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Online Tutorials
CHARTFIELD TUTORIAL (10 minutes)
ENROLL IN WORKSHOP (7 minutes)
Quick
Reference Guides
These Guides are maintained by the Office of Financial
Training and Documentation in pdf file format.
Adobe Acrobat Reader
is required to view and print these guides.
DEBITS AND CREDITS (PDF)
Debit and credits are used to make changes to, or
state the amount of, items on a financial statement. When using
the University’s General Ledger (central accounting system),
knowledge of debits and credits is needed for the following purposes:
- To create online transactions and record deposits
- To read any General Ledger report whose number ends in "61"
or "91"
- To recognize credits recorded by Accounts Payable
- To interpret data found using online inquiry ("Master Inquiry,"
"Journal Inquiry," or "Ledger Inquiry")
The Debits and Credits chart shows the various contexts in which
debits and credits are used, and their meaning, based on the context.
Note that in the General Ledger, when information is expressed
in terms of debits and credits, the credit is indicated by a dash
preceding the dollar amount (example –50.00). A debit is indicated
by the lack of any sign.
STANDARD MONTHLY REPORTS – EXPLANATION OF FIELDS (PDF)
This reference guide shows each of the fields on the basic Standard
Monthly General Ledger reports and describes what each field means.
The following reports are covered:
- GLU007OS-90, which provides a summary Income Statement for each
individual ChartField combination
- GLU004OS-91, which provides monthly detail of the transactions
that have taken place in each Income Statement
- GLU009OS-45, which provides a high-level summary of Income Statement
activity
- GLU003OS-61, which provides a one-line summary of Balance Sheets
- GLU006OS-91, which provides detail Balance Sheet information for
a single Balance Sheet
FUNDS TYPICALLY USED BY AN ACADEMIC DEPARTMENT (PDF)
This reference guide shows the types of funds an academic department
most frequently used and gives a basic explanation of how each type
of fund operates.
INTERPRETING YOUR BALANCE SHEET (PDF)
This reference guide shows the principal items one
could expect to see on a Balance Sheet for a university fund and
how to monitor them.
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