS.
CFS - Reimbursable Agreements
Can I have multiple projects with a Reimbursable Agreement?
Yes, you can put as many projects you want on a Reimbursable Agreement along with the associated charging organizations.
Can I share projects with multiple Reimbursable Agreements?
No, you can only share projects with multiple Reimbursable Agreements where agreements are part of a Consortium.
Were existing reimbursable customers converted into the CAMS Customer database?
Yes.
Does a new customer have to be submitted and approved prior to an agreement being accepted?
Yes. The customer number is required for the acceptance of the agreement. The customer number should be noted in the appropriate line item on the Reimbursable Checklist, which will be submitted to the Reimbursable group along with the agreement package.
When are the Acceptance Contact Type and the Financial Report Type information updated for Reimbursable Agreements on the Customer information screen?
A customer contact of Invoice and Acceptance must be created in CAMS before the acceptance and input of a reimbursable agreement. Financial Reporting contacts are only required where the customer will be receiving Financial Reports.
Is it true that billings can only be done at the project level and cannot be subdivided by task?
Billings are recorded at the full ACCS including project and task levels. However, the Reimbursable module in CAMS does not support the use of allocating the costs at multiple task levels. We have requested an enhancement to fix this issue during FY04.
CFS - Budget
I am creating a new project, how do I set the Category A/B field?
For all newly created projects, a category A/B type must be specified.
- In the CMN004 screen, double click in the Category field on the left
- Enter the fund code fiscal year in the FCFY field (ex: 2004)
- Enter the category type (A or B) in the second field
- To activate this category, enter a ‘Y’ in the active status field (the active status must be “yes” in order for the category flag to take effect)
- Push the save button (the disk, second from the left)
- Exit back to the main CMN004 screen and finish entering the project as usual
To ensure the category field is set once the project is created, verify that the FCFY and category type are listed next to the category field. If the category field is not set, ‘NA’ will be listed. Note that the left category box will remain blank.
I need a refresher on how to use a Budget screen. Where do I find the user procedures?
User procedures for the Budget screens are located on the Internet. To access the procedures page click on the link for User Procedures. To see the user procedure, click on the link for the desired Budget screen.
When can I inactivate a project? Is there a procedure?
A project can only be inactivated when all transactions have completed processing in CAMS and nothing else is to be transacted. This includes all Labor charges, Accounts Payable payment processing, Accounts Receivable collections, Reimbursable processing (unfinanced costs, refunds to the Customer, adjustments to the Unfilled Customer Order) and any other movement of charges using that project.
When I click on the Task field in CMN004, it kicks me out and brings me back to the main page.
There is a window that opens up behind your other windows. Either minimize your other windows, or in the menu at the top of the screen click on Window and select the one that says "Task".
The names of task codes that I entered for a project on CMN004 do not match the proper task numbers.
An error was made while typing in the task names. You need to re-type new task names corresponding to task numbers before the project is approved.
What does the Project Created By Organization represent in CMN004?
The Project Created By Organization Code field represents the owning organization. For all the converted FY04 projects, this field was populated from the Division field in the Title file. At the time of the project conversion, this field may not represent the owner. For all converted FY04 projects, you should not update this organization field until the conversion process is complete. The owner organization will coordinate with the other AOs to update this information. The AOs are responsible for making this change. Guidance on this process will be communicated after conversion in October.
Can I delete projects out of CMN004?
Projects cannot be deleted from CAMS. Once a project is created in CAMS, the record will always exist in the database tables. However, you may prevent a project from being used, by inactivating it. All converted FY04 projects should be active until the conversion process is complete.
How do I enter Budget data on the FM060 through FM063 screens for periods that have already been closed?
The Budget Execution and the GJ modules will need to be reopened.
I entered a BOP on FM066 with quarterly amounts, but when I look at the BOP on the BOP Listing Report, my quarterly amounts are rolled up into one quarter.
On FM066, query to bring up the BOP record in question. You can query by Bureau Code, Fund Code, Fiscal Year, and Project, or by Trans # if you know it. Go to the Detail tab for the BOP in question. You will see a table. The first column is Effective Date. The second column is BM, which stands for Budget Month. If you look at the BM column, you'll see that the quarters that rolled up on the BOP Report have the same values in the BM column. When you enter your effective dates, the value in the BM column defaults as a courtesy. However, if you key your effective date in error and go back to change it, the BM column must be manually changed. To correct this, change the BM value to correspond to the fiscal month that you want the money to become available. For example, 01=October, 04=January, 07=April, and 10=July. These values correspond to the government's fiscal quarters.
I need to make a change to a BOP but I have already approved it.
If the BOP has been approved, both Requester and Document approval, then you will need to create a new Change BOP. If only the Requester approval has been checked, the document approver needs to disapprove the BOP. Then you will be able to make changes.
