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Business Process Flowchart General Ledger

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Business Process Flowchart General Ledger Business Process Flowchart General Ledger Packet MAGIC Roles Description The MAGIC Roles used in these flows are: The General Ledger Packet describes how to GL - General Ledger Agency Accountant record and maintain GL - General Ledger Agency Manager – Approver financ ia l docu m en ts in AR - Accounts Receivable 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-Cash 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-Revenue 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 balance sheet accounts 36100. Separation of funds by funding source. Collappggse of some general ledger account numbers. Higgph Level Process Description General Ledger (GL): Represents total of all GL accounts in the chart of accounts (CoA) Tracks corresponding debit and credit balances Defines and produces: Balance sheets Other accoun ting s ta tement 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 Agency receives revenue and needs to distribute Revenue distribution transfer State General Fund completed Deposit Monies Using Is Revenue Business Process for another agency or “Cash Receipts for Non- for the State General Invoiced Items” Fund? Agency enters YU document in MAGIC to Submit/Complete YU Another agency transfer revenue to document NOTE: Review documents, another agency NOTE OF PROCEDURE CHANGE: and Approve or Reject at all GL - General Ledger Agency Accountant All monies not going to State General FV50 FV50 Agency Approval Levels Fund must first be deposited prior to *NO DFA /OFM Approval. transfer. Workflow YU document posts to Agency Approval G/L in FI & updates Reject Approve YU document Fund cash balance in SBWP MAGIC Approver Agency Manager- GL -Ledger General YU document sent to Treasury via interface and Treasury/QED Treasury Fund cash balance is updated Cash has been transferred from Agency needs to transfer Agency enters ZT Agency Fund A to Agency Fund B Submit/Complete ZT money from one Fund to document for and is available for posting in Document another Fund Fund to Fund Transfer MAGIC Accountant FV50 FV50 GL - General Ledger Agency Ledger Agency NOTE: Review necessary documents, and Approve or Workflow Reject at all Agency Reject Approval Approval Levels ZT document SBWP Approver Approve Agency Manager - GL -GL Ledger General ZT document posts Workflow to G/L in FI & Approval Approve Reject updated Fund cash ZT document balance in MAGIC SBWP DFA-OFM ZT document sent to Treasury via interface and Treasury/QED Fund cash balance is Treasury updated Customer Invoice entry with FV70 (YX) or (DR); debit to customer and Correction made to General credit to revenue but incorrect Ledger revenue posting Entry role needs to verify correct material code is entered to derive the correct GL code. NOTE: Invoice entry for Is Customer Invoice AR Invoice Entry AR Invoice See process steps for the customer a No Doc Code -XY state agency Agency Reclassification Posting FV70 Yes Reverse document FB08 AR - Corrections 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 reclassification 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 Agency receives revenue and needs to distribute Revenue distribution transfer State General Fund completed Deposit Monies Using Is Revenue Business Process for another agency or “Cash Receipts for Non- for the State General Invoiced Items” Fund? Agency enters YU document in MAGIC to Submit/Complete YU Another agency transfer revenue to document NOTE: Review documents, another agency NOTE OF PROCEDURE CHANGE: and Approve or Reject at all GL - General Ledger Agency Accountant All monies not going to State General FV50 FV50 Agency Approval Levels Fund must first be deposited prior to *NO DFA /OFM Approval. transfer. Workflow YU document posts to Agency Approval G/L in FI & updates Reject Approve YU document Fund cash balance in SBWP MAGIC Approver Agency Manager- GL -Ledger General YU document sent to Treasury via interface and Treasury/QED Treasury Fund cash balance is updated Cash has been transferred from Agency needs to transfer Agency enters ZT Agency Fund A to Agency Fund B Submit/Complete ZT money from one Fund to document for and is available for posting in Document another Fund Fund to Fund Transfer MAGIC Accountant FV50 FV50 GL - General Ledger Agency Ledger Agency NOTE: Review necessary documents, and Approve or Workflow Reject at all Agency Reject Approval Approval Levels ZT document SBWP Approver Approve Agency Manager - GL -GL Ledger General ZT document posts Workflow to G/L in FI & Approval Approve Reject updated Fund cash ZT document balance in MAGIC SBWP DFA-OFM ZT document sent to Treasury via interface and Treasury/QED Fund cash balance is Treasury updated Customer Invoice entry with FV70 (YX) or (DR); Correction made to General debit to customer and credit to Ledger revenue but incorrect revenue Note: See process steps for posting GL7-Agency Reclassification Posting Has the money Reclassification of the AR Invoice Entry AR Invoice Yes Enter a G/L account Reissue the invoice with been received posting document – (ZE) correct coding FV50 No Reverse document DFA/OFM FB08 Agency Reclassification Posting y c n e Agency needs to Agency reclassification g A posting is
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