General ledger system manual - lsu/fas - Finance and Administrative ...
General ledger system manual - lsu/fas - Finance and Administrative ... General ledger system manual - lsu/fas - Finance and Administrative ...
How To Create An Internal Transaction (IT)1. Start at the GLS Menu. See page 71 for instructions for logging on.2. The cursor will appear in the ACTION field. Type an A for add.3. The cursor will appear in the CODE field. Type IAE (Initiate Accounting Entry).The same function can be performed by pressing PF8.4. The GENERAL LEDGER MENU screen should display as shown below:GLSMENUGENERAL LEDGER MENUACTION: A (A/ADD,C/CHANGE,V/VIEW) CODE: IAE-------------------- INQUIRY ---------------------ACTION CODEV AEI - ACCOUNTING ENTRY INQUIRYV ERT - EXPLOSION RULES-------------------- DATA ENTRY --------------------ACTION CODEC BCC - ACCOUNTING ENTRY BANK CODE CHANGEA IAE - INITIATE ACCOUNTING ENTRYC RAE - RELEASE ACCOUNTING ENTRIES-------------------- OTHER MENUS -------------------PFKEY: 2 - CODE TABLE MENU 6 - FORMS MAINTENANCE/INQUIRYMENU3 - GLS AND COA MENU 74 - FINANCIAL INQUIRY MENU - 8BY ACCOUNT 9 - CHART OF ACCOUNTS MENU5 - FINANCIAL INQUIRY MENU - 10BY PROJECT1=VAEI 2=CODEMENU 3=GLS/COA 4=ACCTINQ 5=PROJINQ 6=FORMMENU7= 8=AIAE 9=COAMENU 10= 11=SYSMENU 12=LOGOFFUPDATING Rev 06/93INTERNAL TRANSACTIONS
5. Press ENTER. This will display the INITIATE ACCOUNTING ENTRY screen.6. The cursor will appear in the ENTRY TYPE field. Type IT.7. See the FORM # section for more detailed information on modeling.8. Leave the IF DP, CUSTOMER ENTRY? field blank.9. TAB to the ENTRY DESC field. Type a brief description of the entry. The contents of this fieldwill show up on your Subsidiary Detail ledger under description.10. TAB to the COMMENTS field. This is for your information only and will not show up on thegeneral ledger printout. A maximum of three lines of text may be typed here. If you choose not tohave any comments, type a period. The fields that are filled with question marks require someinformation.11. The following fields are optional:a. TAB to the SRCE DOC TYPE/# field. Use this field to reference a previous entry. Forexample, to reference a Purchase Order, type PO 12345.b. TAB to the DEPT REF # field. This is a fifteen character field to be used by the departmentfor their own filing purposes.c. TAB to the CONTACT NAME field and type in the name of the person who can becontacted regarding this order.d. TAB to the CONTACT PHONE field and type in the phone number of the contact person.The cursor will automatically move to the AREA CODE field. Type in the three digit areacode.e. TAB to the ENTRY TOTAL field. This field is not recommended for IT's.f. The EFFECTIVE DATE field will automatically enter the current date. You may type in afuture date, but not a past date.g. The remaining fields are filled in by the system.12. The INITIATE ACCOUNTING ENTRY screen should display as follows:GLSIAE INITIATE ACCOUNTING ENTRYREQUIRED DATAACTION: A CODE: IAESELECT ONE: BA - BUDGET ADJUSTMENT SJ - SIMPLE JOURNAL VOUCHERIT - INTERNAL TRANSACTION CJ - COMPOUND JOURNAL VOUCHEREI - ENCUMBER INTERNAL TRANSACTION CS - CASH JOURNAL VOUCHERDJ - DEPARTMENTAL JOURNAL VOUCHER BT - BANK TRANSFERSGE - GRANT ESTABLISHMENTENTRY TYPE : IT FORM # : IF DP, CUSTOMER ENTRY?ENTRY DESC : SUPPLIES FOR TOM THUMBCOMMENTS : THESE ARE SUPPLIES FOR PUTTING TOGETHER THE GLS MANUALSRCE DOC TYPE/# : DEPT REF # :CONTACT NAME : TOM THUMBCONTACT PHONE : 388 8888 AREA CODE : (504)ENTRY TOTAL :EFFECTIVE DATE :7/1 REVERSAL:1=HELP 2=CODEMENU 3= 4=VAEI 5= 6=FORMMENU7= 8= 9= 10=GLSMENU 11=SYSMENU 12=LOGOFFUPDATING Rev 06/93INTERNAL TRANSACTIONS
- Page 1 and 2: General Ledger SystemManualIndex of
- Page 3 and 4: Purpose of User's GuideThe General
- Page 5 and 6: Funds of similar characteristics ar
- Page 7 and 8: LOUISIANA STATE UNIVERSITYSECURITY
- Page 9 and 10: Account Code StructureThe account c
- Page 11 and 12: administration and course and curri
- Page 13 and 14: Louisiana State UniversityGeneral L
