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[null,null,"Instructions for Journal Entry Request Form"]
[null,null,"Purpose of Form: General Use - the most typical cases are:"]
[null,null,"1)","To reclassify an Expense from one Cost Center to another, from one Account Code to another , or from one Cost Center and Account Code to another Cost Center and Account Code.  The normal entry is a debit to the correct Expense and a credit to the incorrect Expense."]
[null,null,"2)","To reclassify Revenue (Income)  from one Cost Center to another, from one Account Code to another , or from one Cost Center and Account Code to another Cost Center and Account Code.  The normal entry is a debit to the incorrect Income and a credit to the correct Income."]
[null,null,"3)","To reclassify Deferred Income to Income.  The normal entry is a debit to Deferred Income and a credit to Income"]
[null,null,"This form should not be used to either record a sale to another department on campus or to reclassify payroll expenses."]
[null,null,"How to Complete the Online Journal Entry Request Form:"]
[null,null,"Header Information"]
[null,null,"1)","Select the entity that will process the transaction:  NIU (University) or FDN (Foundation)."]
[null,null,"2)","Tab to the next field as the form is being filled in."]
[null,null,"3)","Enter the transaction date with slashes between the month/day/year."]
[null,null,"4)","Enter the name of the department that is initiating the transaction."]
[null,null,"5)","Enter the name of the person filling out the form."]
[null,null,"6)","Enter the phone number of the person filling out the form, including any separating dashes."]
[null,null,"7)","Enter the description, no longer than thirty characters, to explain the reason for the journal entry."]
[null,null,"8)","Enter the name of the person who has signature authority for the initiating department."]
[null,null,"9)","No entry is required for the Grand Total field.  The form will display the sum of the Funding Distribution lines.  The form cannot be submitted for processing unless the Grand Total is 0.00."]
[null,null,"Funding Distribution Information"]
[null,null,"1)","The line field will automatically fill with a sequential number as the Account Code is entered on that line."]
[null,null,"2)","Enter the six-digit Account Code.**"]
[null,null,"3)","Enter the two-digit Fund."]
[null,null,"4)","Enter the seven-digit Cost Center.  Any letters should be capitalized."]
[null,null,"5)","The Program will fill in N/A automatically."]
[null,null,"6)","Enter the three-character Class.  The format is ##A, two numbers followed by a capital letter.  (Some Foundation classes are only 2 character in length; the format is ##.)  If the first character is 0, that represents a zero, not the letter o.  If the letter is I, that represents a capital i, not a lower case L.  "]
[null,null,"7)","Enter the eight-character Project/Grant, where applicable.  Any letters should be capitalized."]
[null,null,"8)","Enter the monetary amount of the transaction.  The monetary amount on the line can be either a positive number or a negative number.  (See next section.)"]
[null,null,"9)","Enter up to ten characters in the Reference field.  This Reference will be displayed in the Reference column of the Period Detail Report once the journal is processed.  When reclassifying an item shown incorrectly on the Period Detail Report, use the number as shown in the Reference column of the report, including any leading zeroes."]
[null,null,"10)","Enter up to thirty characters in the Description field.  This will be displayed in the Vendor/Description column of the Period/Detail Report once the journal is processed.  Type in the description as it should be shown on this report."]
[null,null,"Monetary Amount"]
[null,null,"1)","The monetary amount of each Funding Distribution line will be either a debit (positive amount) or a credit (negative amount).  On these journals, the total monetary amount being debited mut be equal to the total monetary amount being credited.  When the journal is complete, the sum of all the monetary amounts must equal zero, as displayed in the Grand Total.  Any journal submitted that does not adhere to this request will be returned unprocessed to the initiating department."]
[null,null,"2)","Debiting an Expense Account Code increases the money being spent by the Cost Center.  Crediting these codes has the opposite effect.  The Account Code range is 600000 through 999999 for expenses."]
[null,null,"3)","Crediting a Revenue (Income) Account Code or a Transfer Account Code increases the money coming in to the Cost Center.  Debiting these codes has the opposite effect.  The Account Code range is 400000 through 499999 for Revenues (Income) and 500000 through 599999 for Transfers."]
[null,null,"Submitting the Completed Forms for Processing"]
[null,null,null,"This form must be e-mailed to JournalEntries@niu.edu if it is an NIU journal entry or to the Foundation Accounting mailbox (Foundation_Accounting@niu.edu) if it is a journal for the Foundation, by an authorized signer, as shown in the Approver box."]
[null,null,"Notification of Processing"]
[null,null,null,"A copy of the processed Journal is e-mailed back to the initiating department by the Accounting Office."]
[null,null,"The processed Journal  is displayed on the Period Detail Report.  The source code is usually shown as ACC on the report."]
[]
[null,null,"**  Specific information is needed if an equipment or construction account is used.  These accounts are 865105-865113, 880100-880350 and 887100-888700.\n\nThe following must be included on the journal entry on each line containing an account listed above:\n\nReference - voucher number with all leading zeros.  \nDescription - PO number followed by the vendor name.  The number symbol and/or leading zeroes are not necessary.  For example:  PO 12345 Hewlett Packard.  If the payment is on a rolled PO the description should be in the following format: PO 6-12345 Dell Computer\n\nIf the payment was for a work order billing in one of the above accounts, the following is needed:\n\nProgram Code - If there is a project code, it MUST be referenced on the journal entry.  These start with a \"P\" or \"PM\" and will be listed on the work order billing copy sent to the department.  If there isn't one, then Program Code is N/A.\nReference - The journal entry number of the original billing.  Example:  WKO012006\nDescription - The name of the work order project.\n"]