Policies & Procedures


 

 

Section: ACT
Part: POL
Statement No.: 1.5
Date: 07/01/08
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Reference Numbers

 

1.     There are three restricted reference number fields on FRS accounting transactions.

 

2.     Two restricted reference fields are called Reference 1 and Reference 2. Each field is six characters in length. The information entered in these fields varies with the type of transaction.

 

All the information in these fields is printed on the transaction list of the monthly accounting statement (FBM091). An explanation of the reference numbers and their meaning for each type of transaction follows:

 

 

TRANSACTION TYPE                    RERERENCE FIELD 1                                 REFERENCE FIELD 2

 

2X Budgets                                         Budget Entry #                                              Budget Reference #  

3X Cash Receipts                               Cash Receipts                                                Cash Receipt #/Voucher #

4X Cash Disbursements                     Encumbrance                                                  Check#/Reference# 

5X Encumbrance                                 Encumbrance                                                  Purchase Order #/Reference #

6X Journal Entry                                Transaction                                                     Journal Voucher #/Reference #

 

 

3.     The third restricted reference field is reserved for business office use and is 10 characters long. The

        information that goes into this field varies with the type of transaction. The field is not printed but is

        carried in the transaction history file. This field is called the Optional User ID field.