Document IDs

The document ID is a unique code that identifies each document.  Two documents cannot have the same document ID.  It is made up of the following fields:

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The department number (positions 1 and 2 of the document ID) comprises the first two digits of the agency's company number.

The NCAS - BC Document Code (positions 3 and 4 of the document ID) must be selected from the following list: 
  

1X Budget Entries
  11  Certified Budget Entry
  12 Authorized Budget Entry
  13 Inventory Consumption Budget Entry
  14 Internal Budget Entry
  17 Quarterly Allotment/Reversion/Revision
2X Cash Accounting
  21 Cash Receipt
  22 Cash Requisition
  23 Cash Receipts Accrual (used to identify cash deposits eligible for accrual)
  24 Cash Disbursement
  25 Cash Transfer-In Electronic (Deposits)
  27 Cash Transfer-Out Electronic (Disbursements)
  28 Cash Adjustment Entry (Debit entry affects deposits; credit entry affects disbursements)
  29 Cash Adjustment Entry (Net credit entry affects deposits; net debit entry affects disbursements)
3X Other Adjusting Entries
  31 Correcting/Adjusting Entry
  32 Thirteenth Month Reversal
  33 Thirteenth Month Accrual (when used with a 6/30 effective date, automatically creates reversing entries for 6/30 of the subsequent year)
  34 Thirteenth Month Accrual Not reversed)
  35 Beginning Balance
  37 Fixed Asset Adjustment
  38 Encumbrance/Commitment Adjustment
  39 Miscellaneous Agency Adjustment
9X System Generated Entries

The agency-defined portion of the document ID (positions 5 through 10) may be made up of both letters and numbers.  Each agency is responsible for determining its policy regarding this portion of the document ID code.

Transaction type codes are subject to change.  Refer to the NCAS Information Guide (SIG) for any adjustments


BC documents that affect cash accounts must use a BC transaction type that begins with a two. This includes error correction entries. The only exceptions to this rule are allotment entries (17) and beginning cash balance entries (35).

2X Transaction types are used to format the BD800 reports. Each column on the BD800 report reflects the following transaction types:
 
 

Transaction Type
BD800 Column
17 Allotment
21, 25, 23 Deposit
22,24,27 Disbursement
28 DR Deposit, CR Disbursement
29 DR Disbursement, CR Deposit

 

Agency Defined Characters

The last six characters can be customized by each agency.chart

Each agency will have the ability to add logic and functionality to the last six characters of the code. By using the opportunity for customization, an agency can uniquely identify each document while at the same time imbedding further information about the document. This additional information will expand the meaning of the BC Document ID, as well as provide a mechanism for sorting and reporting on groups of documents.

Rules for Budgetary Control Document IDs

The basic rules are:

  • Every document that is processed through the BCM requires a Budgetary Control Document ID
  • Every Budgetary Control Document ID must be a ten character, alphanumeric value
  • Every Budgetary Control Document ID must be unique until the ID is purged (every 2-3 years)
  • The first four characters of the ID are NCAS defined, the last six should be meaningful for each agency

Application Codes

An Application Code is a required two character field that is used to further identify a document. Although it is entered on the same screen as a Budgetary Control Document ID, it can not be used to make a document unique. It can be used, however, to place documents into logical groups.

Two common uses of the Application Code are:

  • XX The initials of the person keying the document
  • XX The area for which the document is being entered (i.e. WF for Inmate Welfare, MR for Mail Room or GL for General Ledger)

Rules for Application Codes

  • Every document that is processed through the BCM requires an Application Code.
  • Every Application Code must be a two character, alphanumeric value.

Defining an Agency-Specific Scheme

Before your agency begins processing documents to be processed by the BCM, it must develop a scheme for the Budgetary Control Document IDs and Application Codes.

Uses

Budgetary Control Document ID

  • identification of particular documents on reports
  • on-line inquiry

Application Code

  • sort criteria for reports
  • access to incomplete documents on-line

Examples

The Budgetary Control Document IDs below are examples from several agencies currently using the NCAS and will assist you in developing a code scheme that best serves the needs of your agency.

Example A

** For low volume document types only

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Example: 20225R0101

Example B

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Example: 2021000123

202900123A (adjustment to above JE)

Example C

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Example: 2025JJW123

Example D

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Example: 2021PO0001

Example E

** For low volume document types only

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Example: 2021BU9501

The examples below are agencies Application Code schemes:

Example F                                 Example G

AS Agency Service                     DM Departmental Management

CM Cash Management              SA Substance Abuse

DU Duplicating Center                DP Division of Prisons

BU Budget Management            PP Division of probation/Parole

GL General Ledger                     PC Parole Commission

MP Media Production                 IG Inmate Grievance

MR Mail Room                             FG Federal Grant

BT Budget Transfers                   ET Enterprise

                                    ;                     WF Welfare  (by non-Budget Management personnel)

For agencies that use distributed data entry, the combination of BC Document IDs and Application Codes could be used to identify the physical location of back-up documentation or the identification of documents originator. 

Details

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