*DEFINE (DEpartmental INformation NEtwork)

Overview

*DEFINE, an acronym for ‘D’epartmental ‘F’inancial ‘I’nformation ‘NE’twork, is a financial application used by The University of Texas at Austin and other UT components. *DEFINE is a public application, which means anyone with a logon ID can access it.

Below are some of the modules available in *DEFINE:

• GMM GENERAL ACCOUNTING INFORMATION
• HMM ON-LINE HELP MODULE
• IMM MANAGMENT INFORMATION MODULE
• YMM YOUR PERSONAL MODULE
• LMM DEPARTMENTAL ACCOUNTING LEDGER
• NMM INVENTORY MODULE
• PMM PURCHASING MODULE
• NMM INVENTORY MODULE
• UMM OFFICE MANAGEMENT
• VMM VOUCHER PROCESSING MODULE

• DEFINE – General Help
  • *DEFINE Help Resources – Video – +
  • *DEFINE Navigation Keys – Video – +
  • *DEFINE Organization – Video – +
  • *DEFINE Screen Composition – Video – +
  • *DEFINE User Profile Setup – Video – +
  • Introduction to *DEFINE – Handout
  • Introduction to *DEFINE – Part I (57 minutes) – Webcast – ¹
  • Introduction to *DEFINE – Part II (46 minutes) – Webcast – ¹
  • Introduction to *DEFINE – Part III (56 minutes) – Webcast – ¹
  • Online Information System (IQM) – Handout
  • Subaccount Listing – Handout
  • Unit Code Listing – Handout
• DEFINE Accounting
  • Introduction to UT Accounting – Handout
  • Introduction to UT Accounting – Slideshow
  • Introduction to UT Accounting – Part 1 – (92 minutes) – Webcast – ¹
  • Introduction to UT Accounting – Part 2 – (50 minutes) – Webcast – ¹
  • Account Information (GB1) – Handout
  • Account Transactions Inquiries (GTM) – Handout
  • Object Code Balances for an Account (GOM) – Handout
  • Object Code Balances for a Budget Group (GO2) – Handout
  • Object Code Information (GG8/GG9) – Handout
  • Regenerating Transactions – Video – +

• Departmental Accounting
  • Departmental (*DEFINE) Coding – Slideshow – **
  • Departmental Ledger – Basic Terms and Posting – Slideshow – **
  • Departmental Ledger – Basic Terms and Posting (58 minutes) – Webcast – ¹
  • Departmental Ledger – Coding – Slideshow – **
  • Departmental Ledger – Coding (24 minutes) – Webcast – ¹
  • Departmental Ledger – Code Schemes – Slideshow – **
  • Departmental Ledger – Code Schemes (24 minutes) – Webcast – ¹
  • Departmental Ledger Module (LMM) – Handout
  •  Financial Transactions by Billing Code (RP3) – Video – +
  • Copying a Departmental (*DEFINE) Code Scheme – Video – +
  • LMM Reconciliation – (53 minutes) – Webcast – ¹
  • RP6 Cheat Sheet – Handout

• Accounts Receivable & Deposits
  • Cash Receipt Voucher for Departments (VC1) – Handout
  • Centralized Receivables (RPM) – Handout

• Electronic Office Management
  • *DEFINE Authorizations – Video – +

• Interdepartmental Transfers
  • Interdepartmental Transfer (VT5, VT6) – Slideshow – **
  • Interdepartmental Transfer – correction of charges (VT6) – Handout
  • Interdepartmental Transfer – original charges (VT5) – Handout

• Procurement, Payments & Vendors
  • Authorize Tuition/Fee Waiver (SS2) – Handout
  • *DEFINE GGV Creation Demonstration – Video – +
  • E-Billing Payment Vouchers (VP9) – Slideshow – **
  • Electronic Travel Documents (VE5, VE6, VP5) – Handout
  • Payment Vouchers (VP1, VP2) – Handout
  • Payment Vouchers (VP1, VP2) – Slideshow – **
  • Payment Vouchers – Part 1 – (55 minutes) – Webcast – ¹
  • Payment Vouchers – Part 2 – (50 minutes) – Webcast – ¹
  • Procurement Card Program – Web page
  • Procurement Card Voucher (VP7) – Handout
  • Vendor ID Information (GGV, GG3, GG4) – Handout
  • Tuition and Fee Waiver Documents (SS2/SSB) – Handout
  • Procurement Card Voucher (VP7) – Slideshow – **

• Reporting
  • DEFINE Reports
  • Online PF3 Object Code Subtotal Balances Report- DDCE Handout
  • Online Reports (GO1) – Handout
  • Online Reports (GTM) – Handout
  • IF1 Reports (14 minutes) – Webcast – ¹
  • IF2 Report Writer – Slideshow – **
  • IF2 Report Writer – Transaction Details – (63 minutes)- Webcast – ¹
  • Report Writer (IF2) – Handout
  • IF3 Reports – DDCE Handout
  • IF2 Reports – Object Code Balances Trend – DDCE Handout

• Inventory Management
  • Inventory Monthly Q&A Session – Class

• Travel Management
  • Travel Authorization Corrections (VE6) – Slideshow
  • Travel Authorization Corrections (VE6) – (27 minutes) – Webcast – ¹
  • Travel Authorizations (VE5) – Slideshow
  • Travel Authorizations (VE5) – (51 minutes) – Webcast – ¹
  • Travel Vouchers (VP5) – Slideshow
  • Travel Vouchers (VP5) – (47 minutes) – Webcast – ¹
  • Request for Travel Authorizations (RTA documents) – Handout

DEFINE Cheat Sheet

The Define Cheat Sheet created by the Office of Accounting gives helpful information on Define voucher types, Define commands, and information on account groups and sub-accounts.

NOTE: These instructions are for printing a DEFINE screen or voucher cover sheet to PDF.

• Windows (printing a DEFINE screen)
• Macintosh (printing a DEFINE screen)
• Cover Sheets (Windows/Macintosh)
• Support