Prepared by General Accounting and Loan Collection Office. This replaces Administrative Procedure No. A8.613 dated July 1982.
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1 Prepared by General Accounting and Loan Collection Office. This replaces Administrative Procedure No. A8.613 dated July A8.613 A8.600 Accounting August 2001 P 1 of 8 A8.613 Transaction Type Codes 1. Purpose This instruction explains what transaction type codes are, what they are used for, and to list and explain how they are used. 2. Definition Transaction type codes are three-digit codes used to identify the type of transaction, edit criteria used and which general ledger or subsidiary ledger accounts are debited or credited. 3. Objective Transaction codes are used to classify and aid in the recording of fiscal data in the appropriate ledger accounts. 4. Applicability/Responsibilities Fiscal personnel are responsible for being familiar with transaction type codes for proper assignment to each fiscal transactions. 5. Procedures Each financial transaction requires a unique three (3) digit transaction type code. When preparing fiscal documents such as budgets, receipts, payments or journal vouchers, fiscal personnel must assign the appropriate transaction type code. (Refer to attached FMIS-Summary of Screens/Transaction
2 P 2 of 8 Types/Documents for a detailed listing of transaction type codes). The code assigned to each transaction identifies the Direct Transaction that is recorded in the financial accounting system. The offsetting entry to Claim-on-Cash is referred to as an Indirect Transaction. The following is a list of commonly used transaction type codes and the related accounting entries: The fiscal officer is required to enter the direct transaction type code on fiscal documents (e.g. AFP, PO, journal vouchers, receipt, etc). Code Purpose Accounting Entries 020 Record budget. 050 Record encumbrance feed from Purchasing System. 051 Record encumbrance reduction feed from Purchasing System. 052 Record current week OH encumbrance. 054 Reverse previous week OH encumbrance 056 Record hard copy encumbrance. 057 Record RCUH encumbrance BUDGET ENCUMBRANCE CASH RECEIPTS (Debit=CLAIM-ON-CASH; Credit=Various) 030 Record cash receipts
3 P 3 of 8 Code Purpose Accounting Entries 035 Record redemption of CD and interest income. 036 Record payment on accounts receivable invoice. 038 Record repayment of student loan. Cr. Investment in CD Cr. Interest Income Cr. Accounts Receivable Cr. Loan Receivable Cr. Interest on student loan CASH DISBURSEMENTS (Debit=Various; Credit=Claim-on-Cash) 040 Record cash disbursements. 041 Record prepaid voucher feed (TC 161 in AP) 043 Record payroll feed from Payroll Subsystem. 045 Record investment in CD. Dr. Expense Dr. Investment 046 Record returned check. 047 Record payments by RCUH. 048 Record check payment feed from AP.
4 P 4 of 8 Code Purpose Accounting Entries 060 Record general journal vouchers. 061 Record non-cash transactions, e.g. accruals. 063 Record payroll journal voucher 064 Record financial aid transactions. 066 Record accounts receivable transaction. JOURNAL VOUCHERS Dr. Expense Cr. Expense Dr. Expense Cr. Expense Dr. Accounts Receivable Cr. Accounts Receivable 068 Record AP voucher feed. Dr. Claims-on-Cash Cr. Accounts Payable, Daily
5 P 5 of 8 Code Purpose Accounting Entries 069 Record compound journal entries.