I am trying to change my 1st quarter amount on FM066 (BOP) and I get a message telling me the field is protected against update.
First make sure the BOP has not been approved. If it has been approved, both Requester and Document approval, then you will need to create a new Change BOP. If only the Requester approval has been checked, the document approver needs to disapprove the document. Then you will be able to make changes. Otherwise, if the document is completely unapproved, remove the zero in the "Total" field and try again.
When attempting to approve a BOP on FM066, I get a message telling me that Zero detail records exist.
Only detail records with amounts can be entered. If there is a line on the detail tab of FM066, it must be deleted using the “Delete Record” button on the toolbar before the BOP can be approved.
Do I need to enter a BOP for a Task that I'm not going to use or a Task that will have no funds?
No. You only need to enter BOPs for Tasks that you are going to charge against.
How do I enter a BOP for quarters that are already closed?
You can enter BOPs starting from October so you can enter the budget data as if it is October 1, even if the quarters have been closed.
CFS - General Ledger
I need a refresher on how to use a General Ledger screen. Where do I find the user procedures?
User procedures for the GL screens are located on the Internet To access the procedures page click on the link for User Procedures. To see the user procedure, click on the link for the desired GL screen.
I am trying to enter a Quarter-end Close or Year-end close GJ on GL005, but I cannot access the YE/QE flag.
Either the system is not in a Quarter-end/Year-end close status, or you are not set up to enter this type of GJ. If you need to have your account set up to enter YE/QE GJs, contact the CAMS Help Desk.
CFS - Work Flow Management
When I log into GUI CAMS, the system tells me I have messages waiting. How do I view these messages?
Go to the WF003 screen. You can read and delete messages from this screen. To delete messages on WF003 (GUI Version), highlight the record you want to delete by clicking on the line, then click on the “Delete Record” button on your tool bar (the button with the red "X"), then click the Save button.
When I log into Character CAMS, the system tells me I have messages waiting. How do I view these messages?
Go to the WF003 screen. You can read and delete messages from this screen. To delete messages on WF003 (Character Version), place your cursor on the message that you want to delete, then hit the Delete key on your keyboard. Then hit F5 to commit or save the deletion. Note: You may delete multiple lines before committing.
How do I delete messages on WF003 (GUI Version or Character Version) once I've read them?
To delete messages on WF003 GUI Version, highlight the record you want to delete by clicking on the line, click on the Delete Record button on your tool bar (the button with the red "X"), then click the Save button. To delete messages on WF003 Character Version, place your cursor on the message that you want to delete, then hit the Delete key on your keyboard. Then hit F5 to commit or save the deletion. Note: You may delete multiple lines before committing.
CFS - Cost allocation
I need a refresher on how to use a Cost Allocation screen. Where do I find the user procedures?
User procedures for the major Cost screens are located on the Internet. To access the procedures page click on the link for User Procedures. To see the user procedure, click on the link for the desired Cost screen.
Bankcard - Log In
When logging into CPCS or Customer Web Lookup, I receive a blank gray screen and am unable to access the log-in screen to either of these applications?
When accessing a CAMS application, from time to time, a user may experience difficulty logging in. If after several attempts of trying to log in, the user might see a blank gray screen, an ICA failed or not found error, a blank screen, or loading java applet that does not go away. Clearing the Temporary Internet files and history is an initial step to solving this issue.
To clear the Internet Explorer cache (Temporary Internet files, and history):
- Close all Internet Explorer browsers
- Open a fresh new Internet Explorer window
- From the top menu, select “Tools” > “Internet Options”
- Select the “General” tab on the “Internet Options” window
- Push the “Delete Cookies” button located in the “Temporary Internet files” section. This might take a few minutes. Wait until the cursor reappears to continue
- Push the “Delete Files” button, also located in the “Temporary Internet files” section. A “Delete Files” window will appear. Check the “Delete all offline content” checkbox. Push the “OK” button. This might take a few minutes. Wait until the cursor reappears to continue
- Push the “Clear History” button located in the bottom right corner of the General tab. This also might take a few minutes.
- Once the cursor reappears, push the “OK” button.
- Try to log in to the CAMS application again.
- If the issue persists, please call the CAMS HelpDesk at (301) 975-5375.
When trying to access Bankcard, I receive a message telling me "Page Cannot Be Displayed" or "Page Not Found".
Verify that you are using Internet Explorer. If you are using Internet Explorer and you still receive this message, this may be a problem with your IP address not being set up on the NIST firewall. Please contact the CAMS Help Desk at 301-975-6100.
I receive a blank white screen with no error messages when trying to access Bankcard.
