Detailed Listing of Entry Codes

Entry Code 13:	Commitment Adjustment
Contact:	Matt Westhuis - 45717 Accounting Services/FREH
Information Needed:	Document number, account number, object code, description
To obtain documentation:	Contact Accounting Data Analyst

Source of Entry	Document # Format	Document Numbering Methodology
A Various	YDDDDZZZZZ	Assigned by dept. to reference the commitment being adjusted.
B Purch. 26	YKXXXXX	Blanket Standing Order commitment adjustment by Purchasing.
Purpose of Entry Code:	Transfers commitment to a different account or increases or decreases a commitment. Use to close commitment lines or entire commitment document.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
A 9-4206		13	9999999999	7/17/91		60800	SP. C-M OR FISHER	-2,738.90
B 9-4206		13	9999999999	7/17/91		60410	SP. C-M OR FISHER	2,738.90

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Entry Code 14:	Establish Commitment
Contact:	Matt Westhuis - 45717 Accounting Services/FREH
Information Needed:	Document number, account number, object code, description
To obtain documentation:	Contact Accounting Data Analyst

Source of Entry	Document # Format	Document Numbering Methodology
BO 1214	YDDDDZZZZZ	Assigned by department
Trans 17	YDDDDZZZZZ	Assigned by department
Purch 12	YDDDDZZZZZ	Assigned by department
Purch 15	YKXXXXX	Assigned by Purchasing
PP Req	YDDDDZZZZZ	Assigned by department
Purpose of Entry Code:	Contractual Requisition - Establishes a commitment Travel - Establishes a commitment Regular Requisition - Establishes a commitment Blanket Standing Order - Establishes a commitment Standing Work Order - Establishes a commitment

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
9-4206		13	9999999999	7/15/91		60800	SP. C-M OR FISHER               F	2,738.90

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Entry Code 15:	Commitment Delete
Contact:	Matt Westhuis - 45717 Accounting Services/FREH
Information Needed:	Document number, account number, object code, description
To obtain documentation:	Contact Accounting Data Analyst

Source of Entry	Document # Format	Document Numbering Methodology
Various	YDDDDZZZZZ	Assigned by dept to reference an existing commitment
Purch 26	YKXXXXX	References an existing Blanket Standing Order commitment.
Purpose of Entry Code:	CAUTION: Deletes entire commitment record from EDF; eliminates audit trail. Recommendation: use entry code 13 to close commitment.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
9-0203		15	99999P9999	7/21/93	FW01536		BOND 6/3-4	-11.00

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Entry Code 17:	Commitment Carry Forward
Contact:	Matt Westhuis - 45717 Accounting Services/FREH
Information Needed:	Document number, account number, object code, description
To obtain documentation:	Contact Accounting Data Analyst

Source of Entry	Document # Format	Document Numbering Methodology
Prior Yr.	YDDDDZZZZZ	System generated End Balance
Purpose of Entry Code:	Carries forward commitments from the prior year to establish a new fiscal year balance.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
9-4205		17	9999999999	7/01/91		61600	Commitments Forward               F	34.00

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Entry Code 19:	Commitment General Ledger Adjustment
Contact:	Matt Westhuis - 45717 Accounting Services/FREH
Information Needed:	Document number, account number, object code, description
To obtain documentation:	Contact Accounting Data Analyst

Source of Entry	Document # Format	Document Numbering Methodology
BO 1212	ZZZZZTTT	Assigned by Accounting
Purpose of Entry Code:	Creates an adjustment to the general ledger commitment balance without affecting the EDF file.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
9-4298		19	009347	5/20/91			9999999999    E	390.70

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Entry Code 20:	New Annual Budget
Contact:	Bette Bilyeu - 47127 Fiscal Planning/FREH	Rosanna Phillippo - 47350 Accounting Services/FREH
Information Needed:	Account number, document number
To obtain documentation:	Contact Central Files - 47150 Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
BO 1008	ZZZZZ	Assigned by Accounting
	2ZZZZZZ	System Generated
Purpose of Entry Code:	Represents approved income and expenditure budgets for the new fiscal year, including corrections to these new estimates. (Does not include prior year-end budget balances brought forward.)

