Part III - UNM Finance: Practical Applications

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Standard Accounting Resource Manual (SARM)

MSC 0000 00
1 University of New Mexico
Albuquerque, NM 87131

Related Budget Entries Reminders

FOR TRANSFER ENTRIES:
  • The description field for every sequence of the JV must include the offset index and account code as the first set of characters in the field.
  • All entries must be simple and not compound.
  • Required document text must be provided.

IN GENERAL:

  • Funding to be moved must be budgeted
  • If not included in original budget, prepare needed budget entries at the same time as the actual allocation or transfer entry
  • To budget reserves usage, account code 1901 must be used
  • Only that portion of the actual Reserves that you are anticipating spending in the current fiscal year is budgeted in account code 1901
  • Use rule class code BD4 for reserves and allocation budget entries
  • Use rule class code BDT for transfer budget entries
  • Use report FNRMBTA (Main/Branch Campuses) or FORITAH (HSC Campus) to determine the correct budget entry for transfers and allocations
  • Remember that expense account 8060 is a report default; use the correct expense account
  • Account codes 1900 or 1903 can not be used in budget entries
  • Negative reserves must also be addressed in the budget using 1901 and will reduce the total budgeted revenue and expense.

FORITAH-HSC Transfer Allocation MyReport report:

This report will assist you in determining the type of entry needed, allocation or transfer.  This report is essential because it gives you the description that is required for transfer entries.  It will show you what index/account to use for both actual dollars and budget.  It will tell you whether the entry should be a transfer or allocation entry, or if the entry is not allowed.  It is located in folder F HSC Reports in your MyReports Directory. 

ADDITIONAL JV INFORMATION:

The information that follows is a compilation of answers to the following Fast Info questions: 455, 2151, 737, 826, 1830

The total on a journal voucher, known as the hash total, is the sum of the absolute value of all the debits and credits.  This is always twice what the total of the journal voucher charge is.  Each journal voucher must net to zero, so all the charges must equal all the credits.  Posted JVs can be found by using Banner form FGIDOCR.  To delete an incomplete JV that you originated, go back into the JV (FGAJVCQ is one form you can use), select "Record Remove" from the menu, and "Record Remove" again, to confirm the deletion.  You will use the same process to delete a complete JV, but first it must be denied.  To self deny the document go to Banner form FOADOCU and deny the document.  Anyone in the document's approval queue (Banner form FOAAINP shows the next approver) can also deny the document.  If the complete document has been posted, you will need to do a reversing JV.  You cannot delete a posted JV.

To delete a record from a JV you originated, the JV must be in incomplete status.  Go into the JV from a JV origination form (ie: FGAJVCQ).  Select Options/Transactions Detail Information.  Use the down arrow key to get to the record that needs to be removed.  Select Record, Remove.  Select Record, Remove again to confirm the deletion.  Modify the JV as needed when the unneeded record(s) have been removed, and complete it again.  This will put it back in the approval queues.