Академический Документы
Профессиональный Документы
Культура Документы
DebitvsCredit
Followingareavarietyofexamples ofgeneralledgerjournalentriesthatshowtheresultonthegeneralledgerandtowhomthejournalshouldbesourced.
Thenumberofjournallinesperexamplewillvaryforeveryjournal.TheGeneralLedgerJournalEntryjobaidisfoundat
http://www.uhv.edu/peoplesoft/pdf/Journals/Journal%20GL%20Entry.pdf
UHVPolicyB1,ExpendituresandExpenditureAuthority,outlinesthemethodofobtainingapprovalbytheSeniorAdministrativeOfficialresponsiblefor
certifyingalltransactionswithinbudgetaryallocations.RefertotheListofSourceswithApproversandAlternateApproversfoundat
http://www.uhv.edu/peoplesoft/Excel/Sources%20with%20alternate%20approvers.xlsfortheauthorizedapproveroralternateapproverforadepartment.
UHVPolicyB1alsoensuresaccountabilitywhensponsoredproject/grantsfundsareenteredasthecostcenter.Thegeneralledgerjournalshouldbe
submittedtothePeopleSoftapprovalpathDept/Coll/DovOCGAccountingOfficeFortheapprovalfromtheResearchandSponsoredProgramsoffice
personnel.
UHVPolicyExpenditure/RevenueReallocationorCorrection,PolicyB2,states"Allexpenditure/revenuereallocationsandcorrectionsshouldbeprocessed
within90daysoftheoriginaltransaction".Attheendofthefiscalyear,thetimeframeisshortenedtomeettheendofyearprocessing.
ContacttheAccountingServicesCoordinatorortheGeneralAccountingManagerifyouhavequestions.
Departmentjournalexamples:
Example
CorrectinganExpenseEntrydifferentcostcenter:
#1
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Acct#5XXXX(incorrectcostcenter)
(Credit)
Decrease
onUGLS1074.3b
Acct#5XXXX(correctcostcenter)
+(Debit)
Increase
+onUGLS1074.3b
AuthorizedApprover/
AlternateApproverfor
department
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#5XXXX(incorrectaccount)
(Credit)
Decrease
onUGLS1074.3b
Acct#5XXXX(correctaccount)
+(Debit)
Increase
+onUGLS1074.3b
Example
CorrectinganExpenseEntrysamecostcenterdifferentaccount:
#2
*Iftheoriginaldocumentpostedwasapprovedbytheappropriatecostcenterauthority,thensourcetoAAP
RevisedNovember2014
Page1
Sourceto:
AuthorizedApprover/
AlternateApproverfor
department*
Example
CorrectingaRevenueEntrydifferentcostcenter:
#3
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#4XXXX(incorrectcostcenter)
+(Debit)
Decrease
+onUGLS1074.3b
AuthorizedApprover/
AlternateApproverfor
department
Acct#4XXXX(correctcostcenter)
(Credit)
Increase
onUGLS1074.3b
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#4XXXX(incorrectaccount)
+(Debit)
Decrease
+onUGLS1074.3b
AuthorizedApprover/
AlternateApproverfor
department
Acct#4XXXX(correctaccount)
(Credit)
Increase
onUGLS1074.3b
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
AuthorizedApprover/
AlternateApproverfor
department
Example
CorrectingaRevenueEntrysamecostcenterdifferentaccount:
#4
Example IfyouarepayingforTshirt,UHVPromotionalitemorUHVlibrary
bookdonationorbrickinhonorofanindividualfromUHV
SignofAmt
#5
department
Acct#5XXXX(purchasingdept)
+(Debit)
Increase
+onUGLS1074.3b
Acct#4XXXX(sellingdept)
(Credit)
Increase
onUGLS1074.3b
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#5XXXXuseappropriateexpenseaccount
+(Debit)
Increase
+onUGLS1074.3b
AuthorizedApprover/
AlternateApproverfor
department**
Acct#20109(ProCarddefault)or20110(TravelCarddefault)
(Credit)
Increase
onUGLS1074.3a
Example
ReallocatingdefaulttransactionsforProCardandTravelCard
#6
**IfthecostcenterandaccountwasapprovedbytheappropriatecostcenterauthorityontheExpenseReport,thensourcetoAAP(asanoption)
RevisedNovember2014
Page2
Example
