Business Process Flowchart

General Ledger

Packet MAGIC Roles Description The MAGIC Roles used in these flows are:

The Packet describes how to  GL - General Ledger Agency record and maintain  GL - General Ledger Agency Manager – Approver finan ci al docum en ts in AR - Invoice Entry the general ledger, which AR - Accounts Receivable Corrections are the basis for internal AR - Accounts Receivable Invoice Approver and external financial reporting.

A description of each role can be found on the MMRS Website.

MAGIC Flows

The individual MAGIC flows that are included in Help or Questions this packet are:

 GL1- Receipts for Non-Invoiced Items GL2- Process changed and added to AR Click here to learn how to read a packet (AR3) MAGIC Business Flowchart .  GL3- Distribution Transfer  GL4-Transfer of Funds - Intra-Agency If you have a question, please use  GL5-Adjustment for Incorrect GL Revenue the MAGIC Feedback webpage to Posting submit your question.  GL6-Agency Reclassification Posting  GL7-Adjustment for Incorrect GL Revenue PtiNPosting Non-IidRitInvoiced Receipts Business Process Flowchart

General Ledger

Significant Changes  MAGIC will use Agency transfers without approvals being required.  Several document types will be used to transfer money between or within agencies. One of which will replace the use of accounts 36100.  Separation of funds by funding source.  Collappggse of some general ledger numbers.

Higgph Level Process Description

 General Ledger (GL):  Represents total of all GL accounts in the (CoA)  Tracks corresponding debit and credit balances  Defines and produces:  Balance sheets  Other accounti ng st at ement s  Postings made to the GL usually occur automatically due to activity in other modules  The GL has to be updated manually for:  Non-invoiced Cash Receipts  Adjustments/Reclassifications  Miscellaneous GL documents Creation of a general ledger posting document is necessary for period-end closing or day-to-day functions. Cash Receipts for Non-Invoiced Items

y c n e g A

r t e n Enter g a Agency Receives Submit/Complete t

d Cash Receipt n

e Monies YC Document Cash deposited in bank

u as a YC document L

o and available for posting l c a

r in MAGIC c FV50 FV50 e A

n NOTE: Review necessary documents, e

G and Approve or Reject at all Agency

-

Approval Levels L G

-

r e

g Workflow a

n Approval a Reject YC document M

y SBWP c n e r g e v A

o

r Approve r e p g p d A e Agency fills out Cash L

l Receipt form and a

r sends Cash Receipt e

n form and monies to e DFA-OFM G

-

L G

DFA-OFM reconciles/ balances, fills out Workflow YC document posts to transmittal sheet and M G/L in FI & updated

F Approval Reject sends transmittal O Approve Fund cash balance in - YC document sheet and checks to

