Creating an Intra-University Charge with Multiple Funds

Overview

Intra-university charges are entered using GL journals. These charges may cross funds. When that happens, the system creates the balancing entries for each fund. This will be added to the lines that you entered and you will see all of the lines.

The Revenue (credit) side of the entry should use Account Code 471100 for all funds. Departments should use whatever Class Code they would normally use for their fund. The most common Class Code to use for Fund 14100 is Class Code 41500.

The Account Code for the expense (debit) side of the entry should properly classify the type of goods or service being purchased.

The two lines that you create reflect the actual movement of the amount between the chartstrings you enter. If there are two different funds on those lines, lines to balance the fund will be created by charging the amounts with the opposite sign to make the funds balance.

This balancing entry will use the same account for both so that the account nets to a zero amount. The transaction uses a special control account and a fund affiliate. The control account is not used for regular transactions, only for these balancing entries.

The Chart of Accounts Report that contains a full list of revenue and expense account codes may be found on the Chart of Accounts Resources page on the OneSource website.

Additional Information on recording intra-university charges: Recording Intra-University Charges

Supporting documentation must be attached to all General Ledger Journals and should reflect the entry being made. A good rule of thumb is to include an electronic copy of what was used to create the journal entry. For intra-university charges (tickets), invoices should be attached that equal the revenue amount being credited. For correcting/moving a transaction, provide supporting documentation that shows where the transaction originally posted. Remember to be concise with journal entries and combine documents when reasonable; reviewing fewer documents can be helpful for your approvers! Documents included are also available during auditing and historical review. Examples of supporting documentation:

UGA_GL_LEDGER_DETAIL query results can be included to show what transaction is being corrected/moved.
Any analysis/spreadsheet that was used to determine the amounts included in the journal entry.
Invoices and agreements for Intra-University charges.

In this article, you will learn how to create a GL journal for an intra-university charge that crosses funds in the UGA Financial Management System.

In this example, Franklin College OIT is charging RCLD for computer support services. This moves the money from the Departmental Sales & Services fund to the RI-State Appropriations fund.

1. Step 1

First, log into the UGA Financial Management System.

On the UGA Financials homepage, click the General Ledger tile.

2. Step 2

Click the Journal Transactions menu.

3. Step 3

Click the Journal Entries link.

4. Step 4

Click the Collapse Menu button to create additional workspace.

5. Step 5

The Create/Update Journal Entries page is displayed.

Keep the default values as shown.

Click the Add button.

6. Step 6

The Header page is displayed. Use this page to add general information about the journal and to add attachments.

7. Step 7

The Long Description field allows you to enter up to 254 characters to give a full description of what the transaction represents.

8. Step 8

The Ledger Group should default to ACTUALS. If it does not, change the field.

9. Step 9

Leave the default, Non-Adjusting Entry, in the Adjusting Entry field. The other option is only used by Central Accounting.

10. Step 10

The Source should be ONL for all journals that you enter in the Create/Update Journal Entries pages.

11. Step 11

Click the Attachments link to attach the invoice or other relevant documents that substantiate the transaction.

12. Step 12

After the header is complete, use the Lines page to enter the chartstrings and amounts.

Click the Lines tab.

13. Step 13

If you have a SpeedType , you can enter it in the SpeedType field.

If not, you will need to enter each ChartField individually.

Example shown here: you will enter the ChartFields manually.

14. Step 14

For an intra-university charge, the revenue (credit) side of the entry should use account code 471100 for all funds.

Enter "471100" (Quasi-Revenue Distrib of Costs).

15. Step 15

Enter the appropriate information into the Fund field.

Example shown here: we are moving from DSS, so enter " 14100 " (Departmental Sales & Service).

16. Step 16

Enter the appropriate information into the Dept field.

Example shown here: "19080SER" (FC OIT Services), the ID of the department that is doing the charging.

17. Step 17

Enter the appropriate information into the Program field.

Example shown here: "14400" (Acadmic Support - Computing).

18. Step 18

The department should use whatever Class Code they would normally use for their fund. The most common Class Code to use for Fund 14100 is Class Code 41500.

Enter the appropriate information into the Class field.

Example shown here: "41500".

19. Step 19

Enter the current fiscal year to which this transaction needs to be charged into the Bud Ref field.

Example shown here: "2024".

20. Step 20

Enter the Amount of the Transaction into the Amount field. Since this is the revenue side, the number should be a negative number (credit).

Example shown here: "- 1624.23".

21. Step 21

Enter the Invoice number in the Reference field to record the internal invoice number with the transaction.

Example shown here: "INV 12345".

22. Step 22

Enter information on who and what is being paid to provide easy reference when this journal is reviewed into the Journal Line Description field.

Example shown here: "FC OIT Server Support Qtr 1".

23. Step 23

Click the [+] button to add a second line to the transaction.

24. Step 24

A second line is added to the journal, copying the chartstring from the previous transaction.

25. Step 25

Enter the correct ChartFields for the department being charged on this line.

Change the Account field, if needed.

Example shown here: "727117" (Supplies and Materials) into the Account field.

26. Step 26

Change the Fund field, if needed.

Example shown here: "10000" (RI-State Appropriations).

27. Step 27

Enter the appropriate information in the Dept field.

Example shown here: "19780101" (RCLD - General), the ID of the department being charged.

28. Step 28

Change the Program field, if needed.

Enter "11140" (Instruction-Departmental Admin).

29. Step 29

Change the Class field, if needed.

Example shown here: "11200" (State Appropriations).

30. Step 30

The second line is for the same fiscal year. You do not need to replace the copied Bud Ref field.

31. Step 31

The system has already inserted the opposite sign (positive) for the second line.

32. Step 32

Enter the same invoice number as the previous line into the Reference field.

Example shown here: "INV 12345".

33. Step 33

Enter the same Journal Line Description as the previous line into the Journal Line Description field.

Example shown here: "FC OIT Server Support Qtr 1".

34. Step 34

Review the Totals section to see the total number of lines and to be sure that the Total Debits and Total Credits are equal.

35. Step 35

Click the Save button.

36. Step 36

A pop-up message contains the new Journal ID and a notice that the journal is saved with incomplete status.

Click the OK button.

37. Step 37

The journal number appears at the top of the page. Make a note of the ID number in case you need to do additional editing.

38. Step 38

After saving the transaction, you need to check the transaction for ChartFields that are invalid and budget check the transaction.

Edit Journal should be the default for the Process field. Change it, if it is not defaulted.

39. Step 39

Click the Process button.

40. Step 40

A pop-up message is displayed that contains the Journal ID and saved status notice.

41. Step 41

A pop-up message is displayed asking if you want to wait for confirmation that the Edit process has completed.

Click the Yes button.

42. Step 42

After the Edit Journal process, two additional lines are added to the journal.

These "control lines" appear when you cross between funds. They are system generated lines used to keep Funds in balance. They will always be at the end of the journal. The Account Code for each line is 118200 and the fund lists the same funds that were already entered.

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Creating an Intra-University Charge with Multiple Funds

Overview

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