![]() ![]() Personal Service – Regular to Contractual Services). ![]() As a general rule, APJV and GLJE transactions should not cross budgetary account codes (e.g.Agencies should break out multiple Legislative references into separate transactions, if applicable. Where a statute provides the authority for a GLJE transaction, the statute must be referenced by providing chapter number, section and year of enactment, and the page and lines of the authorizing language. Examples of some required explanations in the description/comment field are as follows: Explanations such as ‘to adjust accounts’ or the use of agency-determined reason codes are not acceptable. This bulkload process requires special setup within the Agency profile.Ĭomplete explanations supporting the reason for all GLJE and APJV transactions must be provided in the description/comment field. After processing the bulkload files, SFS will send agencies various extract files which will enable agencies to keep their internal system in sync with SFS. Online: GLJE transactions may be submitted online by navigating to General Ledger > Journals > Journal Entry > Create/Update Journal Entries > Add a new valueīulkload: Agencies enter transactions into their financial system and then transmit those transactions via bulkload to SFS.State agencies submit GLJE transactions online or using a bulkload process: State agencies must submit APJV transactions online by navigating to Accounts Payable > Vouchers > Regular Entry A positive dollar amount is a debit (increases expenditures/decreases revenue) and a negative dollar amount is a credit (decreases expenditures/increases revenue). In order to submit an APJV or GLJE, transactions are required to be balanced total debits (+) must equal total credits (-). Submitting APJV and GLJE transactions in SFS Appropriated - used to move monies from one fund to another by charging an appropriation containing specific legislative authorization to do the transfer.) Operating and Appropriated Transfers ( Operating - used to move monies originally deposited in one fund to another fund with legislative authority. Hybrid Journal Entries (contain both expenditure and revenue account codes, may be used to charge/reimburse for costs between governmental and non-governmental funds)Į. Expenditure Transfers (used to adjust or reclassify previously posted expenditure accounting transactions)ĭ. Revenue Transfers (used to adjust or reclassify previously posted revenue accounting transactions)Ĭ. Accounts Payable Journal Vouchers (used to adjust accounting entries within the same fund)ī. See the following sections of this Chapter for further guidance on each type of adjustment:Ī. ![]() The type of adjustment that is needed and any system constraints will determine in which module a transaction should be submitted. See Chapter VII, Section 2 – Miscellaneous Receipts / Accounts Receivable Receipts of this Guide for further information on AR adjustments. Most adjustments to payments and deposits should be submitted in either the Accounts Payable (AP) or the General Ledger (GL) modules.Īdjustments needed for Customer IDs, Revenue Contracts and Due To State Receipts must be submitted in the Accounts Receivable (AR) module and must be coordinated with OSC’s Bureau of State Accounting Operations (BSAO). Accounts Payable Journal Vouchers & General Ledger Journal Entries Overview ![]()
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