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

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27. The Budget Adjustment must now be printed. Press F9 = Print. This will display the PrinterIdentification screen as shown below:GLSPID PRINTER IDENTIFICATIONENTER TO PRINTACTION: P (P/PRINT) CODE: AEHENTRY TYPE/#: BA 12345678 FY: 91 TOT LINES: 015 VOUCHER TYPE/#:PRINT LOCATION: P1T23E41= 2= 3= 4= 5= 6=7= 8= 9= 10=GLSMENU 11=SYSMENU 12=LOGOFF28. If the print location is correct, press ENTER. If the print location is wrong or if the field is filledwith question marks, contact Accounting Services at 388-3321.29. Retrieve the Budget Adjustment from the printer and obtain the appropriate signatures for approval.30. Note the Status of the entry. Choose one of the following options based on the status:a. Pending. Send the Budget Adjustment to Budget and Planning for Unrestricted accounts orto Grants and Contracts for Restricted accounts.b. Released. The Budget Adjustment will become current overnight and will affect youraccount balances accordingly. Keep the copy for your records.UPDATING Rev 06/93BUDGET ADJUSTMENTS
Simple Journal Voucher (SJ)Simple Journal Vouchers are used to do the following:< Move an expenditure or a revenue from an incorrect account to a correct account.< Move an expenditure or a revenue from an incorrect object code to a correct object code.For example:Revenues are deposited in the wrong object code and the wrong account. A Simple Journalvoucher (SJ) should be used to move the revenue to the correct account number and thecorrect object code.Acct # Obj Code RevenueBefore SJ 188530500 0510 500CRAfter SJ 184300500 0790 500CRNote:Payroll corrections can only be processed through the Payroll office.Purchase Order encumbrances can only be altered through the Purchasing office.Simple Journal Vouchers (SJ) must be approved by either the Grants and Contracts Office for restrictedaccounts or the Accounts Payable Office for all other accounts.1. Start at the GLS Menu. See page 2 in the Updating section of this manual for detailed instruction.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).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=YR-END 8=AIAE 9=COAMENU 10= 11=SYSMENU 12=LOGOFFUPDATING Rev 06/93SIMPLE JOURNAL VOUCHERS
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 and 52: . Tab to the Dept Ref # field. This
Page 53 and 54: information.19. Tab to Line 002 and
Page 55: ADJUSTMENT ENTRY screen will now di
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
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5. Press Enter.6. The Accounting En
Page 113 and 114:
14. Press Enter.15. See the Updatin
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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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