A MAGIC SBWP Treasury F D

YC document sent Treasury deposits y r to Treasury via monies into u

s interface and Commercial bank a

e Treasury/QED account r

T Fund cash balance is updated GL - General Ledger Treasury Agency Manager - GL - General Ledger Agency Accountant Approver Agency receives revenue and “Cash Receipts for Non- Deposit Monies Using needs to distribute Business Process Invoiced Items” transfer. Fund must first be deposited prior to General State to going not monies All OFPROCEDURECHANGE: NOTE for the State General for another agency or Is Revenue Fund? Another agency State General Fund document in MAGIC to transfer revenue to Agency enters YU another agency FV50 Reject Submit/Complete YU Agency Approval Agency YU document document Workflow Workflow SBWP FV50 Approve *NO DFA /OFM Approval. Agency Approval Levels and Approve or Reject at all NOTE: Review documents, YU document posts to Fund cashFund balance in G/L in FI& updates Fund cash balance balance cash Fund YU document sent sent document YU to Treasury via Treasury/QED Treasury/QED interface and is updated MAGIC Revenue distribution transfer completed GL - General Ledger GL - General Treasury DFA-OFM Agency Manager - Ledger Agency Approver Accountant Agency needs to transfer money from one Fund to another Fund Fund toFund Transfer Agency enters ZT document for for document FV50 Reject Reject Submit/Complete ZT ZT document ZT document ZT Document Workflow Workflow Approval Approval Approval Approve SBWP SBWP FV50 Approve Approval Levels Agency all at Reject documents, andApproveor NOTE: Reviewnecessary updated Fund cash cash Fund updated posts document ZT balance in MAGIC via interface and and interface via sent to Treasury Treasury/QED ZT document document ZT to G/L in FI& Fund cash balance is is balance updated Agency Fund A to Agency Fund B Cash has been transferred from and is available for posting in MAGIC AR - Corrections AR Invoice Entry (YX) or (DR); debit to customer and customer to debit (DR); (YX) or Customer Invoice entry with FV70 with entry Invoice Customer credit to revenue but incorrect incorrect but credit torevenue Reverse document revenue posting the customer a the customer state agency Yes Is FB08 No Agency Reclassification Posting Posting Reclassification Agency See process steps for processsteps See NOTE: Correction made to General General madeto Correction Customer Invoice Customer Invoice entryfor Invoice Doc Code -XY Code Doc Ledger FV70 correct GLcode. correct the toderive entered is code material correct needs toverify Entry role Adjustments for Incorrect GL Revenue Posting (Non-Invoiced Receipts)

Agency identifies incorrectly y

c posted YC receipt document Agency GL Posting n

e (wrong coding block info or GL has been adjusted g accounts) A

r t e n g a t d n e u L

o l c a r c e A

n Agency enters e ZE document type Submit/Complete ZE G

- to

Document

L correct the YC posting G FV50 FV50

NOTE: Review necessary documents, y

c and Approve or Reject at all Agency n e

r Approval Levels g e v A

o r r e p g p d

A ZE document e Workflow - L

posts to G/L in FI & r l Approval e a updated Fund cash r Reject Approve g ZE document? e a balance (if applicable) in n n

e SBWP

a MAGIC G M

-

L G

Treasury interface

y ZE document r

u sent to Treasury and s

a Treasury/QED Fund e r cash balance is T updated Agency Reclassification Posting

y c n e Agency needs to Agency reclassification g

A posting is completed

reclassify/adjust a r t e

n GL posting g a t d n e u L

o l c a r c Agency enters e

A Submit/Complete n reclassificat ion using a

e ZE document ZE document G NOTE: Review necessary documents,

- and Approve or Reject at all Agency L FV50 FV50

G Approval Levels

y c n e r g e v A

o r r

e Workflow p

g ZE document p d

A posts to G/L in FI & e Agency Approval -

L Approve

Reject

updated Fund cash r l ZE document e a balance r g e a (if cash-relevant) n

n SBWP e a G M

-

L G

Treasury Interface

y ZE document r

u sent to Treasury s

a and Treasury/QED e r Fund cash balance T is updated Cash Receipts for Non-Invoiced Items

y c n e g A

r t e n Enter g a Agency Receives Submit/Complete t

d Cash Receipt n

e Monies YC Document Cash deposited in bank

u as a YC document L

o and available for posting l c a

r in MAGIC c FV50 FV50 e A

n NOTE: Review necessary documents, e

G and Approve or Reject at all Agency

-

Approval Levels L G

-

r e

g Workflow a

n Approval a Reject YC document M

y SBWP c n e r g e v A

o

r Approve r e p g p d A e Agency fills out Cash L

l Receipt form and a

r sends Cash Receipt e

n form and monies to e DFA-OFM G

-

L G

DFA-OFM reconciles/ balances, fills out Workflow YC document posts to transmittal sheet and M G/L in FI & updated

F Approval Reject sends transmittal O Approve Fund cash balance in - YC document sheet and checks to

