College of Liberal Arts

Topics: About | Navigation | Common Screens | YB2  and Inbox | More

About Using DEFINE

Introduction to DEFINE (Videos) - Review these before using DEFINE to understand navigation, screen composition, and general help.

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.  Aslo, some financial transactions and services have been moved to the UTDIRECT website and some of these services are derived from or work with DEFINE.

Use the letter as the third-character of a Command (MMM) to navigation 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 she 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.


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
             PF8 - to Exit; PF10 - Glossary of Terms; PF6-Command Level Help; PF1-for changing Desk/View

See Also: DEFINE navigation video

Common DEFINE/FRMS/HRMS Documents

Document Type Overview and Tip Sheet (PDF)

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 serveral views
  • Items with an asterisk (*) can only be viewed in UTDIRECT inbox

See Also: UTDirect-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

HDM - General Search Screens

Use these to review or lookup related information related to documents, accounts, and authorizations.

GG3/GG4 - Vendor Addresses

Use these to review or lookup related information related to vendors. 

or use UT Direct tolookup vendor information.

See also: Class Handouts: VP1/VP2 Payments; VP5 Travel Payments; VP7-Procard Payments

See also: Purchasing Guidelines, Point Plus, and Procard Program

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 particluar accounts

See also:  GG8/GG9 Handout (PDF) | Common Object Codes (PDF)Command Handout

GBM - Account Balances

See also: GB1 Handout (PDF)Command Handout

Use GB1 to view one subaccount
Use GB2 to view the Budget group (all subaccounts)
See also: General Info about: Account/Fund Types | Subaccounts | and Fund Type Tip Sheet(PDF)

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.

Payroll Deadlines

See payroll website:


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, used Login ID field to view the inbox for another user
* GG8, use the MSIC field to type the name 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....
YS1- change desk/views, use "S" in select field.
UTDIRECT-Inbox (HRMS, FRMS, and few other docs)
Object codes

GTM - list of various ways to search transactions, usign MISC field as part of search criteria

GE1 - outstanding travel, po encumbrances
GT3 - search transactions by po nbr or rta number
Dept Ledger:  (previously used these screens)
LP6: LTM; LR4; LR2

Now this process occurs in UTDIRECT and Ledger Sheet contact is notified by email
and the individual document commands (see above)
Routing docs
in DEFINE use "ROU" in action field to view routing (4 screens)
in HRMS, use the "Document Review" section of document
A few (of many) very useful pages in COLA:

In addition to *DEFINE, many useful resources are available online.

Some places to begin:

Training Resources

Training Resources Contact

John Ward

Human Resources, Liberal Arts