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

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32. The Accounting Entry Header screen will display as shown below:GLSAEHACCOUNTING ENTRY HEADERBALANCE SUCCESSFULACTION: V (C/CHANGE,D/DELETE,R/REVERSE,S/STATUS CHANGE, V/VIEW CODE: AEHENTRY TYPE/#: SJ 123456 FY: 92 TOT LINES: 002 VOUCHER TYP/#:ENTRY STATUS: (FOR STATUS CHANGE:) EFF DTE DISP :ENTRY DESC : MOVE REVENUES FROM 0510 TO 0790 ENTRY TOTAL : 0.00CONTACT NAME: TOM THUMB CONTACT PHONE: 504-388-8888COMMENTS : REVENUES DEPOSITED IN WRONG OBJECT CODE AND ACCT:EFFECT DATE : 01/15/1992 7/1 REVERSAL :SRCE DOC # : DEPT REF # :------------------------------ STATUS INFORMATION --------------------------------I - INCOMPLETE 01/15/1992 HAPPY A - APPROVEDP - PENDING 01/15/1992 HAPPY R - RELEASEDD - DISAPPROVEDC - CURRENT1=HELP 2=CODEMENU 3= 4=VAEI 5=AIAE 6=7= 8= 9=PRINT 10=GLSMENU 11=SYSMENU 12=LOGOFF33. The DJ can now be printed. Press F9 - Print. This will display the Printer Identification screen asshown below:GLSPID PRINTER IDENTIFICATIONENTER TO PRINTACTION: P (P/PRINT) CODE: AEHENTRY TYPE/#: SJ 123456 FY: 91 TOT LINES: 015 VOUCHER TYPE/#:PRINT LOCATION: P1T23E41= 2= 3= 4= 5= 6=7= 8= 9= 10=GLSMENU 11=SYSMENU 12=LOGOFF34. If the print location is correct press Enter. If the print location is wrong or if the field is filled withquestion marks, contact Accounting Services at 388-3321.35. Retrieve the DJ from the printer and keep for your own records.UPDATING Rev 06/93DEPARTMENTAL JOURNAL VOUCHERS
Petty Cash ReimbursementsI. Office ProceduresA. PurposePetty cash funds are provided to permit certain miscellaneous small purchases ($100 or less) ofsupplies, materials and services which cannot be readily obtained through one of the UniversityStores. Petty cash transactions may be handled in one of two ways:1. Departments that have only an occasional need to make petty cash purchases will not havean established petty cash fund. Those departments will be reimbursed each time a pettycash purchase is made.For example, a professor purchases an electronic resistor from Radio Shack for $3.50.He also purchased a wooden hammer from Home Depot for $7.57. To be reimbursed,he takes a petty cash reimbursement entry, receipts, and a valid University ID to theVault Teller in the Office of Bursar Operations (125 Thomas Boyd Hall).2. A department having regular needs for petty cash funds may request the establishment ofa petty cash fund by submitting justification in writing to the Director of AccountingServices. This written correspondence should fully explain the requesting department'sneed for a petty cash fund, as well as designate an appropriate University employee asPetty Cash Supervisor, the custodian of the fund. A strict accounting of petty cash fundsis required by the Petty Cash Supervisor. At all times the sum of cash on hand plus thereceipts on hand and/or in the process of being reimbursed must equal the amount initiallyobtained upon establishment of the fund. To replenish the petty cash fund, thedepartment should take a petty cash reimbursement entry, receipts, and a valid UniversityID to the Vault Teller in the Office of Bursar Operations.For example, a professor purchases an electronic resistor from Radio Shack for $3.50.He also purchased a wooden hammer from Home Depot for $7.57. To be reimbursed,he takes the receipts to the department for which the item was purchased. Thedepartment will reimburse the professor from their petty cash fund.Reimbursement for petty cash will be provided by the Vault Teller in the Office of BursarOperations during the hours of 10:00 - 11:45 a.m. and 12:30 - 4:00 p.m.B. Receipts for ExpendituresEach disbursement must be substantiated by an original receipt, providing reasonabledocumentation that the cash purchase was made. The items listed below must be written on thereceipt or otherwise identified if not printed on the vendor-provided receipt.1. Date of purchase2. Item purchased3. Name of vendor4. Amount paid5. Name of University employee making the purchase or accepting the delivery6. Purchase order number, if applicable, on freight bills. If not applicable, so indicate withbrief description of purpose of shipment.UPDATING Rev 06/93PETTY CASH REIMBURSEMENTS
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General Ledger SystemManualIndex of
Page 3 and 4:
Purpose of User's GuideThe General
Page 5 and 6:
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
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
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 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: sure you have entered the correct p
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 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 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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