GL Posting Document Procedures

To prepare a journal entry, a G/L Posting Document (SA) form needs to be filled out.

The following are guidelines to filling out this form. You may also refer to a sample of the G/L Posting Document and transfer examples.

Please send completed entries to Accounting Services, Warriner 304, for processing.

Rules for Filling Out the G/L Posting Document (SA) Form
1 Document Date	Most of the time, you will want to use today's date. Example: 07012000 (four character year).
2 Period	Use a number to represent the (fiscal) month in which the entry should be posted. Example: a Document Date of 07012000 would use a Period of 1. July = 1 August = 2 September = 3 October = 4 November = 5 December = 6 January = 7 February = 8 March = 9 April = 10 May = 11 June = 12
3 Reference Doc	Leave this field blank, and Accounting Services will assign a reference number.
4 P.K.	In this field you need to specify a Debit or a Credit. Write a 40 to indicate a Debit (taking money away from an account), and write a 50 to indicate a Credit (giving money to an account).
5 Cost Center	Cost Center is the departmental account number.
6 Internal Order	Internal orders are created by departments to segregate expenses in a more detailed manner. The number can be 2 to 10 digits long. For more information on internal orders, contact Accounting Services.
7 WBS Element	Used in place of a cost center number for most grants created subsequent to 11/1/05. WBS elements ending with the digit “1” represent EXTERNAL funding (e.g., grant F60064 would have the WBS element 600641). WBS elements ending with the digit “2” represent INTERNAL or matching funds (e.g., grant F60064 would have the WBS element 600642).
8 Business Area	Business Areas are overall funds that contain the Cost Centers. For example, the General Fund is 1000, the Designated Fund is 2000, etc. If you enter a Cost Center and a G/L Account Number (below), you do not need to fill in this field (the system can determine the Business Area).
9 G/L Account No	G/L Account No is the General Ledger Account Number. The G/L that should be used depends on which costs centers are used.
10 Amount	Enter the amount of the transaction, without a dollar sign. Always use positive numbers. For example, to process a $100.00 transaction, write 100 and then 00 after the separation line to indicate 100 dollars and 0 cents.
11 Explanation	In this field you have 50 characters to explain why you are creating this transaction. If your journal entry has several transactions and you want each entry to read the same, then after entering the text in the first line you can place a plus sign (+) in this field for the second and subsequent items. Note, however, that the text must read exactly the same as the previous line. So if entries vary even by date, you must enter new wording in the Explanation field.
(additional entries)	Repeat steps 4 through 9 as needed. Remember, each Debit must be accompanied by a Credit (and vice versa), and the Debit total must match the Credit total.
12 Document No	Document numbers are generated automatically by the SAP system. Please leave this field blank.
13 Total Debits	Add up all Debits (40-type transactions) and enter the total here.
14 Total Credits	Add up all Credits (50-type transactions) and enter the total here. Also, check that Total Debits equals Total Credits.
15 Prepared By	Please print your name here. Also, include your telephone number behind your name so that we can contact you if we have questions about your entry.
16 Date	Enter the date for the journal entry. Sometimes this date may vary from the date the form is actually filled out.
17 Backup Attached?	Merely answer Yes or No. If you have documentation that supports the entry you are processing, circle Yes and attach it to the entry. If you have not attached any backup, circle No, and complete the Comments area explaining the reason for the entry.
18 Comments	Indicate any other helpful comments regarding this journal entry. For example, Backup located in University Events.
19 Approved By	Once your entry has been reviewed by Accounting Services, an accountant will approve your entry and sign his or her name in this space, so leave this field blank.
20 Keyed By	Currently Accounting Services is keying journal entries. Leave this field blank.