Fundequitytransferwithassociatedbudgetjournal
#7
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Acct#33XXXsamecostcenterasonbudgetjournal
(Credit)
Increase
onUGLS1074.3a
Acct#37XXXsamecostcenterasonbudgetjournal
+(Debit)
Decrease
+onUGLS1074.3a
Sourceto:
AuthorizedApprover/
AlternateApproverfor
department***
***IfthebudgetjournalhasbeenapprovedbytheappropriatecostcenterauthorityorBudgetCommitteemember,thensourcetoAAP(asanoption)
RefertojobaidtitledTransferBudgetAcrossCostCenters,foundathttp://www.uhv.edu/peoplesoft/pdf/Journals/Journal%20Budget%20Transfer%20Funds%20Across%20CCs.pdf,fordetailed
informationandappropriateaccountnumbers
RefertoExample#20fortheoriginalfundingbytheBudgetOffice
RefertoExample#21fortheoriginalfundingbyStateAccounting
Example ACHenteredbydepartmentsreceiptedasrevenue,agrant
accountsreceivableordepositreceivedforloans
#8
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Acct#4XXXXreceiptingasincome/revenue,ifapplicable
(Credit)
Increase
onUGLS1074.3b
Acct#12116receiptingasgrantaccountsreceivable,ifapplicable
(Credit)
Decrease
onUGLS1074.3a
Acct#23130receiptingasincreaseinliabilityforBeOnTime,Elm
orNonElmcostcenters,ifapplicable
(Credit)
Increase
onUGLS1074.3a
Acct#10800,FundBANK,BudgetReference
+(Debit)
Increase
+onaquery
Sourceto:
AuthorizedApprover/
AlternateApproverfor
department
RefertoGeneralOfficeProcedures,ACHReceiptsandWithdrawals,section5.16,forspecificinformationrequiredonGLjournal;TheGeneralOfficeProceduresloginisfoundat
http://www.uhv.edu/peoplesoft/.
Example ReallocatingatransactionfromSuspensetotheappropriatecost
center/account
#9
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Acct#4XXXXreceiptingasincome/revenue,ifapplicable
(Credit)
Increase
onUGLS1074.3b
Acct#12116receiptingasgrantaccountsreceivable,ifapplicable
(Credit)
Decrease
onUGLS1074.3a
Acct#23130receiptingasincreaseinliabilityforBeOnTime,Elm
orNonElmcostcenters,ifapplicable
(Credit)
Increase
onUGLS1074.3a
Acct#16100,costcenter9007V00125F0615NA
+(Debit)
Increase
+onUGLS1074.3a
RevisedNovember2014
Page3
Sourceto:
AuthorizedApprover/
AlternateApproverfor
department
Centrallycreatedjournalexamples:
Example Matchinggifttransfer(withinlocalfundsonly)enteredby
#10 UniversityAdvancement
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Acct#33518addingtocostcenter(iffromafund4costcenter)
(Credit)
Increase
onUGLS1074.3a
Acct#374xxfromcostcenteridenfiedformatchingpurposes
(dependentonwhatfundismatched[credited])
+(Debit)
Decrease
+onUGLS1074.3a
AuthorizedApprover/
AlternateApproverfor
department
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#5XXXXusuallyagrantcostcenter
+(Debit)
Increase
+onUGLS1074.3b
AuthorizedApprover/
AlternateApproverfor
department
Acct#4XXXXusuallyanadministrativecostcenter
(Credit)
Increase
onUGLS1074.3b
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#5XXXXservicedepartmentcostcenter
(Credit)
Decrease
onUGLS1074.3b
AuthorizedApprover/
AlternateApproverfor
department
Acct#5XXXXdepartmentsshouldnotifytheservicingdepartment
ofanychangestocostcentertobecharged
+(Debit)
Increase
+onUGLS1074.3b
Sourceto:
Budgetjournalisrequiredsincetransferringfundequity
Example
AdministrativeAllowancesorIndirectCostsforgrants
#11
Example Reallocationchargesfortelephonelongdistanceandequipment,
postageorfreightenteredbydepartmentsoruploadedinto
#12 PeopleSoftfollowsUHVPolicyB2
Examplesofcharges:TechnologyServicesreallocatingmonthlylongdistanceservicesandannualphoneequipmentcharges,BusinessServicesreallocatingpostageandfreight,etc.
