General Ledger Transactions

Owned by Justin Freeman
Last updated: May 16, 2024
2 min read

Forms:

*Please see the JV Upload Instruction page for detailed information.

To Reclass Revenue or Expense:

A reclass is used to move a revenue or expense transaction from one Fund-Org-Account-Activity (FOAA) to another FOAA. Reclasses are typically used to correct original transactions that were posted to the wrong fund, org, account or activity.

To request a reclass, fill out the JV form above and send an email to General Ledger (generalledger@spu.edu) Make sure the JV & backup contains the following information:

  1. FROM: Where the transaction is currently posted.

    • FOAA

    • Amount

    • Invoice/document number and description

*A copy of a Banner query with this transaction would be sufficient. If it is a partial reclass, please indicate the total amount of the posted transaction of which it is a part.

*Note - if the transaction has not yet been posted in Banner e.g. Accounts Payable has not processed your Jira request, then a reclass is not needed. Instead, email the responsible department.

  1. TO: Where the transaction should be moved to.

    • FOAA

  2. If either of the FOAA in steps 1 and 2 is outside your budget area, CC the budget manager for that area in your email to General Ledger. This shows us that they are aware of the transaction.

Accounting Rules: See General Ledger & Excel Tips for details

Account Type

Accounts

Debit

Credit

Account Type

Accounts

Debit

Credit

Asset

1xxxx

Increase

Decrease

Expense

6xxxx-8xxxx

Increase

Decrease

Liability

2xxxx

Decrease

Increase

Net Assets

4xxxx

Decrease

Increase

Revenue

5xxxx

Decrease

Increase

Example:

image-20240321-160822.png

To Process an Interdepartmental (ID) Charge:

An ID charge is a charge for goods/services provided by another department. ID accounts (801xx) should only be used for transactions between departments within SPU. Revenue (5xxxx) and Expense (7xxxx) accounts should NOT be used in this case.

Examples include event ticket charges (ex. athletics, forums and other meetings), library charges, motorpool charges, Printing & Mailing charges,; ASSP sound equipment charges etc.

To request an ID charge, fill out the JV form and send an email along with backup (email conversation and budget manager’s approval) to general ledger that contains the following information:

  1. Debit:

    • FOAA of department receiving the good/service

    • Description - What the charge is for

    • Amount

  2. Credit:

    • FOAA of department providing the good/service

    • Description - What the charge is for

  3. Budget manager’s approval of charge

For Example: Health Services provided lab works for student athletes.

image-20240314-171230.png

To Request a Funds Transfer to a Designated (Non-Budgeted) Fund:

A transfer is needed to move funds to/from designated (non-budgeted) funds. For more information, please visit the Budget wiki page.