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

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C. Limitations on Use1. Petty cash funds are not to be used for routine or recurring expenditures, but only forunforeseen purchases or in other instances of expediency wherein it is clearly in the bestinterests of the University to do so. Substantial justification in writing should be made forthe use of petty cash funds of expenditures which do not appear to fall within the scope ofthis limitation.2. The splitting of purchases to stay within the $100 limitation is not permitted.3. Food items may not be purchased from petty cash unless specifically related to an officialUniversity function. Such official functions must be approved by the Chancellor, with acopy of the approval attached to the reimbursement request. The expense for foodpurchased should be coded to object 6580 (Entertainment).4. No disbursement to cover the following items should be made from petty cash:a. Purchases in excess of $100.b. Purchase of items inconsistent with University policy; such as, but not limited to, desksets, decorative items, and business cards.c. Items of general departmental usage which are stocked in University Stores or forwhich purchase orders are normally issued.d. Any wage or salary payment or earnings advance.e. Check cashing.D. Post AuditThe Office of Accounting Services performs a post audit of all petty cash reimbursements. Anyreimbursement for unauthorized or improperly documented purchases will be disallowed, anda refund of such reimbursement will be required.For complete rules governing the use of Petty Cash Funds see BOP 17-1.UPDATING Rev 06/93PETTY CASH REIMBURSEMENTS
II.Creating a Petty Cash Reimbursement Entry1. Start at the GLS Menu. See page 71 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).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 ONS - ORDER NUMBER SUMMARY-------------------- 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 7 - YEAR END PROCESSING4 - 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=LOGOFF5. Press Enter. This will display the Initiate Accounting Entry screen.6. The cursor will appear in the Entry Type field. Type PC.7. Leave the Form # field blank.8. Leave the If DT, Customer Entry? field blank.9. Tab to the Entry Desc field. Type in a brief description of the entry. This is for your informationonly and can be used to identify the entry.10. Tab to the Comments field. A maximum of three lines of text may be typed here. This is for yourinformation only.11. The following two fields are optional:a. Tab to the Srce Doc Type/# field. Use this field to reference a previous entry. For example, ifsomeone was reimbursed for the wrong amount, another Petty Cash Reimbursement form couldbe created to correct the mistake.b. Tab to the Dept Ref # field. This is a fifteen character field to be used by the department fortheir own filing purposes.12. Tab to the Contact Name field and type in the name of the person who can be contacted regardingUPDATING 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 and 74: sure you have entered the correct p
Page 75: Petty Cash ReimbursementsI. Office
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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