Example
#13
ProCardandTravelCardtransactionsuploadedintoPeopleSoft
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Acct#5XXXXmultipletransactionlines(ProCardandTravelcard
transactionsdownloadedfromCitibank)
+(Debit)
Increase
+onUGLS1074.3b
Acct#20109forProCarddefaulttransaction
+(Debit)
Decrease
+onUGLS1074.3a
Acct#20110forTravelCarddefaulttransaction
+(Debit)
Decrease
+onUGLS1074.3a
Acct#15100,withappropriatecostcenterProCardorTravelCard
(Credit)
Decrease
onUGLS1074.3a
RevisedNovember2014
Page4
Sourceto:
AuthorizedApprover/
AlternateApproverfor
department
FinanceandBudgetjournalexamples:
Example DepositsenteredbyFinancecashierordesignee,includesVPOS
#14 andUHVConnectmonthytransactions
Multiple
Lines
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Acct#4XXXXreceiptingasincome/revenue,ifapplicable
(Credit)
Increase
onUGLS1074.3b
Acct#5XXXXreceiptedasreimbursementandshouldbe
supportedbyvouchernumberorthemonthpaidwithProCardor
TravelCard,ifapplicable
(Credit)
Decrease
onUGLS1074.3b
Acct#12116receiptingasgrantreceivalbe,ifapplicable
(Credit)
Decrease
onUGLS1074.3a
Acct#23130receiptsforBeOnTime,ElmorNonElmcost
centers,ifapplicable
(Credit)
Increase
onUGLS1074.3a
Acct#16100receipttransactionswherethecostcenteror
accountprovidedwasincorrect,ifapplicable
(Credit)
Decrease
onUGLS1074.3a
Acct#20604,2080V0012F0232NAsalestax,ifapplicable
(Credit)
Increase
onUGLS1074.3a
Acct#10800,FundBANK,BudgetReference
+(Debit)
Increase
+onaquery
FIN
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#4XXXXsameaccountandcostcenterasreceipted,if
applicable
+(Debit)
Decrease
+onUGLS1074.3b
AuthorizedApprover/
AlternateApproverfor
department
Acct#20604,2080V0012F0232NAsalestaxcostcenter,if
applicable
+(Debit)
Decrease
+onUGLS1074.3a
Acct#10800,FundBANK,BudgetReference
(Credit)
Decrease
onaquery
Example NonSufficientFunds(NSF)checkenteredbydepartmentsor
#15 Financeusesamecostcenterandaccountasonreceipt
RevisedNovember2014
Page5
Sourceto:
Example WiretransfersINTOoperatingbankaccount;enteredbyFinance
#16 cashier
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Acct#4XXXX(receiptingasincome/revenue)ifapplicable
(Credit)
Increase
onUGLS1074.3b
Acct#12116onagrantcostcenterforfundsreceived,ifapplicable
(Credit)
Decrease
onUGLS1074.3a
Acct#41601PellAdminCostAllow;splitinhalfbetweentwo2072
costcenters,ifapplicable
(Credit)
Increase
onUGLS1074.3b
Acct#11107,2077V0010F0380(Mellonaccount),ifapplicable
(Credit)
Decrease
onUGLS1074.3a
Acct#23130fordirectloans,ifapplicable
(Credit)
Increase
onUGLS1074.3a
Acct#10800,FundBANK,Budgetreference(operatingbank
account)
+(Debit)
Increase
+onaquery
FIN
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#5XXXX(expense),ifapplicable
+(Debit)
Increase
+onUGLS1074.3b
Acct#20505,2064V0012F0413NA(payroll),ifapplicable
+(Debit)
Decrease
+onUGLS1074.3a
Acct#11107,2077V0010F0380(Mellonaccount),ifapplicable
+(Debit)
Increase
+onUGLS1074.3a
Acct#23111forHigherOneRefunds,ifapplicable
+(Debit)
Decrease
+onUGLS1074.3a
Acct#54711JPMChaseinvestmgmtfee,ifapplicable
+(Debit)
Increase
+onUGLS1074.3b
Acct#10800,FundBANK,Budgetreference(operatingbank
account)
(Credit)
Decrease
onaquery
FIN
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#12403receiptingasaccountsreceivable
