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TRANSACTION TYPES AND CODES

Accounting Services Section (ACT)

POLICY 5

Effective Date: 02/10/2003

Last Modified Date: 03/17/2003


General

Input into the Financial Records System is categorized by seven different transaction types. Particular transactions within these categories are tagged with a two-digit transaction code/entry code. This transaction code is printed on the transaction portion of the monthly FBM091 account statement (in the "TC" column) to help identify the reason the transaction was processed.

Maintenance Transactions

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, which is used to identify the batch header record into data input. These transactions do not appear on the FBM091 reports.

Budget Transactions

The various budget transactions for original budget, budget revisions, future year budget, etc., are identified by transaction codes 20–29.

Cash Receipt Transactions

Receipts from the Cashiers Office are identified by transaction code 30. All other receipts are identified by transaction code 31.

Cash Disbursements Transactions

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. Disbursements made through the payroll system have transaction code 42. Some cash disbursements and credit memos, identified by transaction codes 41 and 45, are manually entered into the system.

Encumbrance Transactions

Encumbrance transactions may use transaction codes 50–59. Transaction code 58 is reserved for Facilities & Administrative (F&A) encumbrance. Encumbrances carried forward to the next budget year are identified by a unique 57 code, which is determined at year-end. Transaction code 51 is an encumbrance adjustment from the purchasing system.

Journal Entry Codes

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 codes used are 60 and 62. If the entry is a compound journal entry (unequal number of debit or credit entries but equal debit and credit dollars) the entry code is 69. For journal entries created by automated prorates of dollar data, entry code 61 is used. Transactions from the Student Billing and Receivable System use entry code 65.

Transaction Entry Codes

Transaction Entry Codes as they are used on the FBM091 report are as follows:

Budget
20 Budget Entry (to affect original and revised budgets)
21 Revised Budget (affects revised only)
22 Budget Transfer (affects revised only)
29 Future Year Budget (non-State funds)
82 Future Year Original Budget (State funds only)
83 Future Year Revised Budget (State funds only)

Cash Receipts
30 Cashiers Office Cash Receipt
31 Direct Deposit Cash Deposit

Cash Disbursements
42 Payroll Disbursement and Payroll-generated Journal Entries
45 Other Cash Disbursements
48 Accounts Payable Disbursements and Canceled Computer Checks

Encumbrances
50 Encumbrance
51 Encumbrance Adjustments from the Purchasing System
57 Encumbrances Carried Forward
58 Reserved for F&A Encumbrance

Journal Entries
60 Journal Entry
61 Journal Entry Automated Prorate Transactions
62 Journal Entry—Bypass Freeze Flag
65 Journal Entry—Billing and Receivable System
69 Compound Journal Entry/Transfer Vouchers

Additional entry codes are used in the system by the UNC–Chapel Hill business offices.


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