You need to install Java on your PC. In order to correct this, please follow these steps:
1) Contact your local/bureau IT support group. Ask them to have an IT person physically come to your workstation to assist you with the remaining steps.
2) Make sure that you are using Internet Explorer.
3) Have the IT person log onto your machine as an administrator.
4) Have them go to www.java.com, then click on the link in the upper right corner that says "Download Java Software". They will need to do this even if you have already downloaded the software in order to see where the file is saved to on your hard drive.
5) After downloading, have them go to the file on your hard drive and manually install the software on your machine.
6) Once this is accomplished, try logging into CPCS again. You should be prompted to load a file called jinit or jinitiator.
You must load this file. Follow the steps to do this while the IT person is at your desk, so that s/he can help if you run into admin rights issues with this file as well.
NOTE: It could take as long as 30 minutes for the jinit prompt to come up, especially for remote users. Please leave the application open and move on to something else while you wait for it to load. You will only have to do this once.
**If, after 30 minutes, you are not prompted to load this file, or continue to get the "blank page", have your IT person check your browser security settings, as they may be set too high. Also, have them check to make sure that your browser settings are set to enable Jav Once the jinit file has been loaded and installed, you should be able to access CPCS.
If you continue to experience problems after following all of these steps, please have your IT person call the CIC at 301-975-6100 while they are still at your desk. We will attempt to work through any additional issues while you have support at your desk.
I still receive a blank white screen with no error messages when trying to access Bankcard, even though I had Java installed on my machine.
Make sure that you have installed the jinit or jinitiator file. It could take as long as 30 minutes for the jinit prompt to come up, especially for remote users. Please leave the application open and move on to something else while you wait for it to load. You will only have to do this once. Call the CAMS Help Desk if you are still having problems.
I am prompted to load J-initiator when trying to access the Bankcard system.
Press "OK" to allow the J-initiator file to load. This will only need to be done the first time you access the bankcard system on a specific computer, so you will only need to load this file once.
I need access to Bankcard but do not have a login name or password.
You need to fill out Bankcard Access form. Open Internet Explorer and go to the Bankcard Homepage. Under "Useful Links" at the bottom of the web page click on User Request Access Form. Print the form and read it. Sign it and have your supervisor sign it. Send it in to the address at the top of the form. Access may take up to 2 weeks to set up.
On the Bankcard Access form, what do I put for CPCS Function?
CPCS Function is either "Cardholder" or "Approving Official" depending on what your function is.
I received the message "The document you requested was not found at our site" when trying to access Bankcard through Internet Explorer.
Check the spelling of the web address in the address bar; specifically make sure you are using "https://" and not "http://". If you are using the correct address and still get this message, contact the CAMS Help Desk.
I receive a message telling me that I am entering in an Invalid User Name or Password.
Verify that you are using the correct user name and passwords for the bankcard system. Verify that your caps lock is off. Make sure capital letters match. If you still cannot access the system, contact the CAMS Help Desk to have your password reset.
Bankcard - General
In what instances do I need to add property information in CPCS?
In CPCS, property is considered any transaction charged to an Account Classification Code Structure (ACCS) with an object class of 31.
To add property information,
- Select the “Property” button from the bottom of the ACCS Modification screen. The Property form will appear.
- Notice your ACCS information will be listed in the top screen. The transaction information (vendor, amount, description, etc) will also be listed.
- If you have split your transaction into more than one ACCS, highlight the ACCS you are adding property information to (This ACCS should have an object class listing of 31)
- In the Account Property Details portion in the bottom of the screen, enter as much information for the product as available. The Item Description and Amount are required (as the fields are white). The other fields are optional.
- The bottom amount in the Account Property Details section must match the total amount for the ACCS selected.
- Save the changes and push the exit button to return to the ACCS Modification Screen.
What happens if a transaction is not reconciled before the sweep date in CPCS?
There are three situations where this might occur.
Situation 1: The transaction’s ACCS information was never modified before the sweep date.
This transaction will be swept to the default ACCS account. Once the user modifies the ACCS information, reconciles the transaction and the transaction is approved by the approving official, an Advice of Correction (AOC) is automatically created in the Core Financial System (CFS) to back the transaction amount OUT OF the default ACCS and INTO the new ACCS.
Situation 2: The transaction’s ACCS information was modified before the sweep date but the transaction was not reconciled.
This transaction will be swept to the ACCS in the Reconcile Transactions screen.
If the user modified the ACCS information in the Purchase Card Order Log but DID NOT match it to the transaction in the Reconcile Transactions screen, the purchase will be swept to the default ACCS.
If the user modified the ACCS information in the Purchase Card Order Log and matched the transaction to the corresponding purchase in the Reconcile Transactions screen, the transaction will be swept to the modified ACCS.
