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Home / Core Concepts / Core Content: Debits and Credits in FAMIS

Core Content: Debits and Credits in FAMIS

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In FAMIS, debits and credits are often displayed in the same column. To differentiate the credits from the debits, credits are “signed” (negative) and debits are “unsigned” (positive).

FAMIS is an expenditure-based system where expenses are expressed naturally as debits. Debits are displayed in FAMIS as “unsigned” (positive) numbers.  Revenues are naturally credits and, since debits are unsigned, credits are displayed in FAMIS as “signed” (negative). This enables both debit and credit entries to be displayed in a single column, providing room for additional information on reports and screens.

Subsidiary Ledger (SL)

Budget Transactions

Revenue budgets are natural credits, whereas expense budgets are natural debits. In the following image, budget entries highlighted in yellow are revenue budget increases; therefore, they are credits and signed (negative) in FAMIS. The budget entries highlighted in green are the corresponding expense budget increases; therefore they are debits and unsigned (positive) in FAMIS. The revenue budget highlighted in pink is a revenue budget decrease, a debit entry (positive), and the expense budget highlighted in blue is an expense budget decrease, a credit entry (negative).

Screen 046 – Budget Transactions

Screen 046 - Debits and Credits
  046 Transactions for a Month by Reference Number 2 or 4        04/13/21 11:42
                        SL ACCOUNT                                FY 2020 CC xx
  Screen: ___  Account: 2xxxxx  Month: 4_  Search On Ref: 2  Ref Nbr: _______
                         Display Ref: 2  Bank Option: N
 Sbcd TC   Ref 2  Date  Description            Amount      I BatRef Offset Acct
 ---- --- ------- ----- ------------------ --------------- - ------ -----------
 0001 021         04/02 REVENUE BUDGET ALL      21,359.33- C GEBZ01
 1000 021         04/02 EXPENSE BUDGET ALL      21,359.33  D GEBZ01
 0001 021         04/03 REVENUE BUDGET ALL           0.30  D GEBZ01
 1000 021         04/03 EXPENSE BUDGET ALL           0.30- C GEBZ01
 0001 021         04/07 REVENUE BUDGET ALL       1,400.00- C GEBZ01
 1000 021         04/07 EXPENSE BUDGET ALL       1,400.00  D GEBZ01
 0001 021         04/09 REVENUE BUDGET ALL       8,948.98- C GEBZ01
 1000 021         04/09 EXPENSE BUDGET ALL       8,948.98  D GEBZ01
 0001 021         04/14 REVENUE BUDGET ALL       7,689.75- C GEBZ01
 1000 021         04/14 EXPENSE BUDGET ALL       7,689.75  D GEBZ01
 6312 043 F060465 04/02 BAD DEBT - NSF CHE          94.76  D NSF001
 0624 065 Y007251 04/07 SAN ANTONIO LIVEST       1,400.00-   FMC002 020202 1300
 1515 064 0020041 04/10 BIWEEKLY PAYROLL         2,973.60    PAYB04 010010 2400
 1610 064 0020041 04/10 BIWEEKLY PAYROLL -          40.00    PAYB04 010010 2400
                           * Continued *
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Hmenu Help  EHelp             View              DLoad Left  Right

Revenue Transactions

Revenues are natural credits. In the following image, the entries highlighted in yellow are increases to revenue, credit entries, and are signed (negative) in FAMIS. The entries highlighted in green are refunds of revenue, debit entries, and are unsigned (positive) in FAMIS.

Screen 046 – Revenue Transactions

Screen 046 - Revenue Transactions
048 Transaction Inquiry by Account/Subcode/Month                04/13/21 13:26
                         SL ACCOUNT                              FY 2020 CC xx
 Screen: ___  Account: 2xxxxx 0603  Month: 4_  Direct/Indirect: D
                        Display Ref: 2  Bank Option: N  Ref: _______
Sbcd TC   Ref 2  Date  Description            Amount      I BatRef Offset Acct
---- --- ------- ----- ------------------ --------------- - ------ -----------
0603 068 7000822 04/17 SOPHIE*HIGBIE               24.00  N PRVS01 02xxxx 2100
0603 068 7000823 04/17 COLLEEN*FIEGA               72.00  N PRVS01 02xxxx 2100
0603 060 0707107 04/16 T2911489 Visa SCSC          19.00- N JET107 01xxxx 1610
0603 060 0707107 04/16 T2911490 Visa SCSC          19.00- N JET107 01xxxx 1610
0603 060 0707107 04/16 T2911578 Visa SCSC          41.00- N JET107 01xxxx 1610
0603 060 0707107 04/16 T2911597 Visa SCSC          68.00- N JET107 01xxxx 1610

