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BUDGETARY CONTROL

MODULE

PROCEDURES

MANUAL

PAGE SECTION

• TABLE OF CONTENTS 1 24-
• DOCUMENT ENTRY 2-15 24-
  • OVERVIEW
  • DOCUMENT ENTRY PROCEDURES
  • KEY INFORMATION SCREEN (211, 241) 4-
  • GENERAL INFORMATION SCREEN (212, 242) 7-
  • DETAIL LINE SCREEN (213, 243) 9-
    • Document Hold Indicators & Messages 13-
  • REQUIRED DOCUMENTATION
• DOCUMENT INQUIRY 16-22 24-
  • OVERVIEW
  • MAIN MENU SCREEN
  • FINISHED DOCUMENTS 18-
  • UNFINISHED DOCUMENTS 21-
• AVAILABLE FUNDS INQUIRY 23-28 24-
  • OVERVIEW 23-
  • LEVEL 0 INQUIRY 24-
  • SUMMARY OF LEVELS & DISPLAY
  • LEVEL 1 INQUIRY
  • LEVEL 2 INQUIRY
  • LEVEL 3 INQUIRY
  • LEVEL 4 INQUIRY

DOCUMENT ENTRY PROCEDURES

PROCEDURE: From the Budgetary Control Main Menu Screen, select DOCUMENT PROCESSING and press the Enter key. The Budgetary Control Document Entry Menu Screen appears. You can get to the Document Processing Screen by typing 200 in the NEXT FUNCTION field of any budgetary control (BC) screen and pressing Enter.

Journal voucher entry is used for cash receipts, expenditure adjustments, revenue adjustments, noncash vouchers, prior period adjustments, accrual adjustments, accrual statements, and most other BC entry except encumbrance adjustments.

Encumbrance adjustment entry is used for encumbrance adjustments only.

Journal Voucher Entry: Type 1 in NEXT FUNCTION field on the menu screen above, or type 211 in NEXT FUNCTION field of any budgetary control screen.

Encumbrance Adjustment Entry: Type 4 in NEXT FUNCTION field on the menu screen above, or type 241 in NEXT FUNCTION field of any budgetary control screen.

Three screens must be completed in order to enter a voucher. They are: 1) Key Information, screen 211 or 241; 2) General Information, screen 212 or 242; and, 3) Detail Line, screen 213 or

KEY INFORMATION SCREEN

KEY INFORMATION SCREEN: Use BC screen 211 to add new journal vouchers or to continue documents on hold.

Use BC screen 241 to add new encumbrance adjustments or to continue documents on hold.

REQUIRED FIELDS

OPTION: Select the type of processing you want to do: A... Add New Document. C...Continue Document. Continue processing a document currently on hold.

KEY INFORMATION SCREEN

The fiscal year indicator in two-digit non-cash voucher prefixes appears in the third position of document number, e.g., CD707021, FM709034.

PREFIX CENTRAL NON-CASH BILLINGS __ AV ................................................. Aviation Insurance BB ................................................. Bonded Building Insurance BG ................................................. Buildings and Grounds BL ................................................. Boiler Insurance CD ................................................. Central Duplicating CS ................................................. Cyber Security DC ................................................. Airline Billing DP ................................................. Data Processing FB ................................................. Fidelity Bond Insurance FL ................................................. State Flag FM ................................................. Bureau of Finance and Management FP ................................................. Federal Surplus Property IN ................................................. Insurance (various) MP ................................................. Motor Pool MR ................................................. Use Allowance MS ................................................. Mail Services PE ................................................. PEPL General Liability Insurance PL ................................................. Bureau of Human Resources PM ................................................. Property Management PP ................................................. Office of Procurement Management RD ................................................. Rural Development RM ................................................. Records Management SE ................................................. State Engineer SU ................................................. Surplus Property Clearing TD ................................................. Telephone Directories TL ................................................. Telecommunications TR ................................................. Training Services (BHR) VL ................................................. Vehicle Insurance (PEPL)

PREFIX OTHER AGENCY NON-CASH BILLINGS

AB ................................................. Special Aviation Fund Billing (DOT) HL ................................................. Health Lab Billing (DOH) PI ................................................. Pheasantland Industries (DOC) PS ................................................. Public Safety Inspections (DPS)

APPLICATION AREA: Enter the two-digit code assigned by the Bureau of Finance and Management. A valid list of application areas can be found in procedure 20-050 of the accounting systems overview procedures manual.

OPTIONAL FIELD

DATE FORMAT: Carried over from general policy. The format should always be MDY.

GENERAL INFORMATION SCREEN

GENERAL INFORMATION SCREEN: Press Enter to display the general information screen, also called the header screen (BC 212 or 242). Use this screen to enter general document data for a journal voucher:

Use this screen to enter general document data for an encumbrance adjustment:

PROCEDURE: Key data in all required and any desired optional fields.

