Policies & Procedures


 

Section: ACT
Part: POL
Statement No.: 1.4
Date: 07/01/08
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Transaction Types and Codes 

 

1.     Input into the FRS is categorized into seven different transaction types. Particular transactions within these type categories are tagged with a two-digit transaction code/entry code. This transaction code is printed on the transaction portion of the monthly account statement to help identify the reason the transaction was processed.

 

2.     Maintenance transactions are those used to create and modify non-dollar data within an account. For example, they are used to create an account, to change an attribute, or to set a system operating flag. The entry codes for these transactions are 01-19 except for 10. Transaction code 10 is used to identify the batch header record into data input. These transactions do not appear on the FBM091 reports.

 

3.     The various budget transactions for original budget, budget revisions, future year budget, etc., are identified by transaction codes 20-29.  (See item 8 below)

 

4.     Cash receipts are identified by transaction code 31.

 

5.     Most cash disbursements and credit memos enter the accounts payable system under that system's transaction code requirements. When they are passed to the accounting system they are given transaction code 48. Some cash disbursements and credit memos are manually entered into the system. These are identified by transaction code 41. Cancelled checks are normally identified by transaction code 43.  (See item 8 below)

 

6.     Encumbrance transactions use transaction code 50 and 59. Encumbrances carried forward to the next budget year are identified by a unique 5X code, which is determined at year-end.  (See item 8 below)

 

7.     Journal entry transactions are those where both the debit and credit account numbers must be entered since the system cannot determine the accounts to use. The transaction code used is 60. If the entry is a compound journal entry (unequal number of debit or credit entries but equal debit and credit dollars) the code is 69.

 

8.     Transaction Entry Codes as they are used on the FBM091 Report are as follows:

 

Budget

20                                   Budget Entry to Affect Original and Revised

21                                   Revised Budget

22                                   Budget Transfer

29                                   Future Year Budget

 

Cash Receipts

31                                   All Cash Receipts

 

Cash Disbursements

48                                   Accounts Payable Disbursement

41                                   Manual Check Disbursement

42                                   UNC-CH Payroll Reimbursement

43                                    Cancelled Check

46                                    Cash Management Transfer

 

Encumbrances

50                                   Encumbrance - Will Not Reject Over budget Condition

5X                                  Encumbrance Carried Forward

59                                   Encumbrance - Will Reject Over budget Condition

  

Cash Journal Entries

 

60                                   Journal Entry

69                                   Compound Journal Entry

 

Accrual system transaction codes are used in the accrual files to identify 13th month activity for reporting purposes. 

 

Beginning Balances

98                                   GL 4xxx, 5xxx Beginning Balance

 

Accruals

67                                   Accrual Journal Entry

68                                   Reversal Journal Entry