Once the user modifies the ACCS information, reconciles the transaction and the transaction is approved by the approving official, an Advice of Correction (AOC) is automatically created in the Core Financial System (CFS) to back the transaction amount OUT OF the default ACCS and INTO the new ACCS.
Situation 3: The transaction was reconciled but never approved by the approving official before the sweep date.
This transaction will be swept to the ACCS that the transaction was reconciled to. If the approving official denies the transaction after the sweep date, the cardholder can modify the ACCS and reconcile the transaction again. Once the approving official approves the modified transaction, an Advice of Correction (AOC) is automatically created in Core Financial System (CFS) to back the transaction amount OUT OF the default ACCS and INTO the new ACCS.
How do I set my default ACCS in CPCS?
1. Log into the CPCS (Bankcard system) using your CAMS username and password
2. At the main CPCS menu screen, go to “Cardholder” > “Add/Modify ACCS”
3. On the Add/Modify ACCS screen, notice the second column labeled “Type.” The lines that have a capital “D” refer to the default. There can not be more than one “D” listed, per fiscal year. If you have more than 1 “D” listed, verify that the Fiscal Year column refers to different years.
4. Double click with your mouse on the ACCS currently listed for the default you are changing (most likely the one listed for FY 2004). A new screen pops up called “Partial Account Classification Code Structure.”
5. Change each segment of the ACCS individually. You may change the numbers listed in two ways:
a. Manual replacement
i. Highlight the current number
ii. Push the delete key from your keyboard
iii. Manually type in the new number
b. Selection replacement
i. Double-click on the number being replaced. A list appears with all possible selections
ii. If you know a part of the number you wish to enter and would like to narrow your search, place the numbers in-between the % signs in the Find field – if you wish to search all available selections, skip to step “iv”
iii. Push the Find button
iv. Scroll to your preferred number
v. Highlight the number
vi. Push OK
6. Continue changing each number as desired until each segment of the Accounts Classification Code Structure is correct. Note: Any sections that are not filled in should have zeros as placeholders
7. Push the save button (the disk icon third from the right on the menu bar) to commit your changes
8. You will be taken back to the “Add/Modify ACCS” screen
9. Save/commit your changes again by pushing the save button (disk icon, on the menu bar)
Please note: Your new default ACCS code will not become the automatic default on transactions that are already posted in your Purchase Card Order Log. The new default ACCS will take effect for all transactions posted after the new default has been saved in the system.
There is a transaction on my Bankcard (CPCS) statement that I need to dispute. What steps do I need to take to ensure my transaction is accurately disputed?
1. Contact CitiBank and the vendor to alert them of the dispute (marking a transaction as disputed will NOT automatically dispute the transaction with CitiBank)
2. From the Cardholder menu in CPCS, select “Reconcile Transactions”
3. Select the transaction that is invalid
4. Click in the “OK?” field and select “D” for dispute
5. Click “OK” to dispute the transaction
6. Push “OK” to the message “Please select the corresponding item from the Purchase Log.” You will be taken to the Purchase Card Order Log
7. Select the log item that matches your transaction. Make sure the Item Description, Order number and ACCS are filled out correctly. The transaction in dispute will be swept to the ACCS code associated with the transaction. Make sure the appropriate ACCS has available funds.
8. Click the “Match to Transaction” button (bottom, third from left). You will be taken back to the “Reconcile Transactions” screen
9. Select “Use Today” when prompted for date. The dispute form will then be displayed.
10. Double click in the “Dispute Code” field to view the list of dispute descriptions. If none of the selections match, choose the last item
11. Double click on the “Dispute Sub Code” field to view a more specific list of your dispute reason.
12. Depending on your reason for dispute, the “Reason”, “Vendor Contact Date” and “Disputed Amount” fields will be white or grey. If they are white, you must enter a reason or a date. If they are gray, the field is option to fill in.
13. Push the “Save” button and then the “Exit” button to return to the reconcile transaction screen. The “Ok?” field for that transaction should contain a “D”
14. Push the “Save button to send the transaction to your approving official for approval/denial.
15. You can monitor the status of your dispute under “Cardholder” > “Monitor Outstanding Disputes”.
Once you receive the credit pertaining to your dispute in your “Reconciled Transactions” screen, follow these steps to correctly match the credit to your disputed transaction:
1. Fill out the corresponding “Item Description,” “Order Number,” and “ACCS” in the “Purchase Card Order Log.” The ACCS associated with your credit transaction MUST match the ACCS associated with your disputed transaction.
