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[null,null,"Instructions for Credit Card Journal Entry Request Form"]
[null,null,"Purpose of Form: To report Electronic Transmission of Credit/Debit Card Transactions:"]
[null,null,"1)","To record Visa/MasterCard, American Express, Discover, and Debit Card Sales."]
[null,null,"2)","To record Visa/MasterCard, American Express, Discover, and Debit Card Refunds."]
[]
[null,null,"All credit card transactions must be recorded and transmitted to the Accounting Office on a daily basis."]
[null,null,"How to Complete the Online Credit Card Journal Entry Request Form:"]
[null,null,"Header Information"]
[null,null,"1)","Enter the transaction date with slashes between the month/day/year."]
[null,null,"2)","Tab to the next field as the form is being filled in."]
[null,null,"3)","Enter the name of the credit card merchant/department that is initiating the transaction.  This name will automatically concatenate to the description on the first three lines of the journal."]
[null,null,"4)","Enter the name of the person filling out the form.  Use only the first name or initial a space and last name - do not use middle name, middle initial, or punctuation."]
[null,null,"5)","Enter the phone number of the person filling out the form, including any separating dashes."]
[null,null,"6)","Enter the description, no longer than thirty characters, to explain the reason for the journal entry."]
[null,null,"7)","Enter the name of the person who has signature authority for the initiating department."]
[null,null,"8)","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)","The Account code on the first three lines has been hard coded as cash (110111).  On subsequent lines, enter the six digit account code."]
[null,null,"3)","Enter the two-digit Fund.  On the cash (110111) lines, only the fund should be added."]
[null,null,"4)","Enter the seven-digit Cost Center.  Any letters should be capitalized.  Do not enter the Cost Center on cash lines."]
[null,null,"5)","The Program will fill in N/A automatically.  Do not enter the Program on cash lines."]
[null,null,"6)","Enter the three-character Class.  The format is ##A, two numbers followed by a capital letter.  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.   Do not enter Class on cash lines."]
[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.  On the cash lines, if there is no activity for a card type, enter zero or leave the amount blank.  (See next section.)"]
[null,null,"9)","Enter the Batch Number from the Credit Card transaction Deposit Report in the Reference field including any leading zeroes (this is the Julian date) or enter the numeric representation for the date (070108)."]
[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.  For lines indicating cash (account 110111), the description for the type of card - MC/Visa and Debit, American Express, or Discover has been hard coded on the first three lines of the journal.  Each type of card should be recorded on a separate cash line.  As the department name is entered into the Department field, the name will automatically be added to the cash lines.  Revenue descriptions should include the Departmental Name or Activity."]
[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 must 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)","Crediting a Revenue (Income) 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 increases should be entered as negative numbers."]
[null,null,"Submitting the Completed Forms for Processing"]
[null,null,null,"This form must be e-mailed to the GroupWise Accounting Office mailbox (or JournalEntries@niu.edu) 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 will be shown as CCD on the report."]