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

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------------------------------ STATUS INFORMATION --------------------------------I - INCOMPLETE 01/15/1992 HAPPY W - WORKEDP - PENDING 01/15/1992 HAPPY A - APPROVEDD - DISAPPROVEDR - RELEASEDV - VAULTC - CURRENTT - TELLER1=HELP 2=CODEMENU 3=IT-ACCT 4=VAEI 5=AIAE 6=7= 8= 9=PRINT 10=GLSMENU 11=SYSMENU 12=LOGOFF33. The petty cash reimbursement entry must now be printed. Press F9 - Print. This will display thePrinter Identification screen as shown below:GLSPID PRINTER IDENTIFICATIONENTER TO PRINTACTION: P (P/PRINT) CODE: AEHENTRY TYPE/#: PC 123456 FY: 92 TOT LINES: 003 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 petty cash reimbursement entry from the printer and obtain the appropriate signatures.If the petty cash fund is being reimbursed, then the "reconciliation of the petty cash fund" section atthe bottom of the petty cash reimbursement entry must be filled out and signed by the petty cashsupervisor.36. Take the petty cash reimbursement entry to the Vault Teller in the Office of Bursar Operations forreimbursement. Reimbursement for petty cash will be provided by the Office of Bursar Operationsduring the hours of 10:00 - 11:45 a.m. and 12:30 - 4:00 p.m.UPDATING Rev 06/93PETTY CASH REIMBURSEMENTS
Departmental TransmittalsI. Office ProceduresA. PurposeDepartmental transmittals (DT) are used to record financial transactions which involvecollections, receivables, or refunds. A DT must be created each time a transaction of this typeis presented to the Bursar's Office.1. Collections, receivables, or credits along with TWO copies of the DT entry must be handcarried to the Vault Teller in the Office of Bursar Operations, 125 Thomas Boyd Hall. Allchecks, traveler's checks, and money orders must be endorsed on the back by thedepartment. The Vault Teller verifies the currency and stamps the second copy receivedfor the department's records.II.Creating a Departmental Transmittal 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. You can press F8 or 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 - 8 - INITIATE ACCOUNTING ENTRYBY ACCOUNT 9 - CHART OF ACCOUNTS MENU5 - FINANCIAL INQUIRY MENU - 10BY PROJECT1=VAEI2=CODEMENU 3=GLS/COA 4=ACCTINQ 5=PROJINQ 6=FORMMENUUPDATING Rev 06/93DEPARTMENTAL TRANSMITTAL ENTRY
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General Ledger SystemManualIndex of
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Purpose of User's GuideThe General
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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
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26. FAC & ADM RATE - The fac & adm
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From the Code Tables Menu, PF4 will
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Louisiana State UniversityGeneral L
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Project NumbersProject numbers are
Page 29 and 30: Louisiana State UniversityGeneral L
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 and 76: Petty Cash ReimbursementsI. Office
Page 77 and 78: II.Creating a Petty Cash Reimbursem
Page 79: 23. If a line is a debit amount tha
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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