2. In “Reconcile Transactions” from the “Cardholder” menu, double-click on the “Match Dispute No.” field in the line of the credit. You will be asked to match the credit to the dispute and will be taken to the “View Disputes” screen
3. Select the disputed transaction that is associated with the credit you received.
4. Click the “Match Dispute to Credit” button. You will be taken back to the “Reconcile Transactions” screen.
5. Click in the “Ok?” field and select “R”
6. Reconcile the rest of your statement using the standard reconciliation process.
7. Push the “Save” button and the “Exit” button to return to the main menu
8. To back the disputed transaction out of the ACCS code it was charged to, select the “Cardholder” > “Monitor Outstanding Disputes” screen
9. Click “D” in the “Ok?” field of the dispute you just credited.
10. Select “R” to reconcile
11 Click “OK”
12. Push the “Save” button and the “Exit” button to return to the main menu.
I have filled up the 10 items on my order log but need to add more lines.
Press the button at the top of the screen with the green plus sign on it. This will insert a new blank line. You can insert as many blank lines as you need.
I cannot see all of my transactions.
Use the scroll bar on the right side of the window to see additional lines.
How do I split my charge between different ACCS codes?
On the reconciliation screen, click on the "ACCS" button at the bottom of the screen. Here you can change the ACCS that a transaction will be charged to or add additional ACCSs. You can only split by amount, not by percent.
How are disputed items affected by the monthly sweep?
When you have disputed items, they will be swept along with everything else. The reason for this is that we have to pay Citibank whether the item is disputed or not. The Cardholder must then work with the vendor and/or Citibank to resolve the dispute. If the item was billed in error then Citibank will post a credit to the account. Once the credit is received, the Cardholder will have to reconcile it to the proper ACCS (the same way they would reconcile a purchase).
How do I change my Default ACCS?
The default ACCS is assigned by the AOs when they apply for your credit card based on information contained in our system. You can change your default ACCS by going to the Add/Modify ACCS button. A capital "D" denotes the default ACCS and you may change this at any time.
If I reconcile my transactions and change my ACCS code but my approving official doesn't approve them before the sweep, will they be charged against my default ACCS?
No. The transactions will be swept with any changes you made during the reconciliation process.
I missed the monthly sweep without reconciling my transactions. How do reconcile to make sure my transactions are charged against the correct ACCS.
Reconcile your transactions the same as you normally do. At the time of the sweep, all un-reconciled transactions are charged to your default ACCS. After you reconcile, the charges will be backed out of the default ACCS and put in the correct ACCS.
Data Warehouse - Log In
I received the message "The document you requested was not found at our site" when trying to access Data Warehouse.
Check the spelling of the web address at the top of the screen, specifically, make sure you are using https:// and not http://.
I am on the change password screen and am getting a message to load a plugin.
If using Netscape, switch to Internet Explorer 5.0 or better.
I need access to DW but do not have a user name or password.
Open Internet Explorer and go to the Data Warehouse Homepage. Under useful links, click on Production User Request Access Form. Print the form and read it. Sign it and have your supervisor sign it. Send it in to the address at the top of the form. Access may take up to 2 weeks to set up.
I receive a security certificate error when attempting to log in to DW.
Make sure you are using Internet Explorer 5.0 or better, and not Netscape.
Where do I go to access Data Warehouse?
Open Internet Explorer and go to the Data Warehouse Homepage.
I receive a message telling me that I am entering in an Invalid User Name or Password when attempting to log into Data Warehouse.
Verify that you are using the correct user name and passwords. Verify that your caps lock is off. Make sure capital letters match. If you still cannot access the system, contact the CAMS Help Desk to have your password reset.
Data Warehouse - General
I am unable to locate my data in DW.
First verify your query criteri If your query is correct, make sure that the document you are searching for is in the Fiscal Year and GL month you are looking at in DW. Also verify with your Bureau Accountant that the information has been entered into CFS. Only data that has been entered in CFS will be available for viewing in Data Warehouse. If you are still unable to find the information contact CAMS Help Desk.
What is ACCS?
ACCS stands for Accounting Classification Code Structure (ACCS). The ACCS is the accounting code structure in CAMS/CFS. Each segment of the ACCS code is meaningful for determining the accounting impact of each transaction upon the General Ledger. The ACCS structure includes bureau, FY, fund, organization, program, project, task, object class and a user-defined field.
What are No-Way, 2-Way and 3-Way documents?
A No-Way document is an invoice that is not tied to an obligation. A Two-way document is an invoice that is tied to an obligation. A Three-way document is an invoice that is tied to an obligation and a receiving ticket. NIST, TA and NTIA do not use Three-way documents.
How far back will DW data go?
The data in DW goes back as far as data in CFS dates back.
When does the refresh take place to load transactions from CFS into Data Warehouse?
The refresh takes place over night during non-business hours. The refresh has been set to launch automatically at approximately 11:00 pm EST every evening. The refresh will pick up all changes within CFS and transfer these changes to DW.
