General ledger system manual - lsu/fas - Finance and Administrative ...

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Accounting Records Required For Reconciliation or RetentionCopies of the following records should be retained for the reconciling procedure:1. Payroll Distribution Sheets2. Travel Expense Vouchers3. Internal Transactions(ITs, receipts from Science Supply and Telecommunications, etc.)4. Direct Charge Invoices/Credit Memos5. Purchase Orders (with a record of when the Receiving Report was sent)6. Purchase Order Alterations7. Approved Purchase Order Invoices (for departments that approve their own invoices) andCredit Memos8. Vouchers (Compound, Simple, Departmental, Cash, Petty Cash)9. Budget Adjustments10. Check Requests11. Deposit Transmittals and supporting documentation12. Ledgers/Financial Statements13. Records of Grant Establishment14. Contract and Sponsored Programs Billings15. Inventory records16. Any other record which affects your account.RECONCILING Rev 06/9157RETENTION
Reconciliation1. Entries affecting your account should be accumulated, sorted by object code and filed in a foldermarked "Not Cleared". You should have a paper copy of all entries affecting your account.2. Every month take each entry from your "Not Cleared" folder and "check it off" of your printedSubsidiary Detail Ledger. After each entry is checked off, it should be filed in your "Cleared"folder. Entries found on the Tentative Detail Ledger should be left in the "Not Cleared" folder.Many departments file their cleared entries in object code order by month. Any entry not checkedoff of the ledger (entries you have no record of) should be investigated by viewing the entry on-lineand finding the contact name and phone number of the individual responsible. Items remaining inyour "Not Cleared" folder for more than a month should be investigated by contacting theresponsible department.3. Standing and Blanket Orders should be monitored using a "Standing/Blanket Order TransactionRegister". This register should contain detail of encumbrances, expenditures and balances for eachorder. This will alert you to any orders that need to be altered and will prevent delays in thepayment of invoices. A copy of this transaction register can be obtained from Accounting Services.RECONCILING Rev 06/93158RETENTION
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General Ledger SystemManualIndex of
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Purpose of User's GuideThe General
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Funds of similar characteristics ar
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LOUISIANA STATE UNIVERSITYSECURITY
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Account Code StructureThe account c
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administration and course and curri
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Louisiana State UniversityGeneral L
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COAACC01/17/01 11:02:31REQUIRED DAT
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28. F/S REV LINK - A number identif
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PF3 from the COAMENU will display t
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26. FAC & ADM RATE - The fac & adm
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From the Code Tables Menu, PF4 will
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Project NumbersProject numbers are
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7. Press the appropriate PF key for
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2. TPX commands can be executed any
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5. Press ENTER. This will display t
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1=HELP 2=CODEMENU 3=ACCOUNT 4=VAEI
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7=PREVPAGE 8=NEXTPAGE 9=HEADER 10=G
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1= 2= 3= 4= 5= 6=7= 8= 9= 10=GLSMEN
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8. The Internal Transaction - Vehic
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5. The ACCOUNTING ENTRY INQUIRY scr
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18. Press PF2 - VEH/ORD. This will
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Budget AdjustmentsBudget Adjustment
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. Tab to the Dept Ref # field. This
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information.19. Tab to Line 002 and
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ADJUSTMENT ENTRY screen will now di
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Simple Journal Voucher (SJ)Simple J
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18. The cursor will appear in the A
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step #29.29. Tab to the Override Er
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Compound Journal Voucher (CJ)Compou
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7= 8= 9= 10=GLSMENU 11=SYSMENU 12=L
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UPDATING Rev 06/93COMPOUND JOURNAL
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36. If the print location is correc
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7. Leave the Form # field blank.8.
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sure you have entered the correct p
Page 75 and 76: Petty Cash ReimbursementsI. Office
Page 77 and 78: II.Creating a Petty Cash Reimbursem
Page 79 and 80: 23. If a line is a debit amount tha
Page 81 and 82: Departmental TransmittalsI. Office
Page 83 and 84: 6. The cursor will appear in the En
Page 85 and 86: 18. The cursor will appear in the M
Page 87 and 88: 32. Take the original and the copy
Page 89 and 90: 7= 8=AIAE 9=COAMENU 10= 11=SYSMENU
Page 91 and 92: 22. Press F3 - EndEntry. This check
Page 93 and 94: 5. Press Enter. This will display t
Page 95 and 96: UPDATINGENCUMBERING INTERNAL TRANSA
Page 97 and 98: How To Delete An Encumbering Intern
Page 99 and 100: 13. Press Enter. This will display
Page 101 and 102: 22. If no errors are found, the mes
Page 103 and 104: UPDATING Rev 06/93FORM
Page 105 and 106: How To Use A Form1. Start at the GL
Page 107 and 108: How To Delete A Form1. Start at the
Page 109 and 110: Louisiana State UniversityGeneral L
Page 111 and 112: 5. Press Enter.6. The Accounting En
Page 113 and 114: 14. Press Enter.15. See the Updatin
Page 115 and 116: date.10. Below is a brief descripti
Page 117 and 118: Louisiana State UniversityGeneral L
Page 119 and 120: 5. CumulativeRevs/Expends - The tot
Page 121 and 122: This printed ledger information is
Page 123 and 124: June 30. In future fiscal years, th
Page 125: Reconciling Your AccountsEvery acco
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General ledger system manual - lsu/fas - Finance and Administrative ...

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