of Accounting Services
Journals - Processing Manual Journal Entries
Director of Accounting Services is responsible for ensuring that this document
is necessary, reflects actual practice, and supports University policy.
three items distinguish the cash deposit journal from a generic
journal entry and require specific
information in their fields:
Category = UVA
Receipts in most cases. Credit Card Receipts are an exception that
requires a different category. Refer to Journals -
Credit Card Receipts.
Journal Header Description = Date bank records deposit. See
"Reconciliation Requirement" below.
Use the date format DD-MMM-YYYY
Deposit Suspense Account = The 'Debit' line of the journal
entry's 'Accounts' field must display the correct Suspense Account string for
your Org, bank deposit location, or credit card merchant number. Each credit
card merchant number and bank deposit location is associated with a unique
Suspense Account in the Integrated System.
Aliases for the Deposit Suspense Accounts: Your department
is required to reconcile the Deposit Suspense Accounts monthly; so, it is
particularly important that you know and use the correct Deposit Suspense
Account strings. Each of the Suspense Account strings is attached to an alias
in the Integrated System to help insure you use the correct string. You can
find a list of the suspense accounts and the aliases for your Org, bank deposit
location, or merchant number on the web at Deposit –
Debit/Credit Line Description = Deposit Control Number (DCN) from the bank
In the 'Debit' line's
Description field enter ONLY the DCN.
In the 'Credit' line's
Description field enter the DCN
first. Enter the date of the deposit in the format DD-MMM-YYYY. Other descriptive text may follow as desired.
Deposit journals REQUIRE specific information in the Description fields of the journal header, debit , and credit
lines to insure proper reconciliation with Cash Management. Since the Description fields are not validated by the system, users must
remember to include the required information and approvers must check for it.
Insure you have used the correct Suspense Account string in the Credit
For CASH DEPOSITS the Line Description field MUST display the Deposit
Control Number (DCN) first in both the Debit and Credit line(s). The Credit Line Description field may include
explanatory text AFTER the DCN and the date.
This text will be displayed in reports and should identify the deposited
funds (i.e. conference fees, ticket sales, etc.).
PTAO to GL Account String
information on converting PTAO to the GL Account String (Chart of Accounts
to Deposit to Central Cashier - GL Account String
Revision: 1 12/05/03
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