How late can data be entered into CFS and still show up in the DW budget and expenses module the next day?
The refresh has been set to launch automatically at approximately 11:00 pm every night. The refresh will pick-up all information that has been entered into CFS up to that point and, in turn, be available within the Budget and Expenses module the next morning.
How much memory would it take up to have both CFS and DW open at the same time?
56 Mbytes of memory are required to run both Data Warehouse and CFS at one time. To give you an idea of how much storage space that is, users that have 250 Mbytes of space on their PC can comfortably run Bankcard, Data Warehouse, Toad, PowerTerm, Word and Citrix.
What are the customer desktop requirements for the DW Budget and Expenses module?
Each user will be required to have the following desktop configurations:
- Netscape 4.1 or better or MS Internet Explorer: Version 5.0 (or later).
- Pentium 90 MHz or better processor on Windows95/98/NT/2000/XP.
- 12 MB free disk space (recommended 20 MB).
- 32 MB system RAM minimum.
- Adobe Acrobat Reader, in order to be able to print PDF reports through the DW.
If you have any questions about your specific desktop,
please contact your Network Administrator.
Can I just query on the document and retrieve all related information?
No, the Budget and Expenses module is designed so that the user can query on any ACCS, not any document. A user would have to query on a specific ACCS and then drill down to view all documents within that specific ACCS.
Will user names and passwords be delivered via e-mail?
No. Sending user names and passwords via e-mail violates NIST electronic security policies. User names and passwords will be delivered in person.
Data Warehouse - ACCS Summary Screen
Why isn't "Annual Budget" populated for all the ACCS codes queried on?
The Annual Budget is not always entered at the level queried on because different bureaus will enter Budget Operating Plans (BOPs) at different levels. The Annual Budget can be populated at any level of the ACCS. Depending on the level of detail when entered into CFS, the corresponding amounts and level of detail will be carried over to the Budget and Expenses module.
What is the "Error Report" button?
The "Error Report" button displays a report of errors encountered during the import from CFS. This report will not be used by end-users and is only used for technical support reasons.
On the ACCS summary screen, can you check the organization code to see what other groups are using budget that is allocated to your specific group?
Yes. Users can find out what groups are using the budget of a specific ACCS by verifying what organization codes are being used within that specific ACCS. Users can query on all or any part of the ACCS, leaving the "checked" Organization fields blank. By checking the boxes below the organization fields but by leaving the actual fields blank, the query will retrieve all organization codes that are expending money for that specific ACCS budget.
Can you leave the Fiscal Year field blank if you do not know the fiscal year for the document you are querying on?
No. The Fiscal Year field is mandatory fields.
Can you enter just the first four digits of the project code? What will the query retrieve for such a case?
Users can enter just the first four digits of the project code. The query will retrieve all projects that include the first four digits and any combinations of the remaining three. For example, if a user queries in project 5678, the query will retrieve all projects that start with 5678, irrespective of what the last three digits are.
Data Warehouse - Document Information Screen
What are the zeroes in the ACCS total on the Document Information Screen?
The ACCS total amounts on the Document Information screen refer to the obligation or invoiced amount for a specific document, depending on whether the user is querying on the obligation or expenses side. If the ACCS total for a document is $0.00, that implies that document has been closed. For example, if an obligation is recorded for -$100 and the same obligation is then invoiced for $100, the ACCS total balance will be $0.00 for that specific document.
Is there any screen that allows users to query on two different Fiscal Years using the same query?
No. Users will only be able to query on one Fiscal Year at a time. If users wish to query on the same ACCS for two different Fiscal Years, two separate queries will have to be entered. The parameters on the ACCS Summary screen only allow users to query on one Fiscal Year at a time.
Can I see detail information by month, quarter or by year?
Yes. Users can view documents for any month and expense type by selecting a specific month on the Expense Detail screen. The Expense Detail screen also allows users to view documents by Quarter or Year to date in addition to month.
Can you edit/remove ACCS information from the document info screen?
No, users can only modify ACCS data from the ACCS Summary screen by performing a new query.
On the Document Info Screen, is the date field the transaction date?
Yes.
Can I find out whether an obligation has been invoiced or not in Data Warehouse?
Yes. A user can verify whether an obligation has been invoiced or not. First search for the obligation within the Budget and Expenses module using the ACCS. On the Expense Detail screen, the user will use the GL End date to select the appropriate month in the Undelivered Orders column. Once obligation is displayed, a user can verify whether the obligation has been invoiced. If the obligation is still outstanding, it has not been invoiced. However, if the obligation shows a decrease in the original amount, the obligation has been invoiced by that decrease. A user can find the invoice for the document by viewing the appropriate month on the Expense side. Users should refer to their accountants for further assistance.