Encumbrance Transactions

Encumbrances are pre-expenses and therefore are natural debits. In the following image, the entries highlighted in yellow are increases to encumbrances, debit entries, and unsigned (positive) in FAMIS. The entries highlighted in green are decreases to encumbrances, credit entries, and signed (negative) in FAMIS.

Screen 046 – Encumbrance Transactions

Screen 046 - Encumbrance Transactions
046 Transactions for a Month by Reference Number 2 or 4        04/13/21 13:40
                         SL ACCOUNT                              FY 2020 CC xx
 Screen: ___  Account: 2xxxxx  Month: 4_  Search On Ref: 2  Ref Nbr: A______
                        Display Ref: 2  Bank Option: N
Sbcd TC   Ref 2  Date  Description            Amount      I BatRef Offset Acct
---- --- ------- ----- ------------------ --------------- - ------ -----------
1906 051 A07xxx  04/30 AUTO ADJ - A07xxx           67.32  D SEAA01
1906 051 A10xxxx 04/30 AUTO ADJ - A10xxxx          67.47  D SEAA01
1906 051 A99xxx  04/30 AUTO ADJ - A99xxx           88.80- C SEAA01

Expense Transactions

Expenses are natural debits. In the following image, the entries highlighted in yellow are increases to expenses, debit entries, and unsigned (positive) in FAMIS. The entry highlighted in green is a decrease to expense, a credit entry, and signed (negative) in FAMIS.

Screen 046 – Expense Transactions

Screen 046 - Expense Transactions
  046 Transactions for a Month by Reference Number 2 or 4        04/13/21 15:07
                         SL ACCOUNT                              FY 2020 CC xx
  Screen: ___  Account: 2xxxxx  Month: 3_  Search On Ref: 2  Ref Nbr: 8______
                         Display Ref: 2  Bank Option: N
 Sbcd TC   Ref 2  Date  Description            Amount      I BatRef Offset Acct
 ---- --- ------- ----- ------------------ --------------- - ------ -----------
 5760 068 8005588 03/05 TEJAS OFFICE PRODU           6.07  P PVP155 02xxxx 2100
 5760 068 8005588 03/10 TEJAS OFFICE PRODU           0.06-   APA900 02xxxx 2100
 5755 068 8005649 03/06 CC CREATIONS LTD           353.75  N PVP156 02xxxx 2100
 5616 068 8005692 03/09 TEXAS A&M ENGINEER       2,910.00  N PVP158 02xxxx 2100
 5616 068 8005693 03/09 TEXAS A&M ENGINEER       9,959.00  N PVP158 02xxxx 2100
 5616 068 8005702 03/09 TEXAS A&M ENGINEER       2,910.00  N PVP158 02xxxx 2100
 5616 068 8005821 03/17 TEXAS A&M ENGINEER          25.00  N PVP164 02xxxx 2100
 5650 068 8006108 03/25 FEDERAL EXPRESS CO         772.73  N PVP176 02xxxx 2100

SL Summary View

In the summary view, the same rules apply; revenues and revenue budgets are natural credits (signed), whereas expenses, expense budgets, and encumbrances are natural debits (unsigned). On the summary screens, Budget, Actuals and Encumbrances are in separate columns.

In the following image, the revenue budget is highlighted in yellow in the Budget column and, as a credit, is signed (negative) in FAMIS. Expense budgets are highlighted in green and, as debits, are displayed in the Budget column as unsigned (positive).

In the Actual column, revenue actuals are highlighted in pink and, as credits, are signed (negative) in FAMIS. Expense actuals are highlighted in blue and, as debits, are unsigned (positive) in FAMIS.

In the Encumbrances column, encumbrance summaries are highlighted in purple, and as pre-expenses, these are debits and are unsigned (positive) in FAMIS.