- Page 15 and 16: COAACC01/17/01 11:02:31REQUIRED DAT
- Page 17 and 18: 28. F/S REV LINK - A number identif
- Page 19 and 20: PF3 from the COAMENU will display t
- Page 21 and 22: 26. FAC & ADM RATE - The fac & adm
- Page 23 and 24: From the Code Tables Menu, PF4 will
- Page 25 and 26: Louisiana State UniversityGeneral L
- Page 27 and 28: Project NumbersProject numbers are
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- Page 31 and 32: 7. Press the appropriate PF key for
- Page 33: 2. TPX commands can be executed any
- Page 37 and 38: 1=HELP 2=CODEMENU 3=ACCOUNT 4=VAEI
- Page 39 and 40: 7=PREVPAGE 8=NEXTPAGE 9=HEADER 10=G
- Page 41 and 42: 1= 2= 3= 4= 5= 6=7= 8= 9= 10=GLSMEN
- Page 43 and 44: 8. The Internal Transaction - Vehic
- Page 45 and 46: 5. The ACCOUNTING ENTRY INQUIRY scr
- Page 47 and 48: 18. Press PF2 - VEH/ORD. This will
- Page 49 and 50: Budget AdjustmentsBudget Adjustment
- Page 51 and 52: . Tab to the Dept Ref # field. This
- Page 53 and 54: information.19. Tab to Line 002 and
- Page 55 and 56: ADJUSTMENT ENTRY screen will now di
- Page 57 and 58: Simple Journal Voucher (SJ)Simple J
- Page 59 and 60: 18. The cursor will appear in the A
- Page 61 and 62: step #29.29. Tab to the Override Er
- Page 63 and 64: Compound Journal Voucher (CJ)Compou
- Page 65 and 66: 7= 8= 9= 10=GLSMENU 11=SYSMENU 12=L
- Page 67 and 68: UPDATING Rev 06/93COMPOUND JOURNAL
- Page 69 and 70: 36. If the print location is correc
- Page 71 and 72: 7. Leave the Form # field blank.8.
- Page 73 and 74: 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
5. Press ENTER. This will display the INITIATE ACCOUNTING ENTRY screen.6. The cursor will appear in the ENTRY TYPE field. Type IT.7. See the FORM # section for more detailed information on modeling.8. Leave the IF DP, CUSTOMER ENTRY? field blank.9. TAB to the ENTRY DESC field. Type a brief description of the entry. The contents of this fieldwill show up on your Subsidiary Detail <strong>ledger</strong> under description.10. TAB to the COMMENTS field. This is for your information only <strong>and</strong> will not show up on thegeneral <strong>ledger</strong> printout. A maximum of three lines of text may be typed here. If you choose not tohave any comments, type a period. The fields that are filled with question marks require someinformation.11. The following fields are optional:a. TAB to the SRCE DOC TYPE/# field. Use this field to reference a previous entry. Forexample, to reference a Purchase Order, type PO 12345.b. TAB to the DEPT REF # field. This is a fifteen character field to be used by the departmentfor their own filing purposes.c. TAB to the CONTACT NAME field <strong>and</strong> type in the name of the person who can becontacted regarding this order.d. TAB to the CONTACT PHONE field <strong>and</strong> type in the phone number of the contact person.The cursor will automatically move to the AREA CODE field. Type in the three digit areacode.e. TAB to the ENTRY TOTAL field. This field is not recommended for IT's.f. The EFFECTIVE DATE field will automatically enter the current date. You may type in afuture date, but not a past date.g. The remaining fields are filled in by the <strong>system</strong>.12. The INITIATE ACCOUNTING ENTRY screen should display as follows:GLSIAE INITIATE ACCOUNTING ENTRYREQUIRED DATAACTION: A CODE: IAESELECT ONE: BA - BUDGET ADJUSTMENT SJ - SIMPLE JOURNAL VOUCHERIT - INTERNAL TRANSACTION CJ - COMPOUND JOURNAL VOUCHEREI - ENCUMBER INTERNAL TRANSACTION CS - CASH JOURNAL VOUCHERDJ - DEPARTMENTAL JOURNAL VOUCHER BT - BANK TRANSFERSGE - GRANT ESTABLISHMENTENTRY TYPE : IT FORM # : IF DP, CUSTOMER ENTRY?ENTRY DESC : SUPPLIES FOR TOM THUMBCOMMENTS : THESE ARE SUPPLIES FOR PUTTING TOGETHER THE GLS MANUALSRCE DOC TYPE/# : DEPT REF # :CONTACT NAME : TOM THUMBCONTACT PHONE : 388 8888 AREA CODE : (504)ENTRY TOTAL :EFFECTIVE DATE :7/1 REVERSAL:1=HELP 2=CODEMENU 3= 4=VAEI 5= 6=FORMMENU7= 8= 9= 10=GLSMENU 11=SYSMENU 12=LOGOFFUPDATING Rev 06/93INTERNAL TRANSACTIONS
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