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

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c. Tab to the Contact Name field and type in the name of the person who can be contactedregarding this order.d. Tab to the Contact Phone field and type in the phone number of the contact person. Thecursor will automatically move to the Area Code field. Type in the three digit area code.e. Tab to the Entry Total field. This should equal the total Increase Amt or total Decrease Amtfields.f. The Effective Date field will automatically enter the current date. You may type in a futuredate, 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:GLSIAEINITIATE 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 : BA FORM # : IF DP, CUSTOMER ENTRY?ENTRY DESC : COVER OD IN 4250COMMENTS : BOUGHT TOO MUCH PAPER AND OVERDRAFTED THE 4250 OBJECT CODESRCE 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=LOGOFF13. Press Enter. The Budget Adjustment Entry screen will display.14. The cursor will appear in the Acct column. Type in the nine digit account number with no dashes.This is the account number in which you are increasing or decreasing the budget.15. The cursor will appear in the T T (Transaction Type) column. Type a B for Expenditure Budget or anI for Anticipated Revenue.16. The cursor will appear in the Obj (Object Code) column. Type in the four digit object code.The cursor will appear in the Subobject field which is a one digit field after the object code to be usedby the department to further break down the existing object codes. This is optional.17. The Proj field is only used when project accounting is implemented. See the Project section in thismanual for project accounting capability.18. Tab to either the Increase Amt column or Decrease Amt column and type in the appropriateUPDATING Rev 06/9393BUDGET ADJUSTMENTS
information.19. Tab to Line 002 and fill in the corresponding information. If you are entering more than seven lines,you must press Enter after the seventh line to get a new screen. A maximum of 200 lines can beentered per Budget Adjustment.20. The following fields are optional:a. Tab to the Perm/Temp Adjust field. This identifies the Budget Adjustment as beingT (Temporary) or P (Permanent). A Permanent adjustment affects this fiscal year and willbe reflected in future fiscal years. A T (Temporary) adjustment affects only this fiscal year.The system automatically will make the adjustment temporary if you do not type in theinformation.Note: Most Budget Adjustments are Temporary.b. Tab to the Type Code field. This is used by Budget and Planning only.c. Tab to the HRM Position # field. This field is only used for Budget Adjustments affectingHRM positions.Note: This is used by Budget and Planning only.20. The Budget Adjustment Entry screen should display as follows:GLSBAEBUDGET ADJUSTMENT ENTRYADD SUCCESSFULACTION: A (A/ADD,C/CHANGE,V/VIEW) CODE: IAE OVERRIDE ERRORS:ENTRY#: 12345678 FY: 92 TOTAL LINES: ENTRY TOTAL:LINE ACCT TT OBJ PROJ INCREASE AMT DECREASE AMT001 123456789 B 4250 2350.50002 " B 3350 2350.50003004005006007CALCULATED TOTALS:SRCE DOC TYPE/# :DEPT REF NBR :PERM/TEMP ADJUST: TTYPE CODE : 300HRM POSITION # :1= 2= 3=ENDENTRY 4= 5= 6=1STPAGE7=PREVPAGE 8=NEXTPAGE 9=HEADER 10=GLSMENU 11=SYSMENU 12=LOGOFF21. Press Enter. Choose one of the following options:a. If no errors are found, go to step #22.b. If an error is found, a message will appear in the top left corner and the cursor will move toUPDATING 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 and 48: 18. Press PF2 - VEH/ORD. This will
Page 49 and 50: Budget AdjustmentsBudget Adjustment
Page 51: . Tab to the Dept Ref # field. This
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
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 and 126:
Reconciling Your AccountsEvery acco
Page 127 and 128:
Reconciliation1. Entries affecting
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