6 P 6 of 8 FMIS - SUMMARY OF SCREENS/TRANSACTION TYPES/DOCUMENTS August 2001 Screen Functions Trans Code Type 0 Type 1 Type 2 Type 3 Type 4 Type 5 Type 6 Type 7 Type 8 Type Budget 02n Original budget Revise the original budget Transfer Not valid Not valid Not valid Carry forward PFY Not valid Not valid future year budget as a memo item Ref No1 AAnnnnn AAnnnnn AAnnnnn AAnnnnn AAnnnnn 011 Encumbrance (Type 0-8 = encumber regardless of budget balance 05n All Others including VAX Feed Purchasing Feed Current week OH enc. Payroll Encumb. Reverse prev week OH enc. Not valid Encumb. from FIS RCUH encumbrance Reinstatement of encumbrance when is voucher deleted Ref No1 A,B,C,E,F,G,H.K, L,M,N,P,R,T DOC# A,B,C,E,F,G,H. K,L,M,N,P,R,T DOC# Innnnnn (I with SLAcct#) Wnnnnnn (SCOPIS) Ennnnnn Innnnnn (I with SLAcct#) Accept All Znnnnnn A,B,C,E,F,G,H.K,L,M,N,P,R,T DOC# 012 Cash Receipts 03n All Others Dep B & G Collections to State Not valid P/R Reimb due to State Receipts of Gen Reimb. Claims Redemption of TCD/Sav Receipts of Accounts Receivable Not valid Repay Student Loan Princ DCS Bank Transfer In Ref No1 N/R N/R N/R N/R INV0nnn Snnnnnn SAnnnnn Dnnnnnn Pnnnnn (FIS Chk#) Qnnnnn (Impr) nnnnnn (Chk#) TRFnnnn (nnnn=bank code) Ref No2 Unnnnnn GSRnnnn nnnnnnn JJJJJJJ GSCnnnn Unnnnnn nnnnnnn Unnnnnn INV0nnn Unnnnnn Unnnnnn J Cash Disbursement 04n All Others Prepaid Voucher Feed (TC 161 in AP) Contra State General Fund & Payment on Cross Campus JE Payroll Accounting Feed - All Funds Gen Reimb. Claims and advance (TC 164 in AP) Investment in TCD Record Returned Check (DM) RCUH Payments Check Payment Feed from AP DCS Bank Transfer Out Ref No1 N/R N/R N/R N/R N/R INV0nnn Dnnnnnn N/R REQ TRFnnnn (nnnn=bank code) Ref No2 REQ GSRnnnn nnnnnn(chk#) SGRnnnn CCJnnnn JJJJJJJ GSCnnnn Fnnnnn (SWV) nnnnnn (Chk#) nnnnnn (Chk#) INV0nnn Unnnnnn N/R nnnnnn (Chk#) J Journal Entry 06n All Others Non-cash transactions (accruals) Override freeze status Payroll adjustment Financial Aid Trans Adjustment, e.g. Pell Grants, EOG, Student Loan Not valid AR adjustment or AR Feed Not valid AP feed Refer Screen Compound JE - (CJE) Ref No1 N/R Optional N/R NR nnnnnn (Chk#) Unnnnnn Snnnnnn SAnnnnn Dnnnnnn REQ 6
7 P 7 of 8 FMIS - SUMMARY OF SCREENS/TRANSACTION TYPES/DOCUMENTS August 2001 Screen Functions Trans Code Type 0 Type 1 Type 2 Type 3 Type 4 Type 5 Type 6 Type 7 Type 8 Type 9 Ref No2 Optional ICnnnnn, LCnnnnn RVnnnnn AWnnnnn or blank for AR Feed nnnnnnn (Voucher#) 025 Compound JE- CJE (Spec Process Field) 069 n/a n/a n/a n/a n/a n/a n/a n/a n/a Adjustment within same campuses. Note: No cross campus JE Ref No1 Various Ref No2, Tnnnnnn, Pnnnnnn 104 Regular Voucher 14n All Others Demand Check (always handled on a cash basis Reserved for future - Refund of overpayment on AR invoice Invoice payments from Purchasing System Recurring Payment Create a separate check for each invoice/ voucher Ref No1 A, B, C, E, F, G, H, K, L, M, N, P, R,TDOC#, Numeric ( Use this for student loan checks) 108 Regular Credit Memo 15n All Others 109 Prepaid Voucher 16n All Others Transfer of B&G Collection to State Dir of Finance (Feed to FA with Trans. Code 041) Gen Reimb Claims & Advance (Feed to FA with Trans. Code 044) Investment in TCD (Feed to FA with Trans. Code 045) Does not update the Check Recon File (e.g. recording of SWV) 110 Void Check - Use this unless the check has already been reconciled. Automatic reversing entries Ref No1 Annnnnn Annnnnn INV0nnn Ref No2 nnnnnn (Chk#) nnnnnn (Chk#) nnnnnn(chk#) Retain a trans type used on the original trans. Will not make adjustments to information in the Check Rec File but will adjust the voucher 7
8 P 8 of 8 FMIS - SUMMARY OF SCREENS/TRANSACTION TYPES/DOCUMENTS August 2001 Screen Functions Trans Code Type 0 Type 1 Type 2 Type 3 Type 4 Type 5 Type 6 Type 7 Type 8 Type Prepaid Credit Memo 17n All Others Transfer of B,G&S Collection to State Dir of Finance G&S Reimb Claims & Advance (Feed to FA with Trans. Code 044) Investment in TCD Does not update Check Recon Ref No1 Annnnnn Annnnnn INV0nnn GALC and ORS use only: Screen Functions Trans Code Type 0 Type 1 Type 2 Type 3 Type 4 Type 5 Type 6 Type 7 Type 8 Type Bank Transfer GAO (Spec Process Field) 090n n/a n/a n/a n/a Receipts Disbursements n/a n/a n/a n/a Ref No1 Optional Optional 015 Beginning Balances - GAO (Spec Process Field) Ref No2 098 n/a n/a n/a n/a n/a n/a n/a n/ Beginning Balance adjustment to fund balance. Ref No1 Optional n/a Ref No2 8
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