NCAS

Budgetary Control Documents Questions and Resolutions
 

Questions
Resolutions
One of my JV entries posted to SBM with a closed period error, but when I look at the entry in BC it has the closed period indicator on the header.  Why is the entry in SBM different? Behind the scenes, the system applies the closed period indicator from the JV header to each line as it is entered.  If after you have finished entering the JV lines, you go back and change the closed period indicator on the JV header, the system does not reapply the new indicator to the JV lines.  The JV entry will post to SBM without the updated indicator.  You can then change it in SBM.  This adds an additional day to posting the JV entry.  If you must have it processed on the first night, you have to delete the JV lines, kill the document header and start over; this time using the correct indicator from the beginning.
I need to access a JV entry, but the system gives the message "BC 206:  DOCUMENT CURRENTLY IN PROGRESS".  How can I complete this entry? Find the entry on the Unfinished Documents Screen (BC181).  The operator ID listed next to the document is the user who has this entry locked.  Only that user can release the document.  To release the document, the user must continue the entry from the JV entry screens (BC211).  Once in the document, the user places it On Hold.  Then any other user with End authority over the first user can access the document.
What is the difference between a doc id 22, 24, and 27 on a journal voucher?  How do I know which one to use? There really is no difference between these doc id's, except for their definitions.  Cash requisitions are recorded with a 22 doc id.  The electronic transfer of funds out of one of your Cash Management budget code accounts to another state agency's budget code account is recorded with a 27 doc id.  A doc id 24 is used to record the electronic transfer of funds from one of your Cash Management budget code accounts to an agency/institution that is not managed by the Cash Management System.  If you use the wrong one accidentally, there isn't any need to correct your journal voucher because all three doc id's will report transactions posted against your cash account in the DISBURSEMENTS/TRANSFERS ADJUSTMENT column of the BD800 report.
What is the difference between a doc id 21 and 25 on a journal voucher?  How do I know which one to use? There really is no difference between a doc id 21 and a 25, except for their definitions.  Cash deposits are recorded with a 21 doc id.  The electronic transfer of funds into one of your Cash Management  budget code accounts is recorded with a 25 doc id.  If you use the wrong one accidentally, there isn't any need to correct your journal voucher because both doc id's will report transactions posted against your cash account in the DEPOSITS/TRANSFERS ADJUSTMENT column of the BD800 Report.
When should I use a doc id 39 instead of a 31 on a journal voucher? It makes no difference which doc id is used.  There are essentially no differences between the two.
How do I know which doc id to use when clearing suspense balances? It doesn't matter which doc id you use on a BC document to clear suspense unless the transaction that posted to suspense has a 111270, 111260 or a 111240 cash account.  If it is a cash transaction that posted to suspense, then you want to use the same doc id to clear suspense as the original document that caused it to go to suspense originally.

For example:  If the original entry was a deposit with a doc id of 21, then record the correction to suspense with a doc id 21.

If you use the wrong doc id for cash, your BD800 report column totals may be incorrect.
When should I use a doc id of 29 or 28 on my BC documents? Doc id's 28 and 29 should NEVER be used without the permission of an OSC systems accountant.  These doc id's have specialized functions and if used improperly can incorrectly report cash transactions on your BD800 report.