Is "Number" on the document information screen the same as the Document Number in the CFS?
Yes. The Number field on the Document Information Screen refers to the document number from CFS.
What is the reference number?
The reference number on the Document Information screen is the Source Reference number entered into CFS.
On the Document Info Screen, what is the difference between Document Number and Originating Document Number?
The Originating Document tells the user if the transaction is matched. For Undelivered Orders, the Originating Document Number will display the Commitment document number that the Obligation is linked to (if applicable). For Expenses, the Originating Document Number will display the Obligation document number that the Expense is linked to (if applicable). If not applicable, the field will be blank.
Why is there no Originating Document for certain transactions where as other transactions do have an originating document?
The Originating Document tells the user if the transaction is matched. For Undelivered Orders, the Originating Document Number will display the Commitment document number that the Obligation is linked to (if applicable). For Expenses, the Originating Document Number will display the Obligation document number that the Expense is linked to (if applicable). If not applicable, the field will be blank.
On the document information screen, how are the transactions ordered?
On the Document Information screen, the documents are ordered by the date they are entered into CFS. The document at the top of the list was entered first and the document at the bottom of the screen was the most recently entered document into CFS.
Is the vendor number available?
No. Vendor numbers are not available through the DW Budget and Expenses module. Users will only be able to view the Vendor name.
What is MDL?
MDL stands for Multiple Distribution Line. It is a way to distribute a line item among multiple ACCS's by either dollar amount or percentage. For example, if NIST buys a printer that will be shared by three departments, an MDL would be used to split the cost among the three departments.
Data Warehouse - Reports and Printing
How do I view a report within the Budget and Expenses module?
There is a print button on all the screens within the Data Warehouse Budget and Expenses module. If you would like to print the information on any screen in a report format, simply click the print icon. The print icon will enable users to view information in a report layout. The report is generated in a PDF file.
How do I close the report but not the entire application?
The report is generated in a PDF file using a separate window than the window the DW Budget and Expenses module is running in. By closing the window of the report, users can close the PDF file but still keep the application running. (Make sure you do not close the window in which the application is running.)
Can we use print screen to transfer the information on a specific screen to other applications?
For any screen within the DW Budget and Expenses module, the user can export a screen shot of the screen to any other application by pressing the Print Screen button on the keyboard (or Shift + Print Screen), opening any other application and then using the paste function to paste the document in the opened application.
Can the results of a specific query be saved?
The results of a specific query cannot be saved within the Budget and Expenses module. However, it is possible to export a screen shot to another application using the print screen button on the keyboard and pasting into another application.
CAMS Portal
How can I determine which fields should match with the Personnel Estimates on the Personnel Details tab in My Tools?
This can be determined by holding the mouse over the field the user has questions about. When the user holds the mouse over the field of interest, a description of the field is displayed.
How do I log into the CAMS Portal?
- Access the CAMS Portal front page at the following link:
https://webapp01.nist.gov:4444/cams/portal
- Enter your Portal user name and password in the black ‘CAMS Login’ box in the upper left corner of the front page.
- After you have entered your user name and password, click on the ‘Login’ button
at the bottom of the ‘CAMS Login’ box.
- You have successfully logged into the CAMS Portal if the ‘CAMS Login’ box in
the upper left corner has been replaced with ‘Password Control’ options.
- If you are unable to login or need to have your password reset, contact the CAMS
Help Desk at (301) 975- 5375.
How do I change my CAMS Portal password?
- Log into the CAMS Portal using your normal Portal login procedures.
- Make sure that all other CAMS applications are closed (Bankcard, GUI CFS,
Character CFS, and Data Warehouse).
- Click on the ‘Change Password’ link on the upper left corner of the Portal
post-login page.
- A box will appear with special instructions that users need to be aware of when
picking a new Portal password. These instructions are in addition to the NIST
Password policy. After you have read the notes, click ‘Continue’.
- A change password window will appear with your user name automatically
entered in the ‘User Name’ field.
- Enter your current Portal password in the ‘Old Password’ field.
- Enter a new password in the ‘New Password’ field and then re-enter the same
password in the ‘Confirm New Password’ field.
- If you need assistance selecting a password, refer to the NIST password policy
using the link at the bottom of the Change Password window titled ‘NIST Policy
on the Management and Use of Passwords to Control Access to Information Technology
Resources’.
- After a new password has been entered, click on the ‘OK’ button in the upper
right of the change password window.
- Your password has been changed successfully after you receive the message
‘Your Password Has Been Changed Successfully’.
- Note that once you have changed your Portal password, your password to all
CAMS applications will be changed to your new Portal password. This includes
Bankcard, GUI CFS, Character CFS, and Data Warehouse.