+(Debit)
Increase
+onUGLS1074.3a
FIN
Acct#31103endowmentstudentassistance,ifapplicable
(Credit)
Increase
onUGLS1074.3a
Acct#31106endowmentrestricted,ifapplicable
(Credit)
Increase
onUGLS1074.3a
Sourceto:
BondproceedsarerecordedbyUHGeneralAccounting
Example WiretransfersOUTofoperatingbankaccount;enteredby
#17 Financecashier
Example
EndowmentdepositsenteredbyFinancecashier
#18
RevisedNovember2014
Page6
Example Wiretransferfromlocalfundstoendowment;principleand
#19 matchingfunds
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
(Credit)
Decrease
onaquery
FIN
+(Debit)
Decrease
+onUGLS1074.3b
+(Debit)
Decrease
+onUGLS1074.3a
Acct#37436,matchingfundsfromfund4costcenter,ifapplicable
+(Debit)
Decrease
+onUGLS1074.3a
Acct#12403,accountsreceivableinfund6costcenter,ifapplicable
+(Debit)
Increase
+onUGLS1074.3a
(Credit)
Increase
onUGLS1074.3a
(Credit)
Increase
onUGLS1074.3a
(Credit)
Increase
onUGLS1074.3a
Example Fundinglocalcostcentersatthebeginningoftheyearjournals
#20 areuploadedtoPeopleSoft
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Acct#33XXX(samecostcenterasonbudgetjournal)
(Credit)
Increase
onUGLS1074.3a
Acct#37XXX(samecostcenterasonbudgetjournal)
+(Debit)
Decrease
+onUGLS1074.3a
BUD
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#33XXX(samecostcenterasonbudgetjournal)
(Credit)
Increase
onUGLS1074.3a
Acct#37XXX(samecostcenterasonbudgetjournal)
+(Debit)
Decrease
+onUGLS1074.3a
Acct#10800,FundBANK,Budgetreference(operatingbank
account)
Recording Acct#429XX,currentyeargiftinfund4costcenter,ifapplicable
fund4cost
center
Acct#37422,prioryeargiftinfund4costcenter,ifapplicable
Recording Acct#311XX,currentyeargiftinfund6costcenter,ifapplicable
fund6cost
center
Acct#33518,prioryeargiftinfund6costcenter,ifapplicable
Acct#33536,matchingfundsinfund6costcenter,ifapplicable
Sourceto:
SourcetoBUDasanoption;itautomaticallyposts
Example
#21
Fundingstatecostcentersattheendoftheyearjournalis
uploadedtoPeopleSoft
RevisedNovember2014
Page7
FIN
Example AdministrativeAllowancesprocessedbytheBudgetOfficeatthe
#22 beginningofthefiscalyear
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
Acct#54805(appropriatecostcenter)
+(Debit)
Increase
+onUGLS1074.3b
AAF
Acct#16101,2064V0012E0260NA(miscclearing)
(Credit)
Decrease
onUGLS1074.3a
Acct#16101,2064V0012E0260NA(miscclearing)
+(Debit)
Increase
+onUGLS1074.3a
Acct#42600(appropriatecostcenter)
(Credit)
Increase
onUGLS1074.3b
SignofAmt
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
FIN
Example AdjustingentriestorecordtransactionsfortheAnnualFinancial
ReportingListofentriescanbefoundontheEOYChecklistonQ
#23 Drive
Acctanyaccountrequiredfortransaction
(Credit)
onUGLS1074
Acctanyaccountrequiredfortransaction
+(Debit)
+onUGLS1074
Example Currently,thismethodisnotused:Deposits/creditcardpayments
SignofAmt
#24 enteredbydepartments
GeneralLedger
Resultwillbe
Reflectedas+/on:
Sourceto:
AuthorizedApprover/
AlternateApproverfor
department
Acct#4XXXX(receiptingasincome/revenue)
(Credit)
Increase
onUGLS1074.3b
Acct#20604,2080V0012_F0232NA(salestax)ifapplicable
(Credit)
Increase
onUGLS1074.3a
Acct#10800,FundBANK,BudgetReference
+(Debit)
Increase
+onaquery
RevisedNovember2014
Page8