DETAIL LINE SCREEN

DETAIL LINE SCREEN: After completing screen 212 or 242, press Enter. The first detail line screen (213 or 242) will be presented. This screen is used to enter accounting transaction information for a journal voucher or encumbrance adjustment. One accounting transaction line is entered per screen.

Journal voucher detail entry screen 213:

Encumbrance adjustment detail entry screen 243:

Key in data to the required fields and optional fields as needed.

DETAIL LINE SCREEN

REQUIRED FIELD(S)

LINE: Type the specific line number (you don’t need to enter leading zeroes). A document can have from 0001 to 9998 lines.

TRANSACTION CODE: This code specifies the way in which the line should be processed.

A....Add a line The system reserves funds on the available funds file (AFF). D....Delete a line The system releases funds reserved by the line on the AFF. C....Change Any data on a previously entered line can be changed. The system makes adjustments to the available funds file if company, account, or center (or any combination) changes. *....Ignore If unable to enter a line due to insufficient funds or coding not on GL, use * to ignore the line. See also NOTE below.

COMPANY/ACCOUNT/CENTER: Type the company/account/center combination for each line of the document. The combination entered on a screen carries forward to the next line screen and can be modified if needed, rather than reentering all coding.

NOTE: The company/account/center combination must be on general ledger (GL) prior to being used on a document. The system will issue an error message if coding is not on general ledger. If this happens, type * in the transaction code, .GL in the ACTION field and press Enter. This will take you to GL where the combination can be added using screen 286 (to add account, if needed), and/or screen 287 (to add account/center).

After completing GL maintenance, enter .BC in the ACTION field and press Enter. This will return you to the document line. If you receive an “account distribution invalid” message after adding an account/center to general ledger, you must wait for an available funds file (AFF) rebuild to enter that line. Type an asterisk (*) in the transaction code, and put the document on hold.

You cannot code lines directly to cash accounts, i.e., those beginning with 114.

Coding Specific Document Lines (on screen 213 unless otherwise noted) :

CASH RECEIPTS: The ACCOUNT number with the following exceptions will be a class 4 revenue account.

• When a payment is received on an outstanding loan or due from employee, the ACCOUNT number will be a class 1 receivable account according to the loan type.
• When a refund is received due to an overpayment in the current year, the ACCOUNT number will be a class 5 expense account.
• When cash is received for an agency fund (8000, 8010), the ACCOUNT number will be a class 2 liability account.

ELECTRONIC PAYMENTS: The ACCOUNT number is often a class 5 expense account, coded to the subobject level, e.g., 52050200. Other account classes may be used, where appropriate, e.g., 1, 2, or 4.

DETAIL LINE SCREEN

OPTIONAL FIELD(S)

TOTAL: Document total is carried over from the general information screen for informational purposes. It may be changed on any detail line. When balancing a document, any difference between document total amount and total document lines amount will be displayed at the top of the screen.

DESCRIPTION FIELDS: You can use the first and third description lines to identify a transaction. The description-2 field is reserved for central approval purposes. Description-1 is 30 spaces long and description-3 has room for ten spaces. If the account begins with 1246 (due from employees), positions 1-6 of description-3 field must contain the six-digit employee number.

To use project company and project code: type project company (0008 or 0009) and project code in the description-1 field starting in position one with no spaces in between, e.g., 0008PROJECT01. The project code may be up to twelve digits long (following project company). See also the project procedures manual.

PROJECT COMPANY/CODE: Leave these two fields blank (see DESCRIPTION FIELDS).

ACCOUNTING RULE: The system will supply default values.

EFFECTIVE DATE: This field defaults to the date entered on the header screen (212 or 242). You can change the effective date on each line, but debits and credits must balance by period. Do not change effective dates on a non-cash voucher; effective date on all lines of a non-cash voucher must be the same.

LEVEL OF FUNDS CHK AND UPDATE AFF: The system will supply default values.

NEXT LINE: Press Enter to access the next line of a document. Edit checks will be performed by the system when this occurs and the next screen will appear if you are successful. If not, an error message will be displayed. If you cannot interpret the message, contact the Bureau of Finance and Management.

Go directly to a particular line by typing that line number here and Enter. You can return to the header screen by entering a zero (0).

DOCUMENT OPTIONS: You can HOLD, KILL, or END a document. A description concerning each option follows.

HOLD: Enter H or HOLD in the OPTIONS field and press Enter. Documents remain unfinished on the document file until Ended by the user, or until centrally approved, or until deleted. Successfully entered lines, even those on Hold, update the available funds file (AFF).

KILL (DELETE DOCUMENT): Enter K or KILL in the OPTIONS field and press Enter. This action deletes the document. All detail lines must be deleted first (by typing D in the TRANSACTION CODE field of each detail line and pressing Enter).

END: Enter E or END in the OPTIONS field and press Enter when all lines have been entered and you wish to finish a document. The system allows you to finish documents only if all on-line edits are passed.