I get the error when attempting to log into the CAMS Portal: ‘Login Error – Authentication Failed’.
You are entering the wrong user name or password in the ‘CAMS Login’ box on the Portal front page. If you need your password reset, please contact the CAMS Help Desk at 301-975-5375.
How do I completely remove an employee record from the My Tools Personnel Tab?
- Go to the Personnel Details screen.
- Press the Remove Record button on the menu bar as indicated by an ‘X’.
- Replace the FY Hours, Est FY Leave, Est FY Other, and Salary fields with zeros.
- Remove projects by highlighting them individually and pressing the Remove
Record button.
- Save your changes.
- Push the Back button to return to the Personnel tab
- Highlight the employee’s name.
- Delete the employee’s name from the list by pressing the Remove Record button.
- Save your changes.
Do you have to enter in a Salary Adjustment in Personnel tab of My Tools?
Yes, for the annual labor projection to calculate accurately, the Sal Adj Amt and Sal Adj Date fields in the Personnel Details tab need to be populated for a salary adjustment (either in the past or in the future). This information can be entered in the Personnel Details screen of My Tools.
How do you account for a part-time employee?
- Determine the estimated amount of hours the part time employee will work.
- Enter this amount into the FY Hours field in the Personnel Details screen of My Tools.
- The Hours/Day field should remain eight.
- The Days/Week field should remain five.
How do you assign Other Objects to a project?
- Go to the Planned Other Objects tab.
- Enter information into the Type, Project, Task, Description, Amount, Active,
and Notes fields.
- Once a project is entered into the Project field and a task is entered into the Task
field, the Planned OO will be assigned to a project.
How do you assign Other Objects to a group?
- Go to the Planned Other Objects tab.
- Enter information into the Type, Description, Amount, Active, and Notes fields.
- By leaving the Project and Task field blank, the Planned OO will be
assigned to a group.
How do I ensure that I receive the correct information when running a Portal Report?
There are three parameters you should check first when you receive incorrect data on a Portal Report. These parameters are:
The FY defaults to the current year, 2004, after you enter the Report Family, the Report Name and click in the FY field. The user should leave this field as the current year unless the user wants data from a prior year.
The FCFY is the year designated for the type of funding associated with a particular fund code. When 2004 is entered as the FCFY parameter, the report will only list the current year spending. When the FCFY parameter is left blank, the report will list spending for all years the project has been in existence.
The GL End Date can be left blank when running a report. If this is the case, then the report will pull YTD information. If a user want to query for one month, then they must enter a date in the GL End Date “from” parameter and leave the “to” parameter blank. To query for a particular range (e.g. quarterly), the “from” and “to” fields must both be filled. If a user wishes to enter a GL End Date to run a report in the Portal (Reports, Downloads, and My Tools), then the GL End Date on the parameters form is required to be the last day of the month. For example, to get data for the 1st quarter of FY 2004, enter 31-Oct-2003 in the “from” field and 31-Dec-2003 in the “to” field.
If you continue to receive incorrect data on your Portal report after checking the FY, FCFY, and GL End Date, continue checking the remaining parameters for accuracy. If all parameters appear to be accurate, contact the CAMS Help Desk at 301-975-5375.
Will property information be included in the CAMS Portal?
No. Property information will still be accessed through the Property System.
Vendor Lookup
I cannot see more than 3 vendors on the vendor lookup.
Press page down or scroll on the left side of the window.
Customer Lookup
When logging into CPCS or Customer Web Lookup, I receive a blank gray screen and am unable to access the log-in screen to either of these applications?
When accessing a CAMS application, from time to time, a user may experience difficulty logging in. If after several attempts of trying to log in, the user might see a blank gray screen, an ICA failed or not found error, a blank screen, or loading java applet that does not go away. Clearing the Temporary Internet files and history is an initial step to solving this issue.
To clear the Internet Explorer cache (Temporary Internet files, and history):
- Close all Internet Explorer browsers
- Open a fresh new Internet Explorer window
- From the top menu, select “Tools” > “Internet Options”
- Select the “General” tab on the “Internet Options” window
- Push the “Delete Cookies” button located in the “Temporary Internet files” section. This might take a few minutes. Wait until the cursor reappears to continue
- Push the “Delete Files” button, also located in the “Temporary Internet files” section. A “Delete Files” window will appear. Check the “Delete all offline content” checkbox. Push the “OK” button. This might take a few minutes. Wait until the cursor reappears to continue
- Push the “Clear History” button located in the bottom right corner of the General tab. This also might take a few minutes.
- Once the cursor reappears, push the “OK” button.
- Try to log in to the CAMS application again.
- If the issue persists, please call the CAMS HelpDesk at (301) 975-5375.
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Page Updated: August 11, 2004