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
7-1099		20	9999999	7/1/91			Salary & Wages             A	75231.00-
7-1999		20	9999999	7/1/91			Supplies & Expenses        A	78902.00-

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Entry Code 21:	Change in Budget
Contact:	Rosanna Phillippo - 47350 Accounting Services/FREH
Information Needed:	Account number, document number
To obtain documentation:	Contact Central Files - 47150 Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
BO 1008	ZZZZZ	Assigned by Accounting WL
	6ZZZZ	Assigned by Accounting Calumet
	7ZZZZ	Assigned by Accounting Fort Wayne
	9ZZZZ	Assigned by Accounting North Central
PC 10's	P79999TTT	Assigned by Fort Wayne
	P99999TTT	Assigned by North Central
	P29999TTT	Assigned by Budget Office WL
	P39999TTT	Assigned by Budget Office WL
	P49999TTT	Assigned by Budget Office WL
	P59999TTT	Assigned by Budget Office WL
	The prefix "P" is assigned to distinguish it from BO 1008
Source designated by first digit of document number	N000CCZZZZ	Assigned by SPS. For each value  of "N", there is a separate "ZZZZZ" sequence within each CC which designates the clerk code. The only valid "N" values for E.C. 21 are 2, 3, 4 and 8 (Change Notice of Award Increase, Change Notice of Award Decrease, Change in Budget and Change in Budget for a Project on Continuation of Award Notice to Proceed).
Purpose of Entry Code:	Increases or decreases recurring or non-recurring budget estimates.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
7-1099	001	21	0000331	8/9/91	51001		0040A12 Xxxxx              B	93.75-

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Entry Code 22:	Budget Balance Carry Forward
Contact:	Bette Bilyeu - 47127 Fiscal Planning/FREH
Information Needed:	Account number, any documentation available
To obtain documentation:	Contact Central Files - 47150 Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
Generated Budget	22mmddy	System generated
BO 1008	ZZZZZ	Assigned by Accounting
Purpose of Entry Code:	Represents prior year-end budget balances brought forward to the new fiscal year, and initial corrections to the carry forward amounts.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
7-1999	001	22	0000187	7/29/91			Balance Carry Forward      A	13062.67-

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Entry Code 25:	Budget for New Physical Facilities Work Order
Contact:	Cleo Logan - 45848 PF Cost Accting ofc/FSB	Linda Longo - 44720 PF Cost Accting ofc/FSB
Information Needed:	Work Order Number (which is in the form 006 1XXX-XXXX)
To obtain documentation:	Contact Central Files - 47150 Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
PP 59-E	OSUUUUUUUU	Assigned by Physical Facilities to reference the Work Order Number. The literal "0" is constant.
PP 59-CR	OSUUUUUUUU	Assigned by Physical Facilities to reference the Work Order Number. The literal "0" is constant.
Purpose of Entry Code:	Establishes a budget to correspond a new Physical Facilities work order.
*THIS ENTRY CODE WILL NOT NORMALLY APPEAR ON DEPARTMENTAL MONTHLY STATEMENTS*

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Entry Code 26:	Budget for New SPS Account
Contact:	Daily Systems Administrator - 41079 Sponsored Program Services/HOVD
Information Needed:	Document number, account number, and object cod
To obtain documentation:	Contact Central Files - 47150 Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
Notice of Award	N000CCZZZZ	Assigned by SPS. For each value of "N" there is a separate "ZZZZZ" sequence for each CC which designates the clerk code. The only valid "N" value for E.C. 26 is "1".
Purpose of Entry Code:	Establishes a budget for a new SPS account opened during the year.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
4-9305		26	99999999999	7/22/91			Budget for new SPS Project A	12,891.00
7-8810		26	99999999999	7/22/91			Budget for new SPS Project A	12,891.00

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Entry Code 27:	New Annual Budget - HFS
Contact:	Fiscal Admin, Auxiliary Enterprises - 42278 Housing and Food Service/SMLY
Information Needed:	Document number
To obtain documentation:	Contact Fiscal Admin, Auxiliary Enterprises

Source of Entry	Document # Format	Document Numbering Methodology
HFS Worksheet	27mmddy	System generated
Purpose of Entry Code:	Establishes HFS budget estimates for the new fiscal year. Includes corrections to the initial budget estimates.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
6-8020		27	00001	9/30/93			BUDGET ESTIMATES             A	15,000.00