A MAGIC SBWP Treasury F D

YC document sent Treasury deposits y r to Treasury via monies into u

s interface and Commercial bank a

e Treasury/QED account r

T Fund cash balance is updated GL - General Ledger Treasury Agency Manager - GL - General Ledger Agency Accountant Approver Agency receives revenue and “Cash Receipts for Non- Deposit Monies Using needs to distribute Business Process Invoiced Items” transfer. Fund must first be deposited prior to General State to going not monies All OFPROCEDURECHANGE: NOTE for the State General for another agency or Is Revenue Fund? Another agency State General Fund document in MAGIC to transfer revenue to Agency enters YU another agency FV50 Reject Submit/Complete YU Agency Approval Agency YU document document Workflow Workflow SBWP FV50 Approve *NO DFA /OFM Approval. Agency Approval Levels and Approve or Reject at all NOTE: Review documents, YU document posts to Fund cashFund balance in G/L in FI& updates Fund cash balance balance cash Fund YU document sent sent document YU to Treasury via Treasury/QED Treasury/QED interface and is updated MAGIC Revenue distribution transfer completed GL - General Ledger GL - General Treasury DFA-OFM Agency Manager - Ledger Agency Approver Accountant Agency needs to transfer money from one Fund to another Fund Fund toFund Transfer Agency enters ZT document for for document FV50 Reject Reject Submit/Complete ZT ZT document ZT document ZT Document Workflow Workflow Approval Approval Approval Approve SBWP SBWP FV50 Approve Approval Levels Agency all at Reject documents, andApproveor NOTE: Reviewnecessary updated Fund cash cash Fund updated posts document ZT balance in MAGIC via interface and and interface via sent to Treasury Treasury/QED ZT document document ZT to G/L in FI& Fund cash balance is is balance updated Agency Fund A to Agency Fund B Cash has been transferred from and is available for posting in MAGIC DFA/OFM AR Invoice Entry debit to customer and credit to andcredit customer to debit revenue but incorrect revenue revenue incorrect but revenue entry with FV70 (YX) or (DR); or (DR); (YX) with FV70 entry Reverse document Customer Invoice Customer Has the money Has themoney been received been posting No FB08 Yes Reclassification of the Reclassification ofthe posting posting Correction made to General toGeneral made Correction Enter a G/L account aG/Laccount Enter ouet–(ZE) – document Ledger FV50 Note: See process steps for processsteps Note: See GL7-Agency ReclassificationPosting GL7-Agency Reissue the invoice with theinvoice Reissue correct coding correct

Agency Reclassification Posting

y c n e Agency needs to Agency reclassification g

A posting is completed

reclassify/adjust a r t e

n GL posting g a t d n e u L

o l c a r c Agency enters e

A Submit/Complete n reclassificat ion using a

e ZE document ZE document G NOTE: Review necessary documents,

- and Approve or Reject at all Agency L FV50 FV50

G Approval Levels

y c n e r g e v A

o r r

e Workflow p

g ZE document p d

A posts to G/L in FI & e Agency Approval -

L Approve

Reject

updated Fund cash r l ZE document e a balance r g e a (if cash-relevant) n

n SBWP e a G M

-

L G

Treasury Interface

y ZE document r

u sent to Treasury s

a and Treasury/QED e r Fund cash balance T is updated Adjustments for Incorrect GL Revenue Posting (Non-Invoiced Receipts)

Agency identifies incorrectly y

c posted YC receipt document Agency GL Posting n

e (wrong coding block info or GL has been adjusted g accounts) A

r t e n g a t d n e u L

o l c a r c e A

n Agency enters e ZE document type Submit/Complete ZE G

- to

Document

L correct the YC posting G FV50 FV50

NOTE: Review necessary documents, y

c and Approve or Reject at all Agency n e

r Approval Levels g e v A

o r r e p g p d

A ZE document e Workflow - L

posts to G/L in FI & r l Approval e a updated Fund cash r Reject Approve g ZE document? e a balance (if applicable) in n n

e SBWP

a MAGIC G M

-

L G

Treasury interface

y ZE document r

u sent to Treasury and s

a Treasury/QED Fund e r cash balance is T updated