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

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GLSPID PRINTER IDENTIFICATIONENTER TO PRINTACTION: P (P/PRINT) CODE: AEHENTRY TYPE/#: IT 12345678 FY: 91 TOT LINES: 015 VOUCHER TYPE/#:PRINT LOCATION: P1T23E41= 2= 3= 4= 5= 6=7= 8= 9= 10=GLSMENU 11=SYSMENU 12=LOGOFFc. If the print location is correct press ENTER. If the print location is wrong or if thefield is filled with question marks, contact Chad M c Gee in Accounting Services at 388-5944.d. Retrieve the IT from the printer and obtain the appropriate signatures for approval.e. Send the IT to Accounting Services. They will approve, release, and make the ITcurrent.UPDATING Rev 06/93INTERNAL TRANSACTIONS
Budget AdjustmentsBudget Adjustments are used to move budget from:< one object code to another object code within the same account< one object code to another object code in different accounts< summary object to detail object within the same accountSome Budget Adjustments require administrative approval while others are automatically Approved andReleased into the system. Those that require administrative approval remain in the Pending status untilapproved.Those Budget Adjustments that do not require administrative approval are as follows:1. Adjustments within a college as long as the following conditions are met.< There is no change in source of funds or function.< Accounts affected are not self-generated or specific line item accounts.< There are no changes to salaries or wages.< Accounts affected are not auxiliary reserve accounts.2. Adjustments that are strictly between detail objects or sub objects, where account number is notaffected.Those Budget Adjustments that do require administrative approval are as follows:1. Any adjustments crossing colleges.2. Any adjustments affecting salaries or wages.3. Any adjustments crossing functions or source of funds.4. Any auxiliary adjustments moving funds out of reserve accounts.5. Any adjustments affecting restricted accounts.The following pages provide a detailed set of instructions for completing a budget adjustment on the GeneralLedger System.UPDATING Rev 06/93BUDGET ADJUSTMENTS
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 27 and 28: Project NumbersProject numbers are
Page 31 and 32: 7. Press the appropriate PF key for
Page 33 and 34: 2. TPX commands can be executed any
Page 35 and 36: 5. Press ENTER. This will display t
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: 18. Press PF2 - VEH/ORD. This will
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
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
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Louisiana State UniversityGeneral L
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5. CumulativeRevs/Expends - The tot
Page 121 and 122:
This printed ledger information is
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June 30. In future fiscal years, th
Page 125 and 126:
Reconciling Your AccountsEvery acco
Page 127 and 128:
Reconciliation1. Entries affecting
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