HOLD INDICATORS and MESSAGES

The following criteria will cause the system to place a document on hold.

10th RESULTING POS. DOCUMENT DOC ID BC EDITS (In Sequence) STATUS & Document is a commitment or encumbrance HOLD APPVL adjustment, or is a budget transfer or budget maintenance.

• Document is a cash receipt with a debit. HOLD COMPL

( Document is an electronic payment with a credit. HOLD COMPL

• Document has a line with something entered HOLD COMPL in description-2 field (non-approval operator only).

= Document approval number was not entered HOLD COMPL in description-2 field (approval operator only).

^ Document includes a line coded to due from HOLD COMPL employees (1246) account, but description- field does not contain the employee number in positions 1-6.

$ Document does not balance, i.e., the debits do HOLD APPVL not equal the credits.

! Document with an XFM, XNG, or XST prefix HOLD APPVL (used for accruals documents only).

? Document with a general fund or company HOLD APPVL 2000 operating transfer in or out.

Document with a line coded to an equity (class 3) HOLD APPVL

account.

% Document does not net to zero for total HOLD APPVL resources, i.e., debits do not equal credits for accounts beginning with 114 and/or 14.

@ Document does not balance for operating HOLD COMPL transfers. The debits and credits for operating transfers out do not equal the debits and credits for operating transfers in.

~ Document does not balance for personal HOLD COMPL services accounts, i.e., debits and credits are not equal for lines with accounts beginning 51.

REQUIRED DOCUMENTATION

REQUIRED DOCUMENTATION: Whether or not a document needs to be approved centrally, a source document must be prepared and kept by the agency for post-audit purposes. Journal voucher and encumbrance adjustment documentation may be: 1) a screen-print of the General Information Screen (211 for journal voucher; 213 for encumbrance adjustment) with signature stamp and justification; OR , 2) a completed copy of the state voucher form.

Documents must contain the following minimal information: Transaction type (cash deposit, operating transfer, encumbrance adjustment, etc.); Application Area; Entry Date; Document Number; Document Total; Justification; and, Agency Approval Signature.

NONCASH VOUCHERS: For most types of documents, you decide when they are needed and entered on-line. However, for noncash vouchers, this is not necessarily the case. You must work with other agencies in processing these documents. Noncash vouchers are either 1) automatically generated from central billing systems or, 2) manually prepared by agencies.

Manually Prepared Noncash Vouchers

1. The initiating agency enters the document recording revenue on the first line(s) of document and puts it on hold. Document total must be twice the amount of revenue lines so that when the billed agency enters its lines, the total will be correct.

2. The initiating agency prepares paper noncash document and forwards it to the billed agency.

3. The billed agency, using on-line screens, adds its expense coding lines and finishes (Ends) the document.

Automatically Generated Noncash Vouchers

1. The central billing systems prepare an electronic or paper voucher and a batch transaction that puts the document on the journal voucher file with a hold completion status.

2. The billing agency sends the electronic or paper document to the billed agency, along with a copy of charges they are to pay. The billed agency finishes the document on-line by adding its expense coding lines and finishes (Ends) the document.

EDIT MESSAGES: You may experience problems in entering information on any of the above screens. The system usually displays error messages when this occurs. Most messages are easily understood, but some may not be. Contact the Bureau of Finance and Management if you need help interpreting a message. See also Appendix B, Common Accounting System Error Messages, in the accounting systems overview procedures manual.

DOCUMENT INQUIRY

OVERVIEW: All documents entered either on-line or in batch mode to Budgetary Control are stored on a document file where you can inquire against them. Documents are kept on the BC files for at least four months.

In order to inquire documents, you must sign-on to the South Dakota Financial Systems and reach the Budgetary Control Main Menu Screen. Sign-on procedures are found in section 20- of the accounting systems overview procedures manual.

DOCUMENT INQUIRY

DOCUMENT INQUIRY: The following procedures may be used for finished and unfinished documents.

PROCEDURE: On the Document Inquiry Screen, you provide information about the document to be inquired.

DOCUMENT IDENTIFICATION: Type the document ID number to be inquired and enter it in the space provided.

LINE: Optionally enter a line number to begin display with that line. When left blank, the display defaults to line zero, the Document General Information (Header) screen (112 or 142).

DATE FORMAT: No entry required; this field defaults from general policy. If a value is entered in this field, it must be MDY.

Press Enter to bring up next screen.

DOCUMENT INQUIRY

PROCEDURE: You can get to this screen from screen 111 if nothing or 0 was typed in the LINE field. You can also get to this screen from any document screen by typing 0 in the OPTIONS: NEXT LINE field and pressing Enter. Information shown on this screen is the same as entered during document entry.

Press Enter to get to detail line one; or type desired line number in OPTIONS: NEXT LINE field and press Enter. It is not necessary to enter leading zeros in line number.