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

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How To Create An Encumbering Internal Transaction (EI)In some instances, an accountant may choose to set aside (encumber) money for future purchases. Thismoney can be encumbered through requisitions or Encumbered Internal Transactions. When a purchaseis made against an account, the encumbrance is reduced (liquidated) and the expenditures are increased.For example: An account historically spends $1000 a year in object code 4250 on paper. The accountantwould like to set aside (encumber) this $1000 to reflect this anticipated expenditure. Whena purchase of $100 is made for paper, the encumbrance is reduced and the expenditures areincreased.Encumbrance ExpendituresBefore paper purchase 1000.00 0.00After paper purchase 900.00 100.00Encumbrances must be created with unique account number, object code, and encumbrance type numbercombination. Encumbrances must be referenced with this combination at the time of purchase in order forthe encumbrance to be reduced (liquidated).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=VAEI2=CODEMENU 3=GLS/COA 4=ACCTINQ 5=PROJINQ 6=FORMMENUUPDATING Rev 06/93ENCUMBERING INTERNAL TRANSACTIONS
7= 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 EI.7. See the Form # section for more detailed information on modeling. This field is not recommendedfor EI's.8. Leave the If DP, Customer Entry? field blank.9. Tab to the Entry Desc field. Type in a brief description of the entry. The contents of this field willshow up on your Subsidiary Detail ledger under description.10. Tab to the Comments field. This is for your information only and will not show up on the ledgerprintout. A maximum of three lines of text may be typed here. If you choose not to type in text here,type a period.Only fields with question marks require that you type in information.11. The following fields are optional:a. Tab to the Srce Doc Type/# field. Use this field to reference a previous entry. For example,to reference a Purchase Order, type PO 12345.b. Tab to the Dept Ref # field. This is a fifteen character field to be used by the department fortheir own filing purposes.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 field is not recommended for EI's.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:GLSIAEREQUIRED DATAACTION: A CODE: IAEINITIATE ACCOUNTING ENTRYSELECT 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 : EI FORM # : IF DP, CUSTOMER ENTRY?ENTRY DESC : PAPERCOMMENTS : ESTABLISH ENCUMBRANCE FOR PAPER THIS YEARSRCE 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=LOGOFFUPDATING Rev 06/93ENCUMBERING INTERNAL TRANSACTIONS
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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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Project NumbersProject numbers are
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7. Press the appropriate PF key for
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2. TPX commands can be executed any
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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 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: 32. Take the original and the copy
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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