Screen 034 – SL Summary

Screen 034 - SL summary
  034 SL Summary By Budget Pool                                  04/13/21 13:40
                          SL ACCOUNT                              FY 2020 CC xx
  Screen: ___  Account: 4xxxxx  Fiscal Year: 2020
               Thru Month: 4_  April       FY/PY/IN to Date: FY  Calc CM IDC: N
Resp Person: USER, BETTER                  Bottom Line Exclusion:          0.00
 Department: DEPT  Flags: D F B C Z G ABR            Net Dir BBA:    1006393.01
   Map Code: 4xxxx        N N Y N N N 011  Unprotected Available:    1006393.01
 Obj     Description           Budget       Actual    Encumbrances  Available
 ---- --------------------  ------------ ------------ ------------ ------------
 0001 Revenue Pool              7094066-     3023435-                  4070631-
 **** Total Revenue             7094066-     3023435-                  4070631-

 1000 All Expense Pool
 1101 Salaries Budget           3416175      1772234      1050486       593455
 1900 Benefits Pool             1354855       579191       349543       426122
 3000 Travel Pool                223720       107282                    116438
 4000 Operating Budget           324000       144384        86630        92986
 5000 Other Expense Pool         223489        93120       352977       222608-
 8000 Capital Outlay Budge
 ***  Total Direct Expense      5542239      2696211      1839635      1006393
       * Partial Acct Total     1551827-      327225-     1839635      3064238-
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Hmenu Help  EHelp                                     Left  Right

General Ledger (GL)

GL Transactions

In GL accounts, assets (subcodes 1xxx) have a natural debit balance, while liabilities (subcodes 2xxx) and fund balances (subcodes 3xxx) have natural credit balances. As with the SL accounts, debits are unsigned (positive) and credits are signed (negative).

In the following image, the entry highlighted in yellow is a credit entry to an asset, Cash, so it is signed (negative), while the entry highlighted in purple is a debit entry to Cash and is unsigned (positive). The entries highlighted in green are debit entries from another asset, Due from Part 01, and are both unsigned (positive). The entry highlighted in blue is a credit entry to Fund Balance and is signed (negative).

Screen 046 – GL Transactions

Screen 046 - GL Transactions
046 Transactions for a Month by Reference Number 2 or 4        04/13/21 15:30
                        GL ACCOUNT                              FY 2019 CC xx
 Screen: ___  Account: 0xxxxx  Month: 9_  Search On Ref: 2  Ref Nbr: _______
                        Display Ref: 2  Bank Option: N
Sbcd TC   Ref 2  Date  Description            Amount      I BatRef Offset Acct
---- --- ------- ----- ------------------ --------------- - ------ -----------
1100 098 BBF2018 09/01 GL BEGINNING BALAN     521,702.39-   BBGL01 02xxxx 1801
1801 098 BBF2018 09/01 GL BEGINNING BALAN     521,702.39    BBGL01 02xxxx 1100
3200 098 BBF2018 09/01 GL BEGINNING BALAN     521,702.39-   BBGL01 02xxxx 1100
1100 098 BBF2018 09/01 GL BEGINNING BALAN     521,702.39    BBGL01 02xxxx 3200
1801 060 F970012 09/17 FY19 PUF ALLOCATIO   2,100,000.00    BUD421 02xxxx 4701

GL Summary View

In the following image, the entries for the two assets, Cash and Due from Part 01, are highlighted in blue. These are debit balances and are unsigned (positive).

The entries for liabilities and fund balance, Accounts Payable and Fund Balance, are highlighted in yellow. These are credit balances and are signed (negative).

Screen 018 – GL Summary View

Screen 018 - GL Summary View
018 GL 6 Digit List                                            04/13/21 15:30
                       GL ACCOUNT                               FY 2019 CC cc
 Screen: ___  Account: 02xxxx ____  Fiscal Year: 2019
              Thru Month: 9_  September
   Department: ACTG    Resp Person: ALEXANDER, DONNA D    Flags: D F
                                                                 N N
Account                             YTD         Current Month     YTD Thru
Control     Description         Begin Balance     September       September
 ----  ----------------------- --------------- --------------- ---------------
 1100  Claim on Cash                                588275.35       588275.35
 1801  Due from Part 01 - SAGO      521702.39      2100000.00      2621702.39
 2100  Accounts Payable                              11900.35-       11900.35-
 2101  Accounts Payable - Manu
 2795  Restricted for Capital
 3200  Fund Bal-Designated          521702.39-     2676375.00-     3198077.39

FAMIS_CC_DebitsCredits.docx

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