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Entry Code 30:	Balance Forward
Contact:	Charlie Klumpp - 67874 Accounting Services/FREH
Information Needed:	Account Number
To obtain documentation:	N/A

Source of Entry	Document # Format	Document Numbering Methodology
Prior Year-End Bal	30mmddy	System generated. The 'mmdd' portion should be constant at '0701' (July 1st)
B.O. 1212	ZZZZZTTT	Assigned by Accounting
Purpose of Entry Code:	Brings forward asset, liability, and fund balances to the new fiscal year.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
1-1101		30	9999999	7/1/91			6/30 Balance Forward	-2,801.27
3-1001		30	9999999	7/1/91			6/30 Balance Forward	-2,801.27

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Entry Code 31:	Cash Receipts Voucher
Contact:	Neil Smith - 46404 Accounting/FREH
Information Needed:	Document number, date
To obtain documentation:	Contact Central Files - 47150 Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
Bursar 1	ZZZZZ	Assigned by Bursar
	31ZZZZZ	Assigned by DAIS
Purpose of Entry Code:	Records receipt of cash

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
1-1101		31	99999999	8/9/91			Summary Trans EC=31 UC=J1	1,337.39
4-5721		31	9999999	8/9/91		51005	Meat Sale 7/26/91	419.11

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Entry Code 32:	Credits - General Bank Account
Contact:	Neil Smith - 46404 Accounting/FREH
Information Needed:	Document number, date
To obtain documentation:	Contact Central Files - 47150 Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
Acct 32	ZZZZZTTT	Assigned by Accounting
Purpose of Entry Code:	Records electronic/wire transfer cash receipts on the general bank account.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
4-5218		32	9999999	11/25/91		49999	C	-2,306.36

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Entry Code 34:	Credits - Credit Card
Contact:	Beth Hodson - 47378 Accounting/FREH
Information Needed:	Document number, Date
To obtain documentation:	Contact Central Files - 47150 Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
Acct 34	ZZZZZTTT	Assigned by Accounting
Purpose of Entry Code:	Records credit card electronic deposits for payments received by Purdue (Note: This is not a Purchasing Card Transaction).

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
4-5112	34	0000208	7/20/93				C	45.00

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Entry Code 35:	Credits - Non-general Bank Accounts
Contact:	Neil Smith - 46404 Accounting/FREH
Information Needed:	Document number, date
To obtain documentation:	Contact Central Files - 47150 Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
Acct 35	ZZZZZTTT	Assigned by Accounting
Purpose of Entry Code:	Records electronic/wire cash receipts on all bank accounts other than the general account.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
5-7999		35	9999999	09/02/93			C+S	17.00-

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Entry Code 43:	Encumbrance Adjustment
Contact:	Purchasing Help Desk - 47279 Purchasing/FREH
Information Needed:	Purchase Order Number
To obtain documentation:	Contact Purchasing Help Desk

Source of Entry	Document # Format	Document Numbering Methodology
Purch 26	See E.C. 44	References the purchase order being adjusted.
Purpose of Entry Code:	Transfers encumbrance to different account. May also be used to transfer budget estimate from a reserve account.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
8-6102		43	1B41245	8/5/91		55001	Change Notice 8/2/91Regular  H	5,943.90
8-6102		43	1B41245	8/5/91		55001	Regular                      H	-3,366.00

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Entry Code 44:	Encumbrance - Purchase Order
Contact:	Purchasing Help Desk - 47279 Purchasing/FREH
Information Needed:	Account Number and Document Number
To obtain documentation:	Contact Central Files - 47150 (Note: Regional campuses prepare their own) Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
B.O. 1214	YCFZZZZZ	Assigned by Acctg, or by Construction, depending on value of "F". Separate "ZZZZZ" range for each "F" value.
P.P. 59-E	OSUUUUUUUU	Assigned by Physical Plant to reference the work order. The literal "0" is constant.
Purch 15	YKXXXXX	Assigned by Purchasing (Regular, Lease, Service, Maintenance, Continuous, Stockless Standing Orders)
Ft Wayne Travel	XTRXXXX	Ft. Wayne Travel
Purch 13 or RC/Ship Order	YKXXXXXAAA	Job number (AAA) assigned by Purch. or dept. (for regionals) preparing  the ship order. The "YKXXXXX" references an existing Blanket Standing Order. (Ship Order)
LB-1	YKXXXXX	Assigned by Library (Library Purchase Order)
Purpose of Entry Code:	Establishes an encumbrance. May also be used to transfer budget estimate from a reserve account when reserve code is used.

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
8-6104		44	2PO1580	8/13/91		55127	Folletts Bookstore Library   H	100.00
8-4698		44	2PO2012	8/23/91		58041	International Spec Library   H	64.40

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Entry Code 45:	Encumbrance Close
Contact:	Purchasing Help Desk - 47279 Purchasing/FREH
Information Needed:	Purchase Order Number
To obtain documentation:	Contact Purchasing Help Desk

Source of Entry	Document # Format	Document Numbering Methodology
Purch 26	See E.C. 44	Purchase order/encumbrance
WIP System	OSUUUUUUUU	System generated. "O" is constant
Purpose of Entry Code:	Closes an encumbrance when not done through an invoice transaction (Entry Code 50)

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
8-6105		45	1PO7245	8/14/91		65054	H	125.00

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Entry Code 47:	Encumbrance Forward From Prior Year
Contact:	Purchasing Help Desk - 47279 Purchasing/FREH
Information Needed:	Account Number, Purchase Order Number
To obtain documentation:	Contact Purchasing Help Desk

Source of Entry	Document # Format	Document Numbering Methodology
Prior Year-End Bal	See E.C. 44	System generated
Purpose of Entry Code:	Carries forward encumbrances from the prior year to establish the new fiscal year balance

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
7-1999		47	9P10463	7/1/91			010 1000-0000  7-0503      B	-17.25
8-4298	001	47	9P10463	7/1/91			Encumbrances Forward       H	17.25

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Entry Code 49:	Encumbrance General Ledger Adjustment
Contact:	Neil Smith - 46404 Accounting Services/FREH
Information Needed:	Purchase Order number, account number, object code, description
To obtain documentation:	N/A

Source of Entry	Document # Format	Document Numbering Methodology
B.O. 1212	ZZZZZTTT	Assigned by Accounting
Purpose of Entry Code:	Creates an adjustment to the general ledger encumbrance balance without affecting the EDF File.
*THIS ENTRY CODE WILL NOT NORMALLY APPEAR ON DEPARTMENTAL MONTHLY STATEMENTS*

EXAMPLE:

OBJECT CODE	RESERVE CODE	ENTRY CODE	DOCUMENT NUMBER	EFFECTIVE DATE	REFERENCE	DREF	DESCRIPTION1	AMOUNT
8-4298		49	999999	11/5/93			3N34471	52.00-

 

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Entry Code 50:	Invoice Voucher
Contact:	Karen Morehouse - 47358 Disbursements/FREH
Information Needed:	Vendor name, Invoice number, date, and Invoice Voucher number
To obtain documentation:	Contact Central Files - 47150 Access through WebView

Source of Entry	Document # Format	Document Numbering Methodology
Invoice Voucher	YZZZZZZ	Assigned by Disbursements
Construction Vouch	YZZZZZZ	Assigned by Disbursements
County Mileage Cla	YZZZZZZ	Assigned by Disbursements
Travel	YZZZZZZ	Assigned by Disbursements
HFS 25 (Green Vouc	YZZZZZZ	Assigned by Disbursements
Note:	The above document numbers represent the Invoice Voucher Number. When the document is keyed, it will also contain the actual vendor invoice number ( with a ten-digit format QQQQQQQQQQ). The Budgetary Control system edits the vendor invoice number against duplicates, but passes the Invoice Voucher number to the General Ledger as the document number. The physical document will reference the Invoice Voucher, as well as the vendor invoice. It may also reference the encumbrance number (see E.C. 44) in order to relieve the encumbrance.
Purpose of Entry Code:	Records expenditure and reduces encumbrance, if any by the amount of Invoice. Will trigger an adjustment to the reserve account if a reserve code has been used. Will adjust the encumbrance if it varies from the invoiced amount. For HFS this entry code relieves the accounts payable established by entry code 63 for external vendors.

EXAMPLE: