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					                BOS DOC MGMT SOCORRO EXAMPLES
Interdepartmental Sale Example #1

A group of University of Colorado students came for one night on 1/30/08, but one
Interdepartmental Sale is to be issued in John Ball’s name: An e-mail was sent to the
AOC reservationist from (who has commitment authority on that account) to charge to
#53207.4695.

Interdepartmental Sale #21000

Site: Socorro
Creation date: 1/24/08
Created by: Christine Wingenter
Updated Date: N/A
Updated By: N/A

Customer: John Ball
Customer Contact Information: Address, phone number, e-mail address

Charge Account: 53207.4695 $107.00

Items:
Revenue/Offset
Credit Account Description                                        Rate Quantity Total
51261.3110     Lodging: Guesthouse Room #1, single rate           $34.00 1 $34.00
51261.3110     Lodging: Guesthouse Room #2, single rate           $34.00 1 $34.00
51261.3110     Lodging: Guesthouse Room #3, double rate            $34.00 1 $39.00
                                                                         Total: $107.00
The corresponding journal entry for the invoice in Batch #1 is as follows (Remarks not
included):

Debit: 53207.4695 $107.00
Credit: 51261.3110 $34.00
Credit: 51261.3110 $34.00
Credit: 51261.3110 $39.00


Interdepartmental Sale Example #2

Colloquium Speakers

Travel Authorization dated 3/01/08 is completed for Sean Dougty to be a Colloquium
Speaker at the AOC Bldg on 3/15/08. He will need a guesthouse room for individual at
single room rate @ $34.00/night for 3 nights beginning 3/15/08 and ending on 3/17/08.




Lisa Hertz                              Page 1                                8/13/2011
Interdepartmental Sale #21001

Site: Socorro
Creation date: 1/24/08
Created by: Christine Wingenter
Updated Date: N/A
Updated By: N/A

Customer: Sean Dougty
Customer Contact Information: Address, phone number, e-mail address

Charge account: 93204.4695(Designated specifically for Colloquium speakers)

Items:
Revenue/Offset
Credit Account Description                                       Rate Quantity Total
51261.3110 Guesthouse Room #2 single room rate        $34.00            3      $102.00
                                                                        Total:$102.00

The corresponding journal entry for the Interdepartmental Sale in Batch #2 is as follows:

Debit: 93204.4695 $102.00
Credit: 51261.3110 $102.00


Interdepartmental Sale Example #3

Jack Meadows, Tucson employee is needs to reserve a VSQ room at the VLA site staying
at the VLA site VSQ lodging on 2/28/-3/02/08 The Interdepartmental Sale will have to be
approved by Dick Sramek, who has authority on this ALMA account (per e-mail) and has
authorized future charges for his lodging.

Interdepartmental Sale #21002

Site: Socorro
Creation Date: 2/24/08
Created by: Jack Meadows
Updated date: N/A
Updated by: N/A

Customer: Jack Meadows
Customer contact info: address, phone, employee number

Charge account: 708.1686.3703000 Employee #2478




Lisa Hertz                               Page 2                                8/13/2011
Items:
Revenue/Offset
Credit Account Description                                       Rate Quantity Total
 51261.3100 Guesthouse Rm #12 single room rate         $34.00           3      $136.00
                                                                       Total: $136.00


The corresponding journal entry for the Interdepartmental Sale in Batch #3 is as follows
(without Remarks):
Debit: 708.1686.3703000 (Subledger-Employee Number) #2478 $136.00
Credit: 51261.3110 $136.00

Interdepartmental Sale Example #4

A shipping form was given to Terry Lopez for I Agudo from MPIFR in Bonn, Germany.
He’s requested a tape to be shipped.

Interdepartmental Sale #21003

Site: Socorro
Creation Date: 2/25/08
Created by: Terry Lopez
Updated date: N/A
Updated by: N/A

Customer: I Agudo
Customer contact info: Bonn, Germany, etc.

Charge account: 30.2022

Items:
Revenue/Offset
Credit Account Description                                        Rate Quantity Total
51261.3110 Magnetic tapes-Dat, Exabyte (Project BA081B)          $8.00 1 $8.00
51250.4635 Shipping Costs                                        $4.00 1    $4.00
                                                                    Total: $12.00

The corresponding journal entry for the invoice in Batch #4 is as follows (without
Remarks):


Debit: 30.2022 $12.00
Credit: 51250.3110 $8.00
Credit: 51250.4635 $4.00




Lisa Hertz                               Page 3                                8/13/2011
A/R Invoice Example #5

A shipping request form was given to Terry Lopez to issue an invoice to:

K Asada
National Astronomical Observatory
Mitaka, Tokyo
Japan

For 1 magnetic tape-Dat, Exabyte for Project #BA080C, Unit cost $8.00, Shipping charge
$5.00, Total Cost $13.00

Site: Socorro
Creation date: 1/25/08
Created by: Christine Wingenter
Updated Date: N/A
Updated By: N/A

Invoice #21004

Customer: K Asada
Customer Contact: National Astronomical Observatory, Mitaka, Tokyo, Japan

Account Receivable: 30.1101

Items:
Revenue/Offsetting
Credit Account Description                                        Rate Quantity Total
51261.3110 Magnetic tapes-Dat, Exabyte (Project BA080C)          $8.00 1 $8.00
51250.4635 Shipping Costs                                        $5.00 1    $5.00
                                                                    Total: $13.00

Remit to address: NRAO, Fiscal Division, PO Box O, Socorro, NM 87801

Notes: Please make payment in US$(Personal checks, Traveler’s checks, and Money
orders drawn only on a US bank; or VISA or Master Card Credit cards; or by your
organization’s purchase order). Thank you!

The corresponding journal entry for the invoice in Batch #4 is as follows (without
Remarks):

Debit account #30.1101 $13.00
Credit account #51250.3110 $8.00
Credit account #51250.4635 $5.00




Lisa Hertz                               Page 4                                8/13/2011
A/R Invoice Example #6


A purchase order #07-UPBO-0109799 is received from Smithsonian Observatory to
cover payment for tapes requested by Alison Peck and Mark Reid. It’s for the period
9/01/08-8/31/09 and it’s for a total of $300.00. A copy of the invoice is to be mailed to
the Accounts Payable department.

Invoice #21005

Site: Socorro
Creation date: 1/25/08
Created by: Terry Lopez
Updated Date: N/A
Updated By: N/A

Customer: Smithsonian
Customer Contact Info: address, telephone, etc.

Account Receivable: 30.1101

Items:
Revenue/Offsetting
Credit Account Description                                   Rate Quantity Total
51250.3110 Magnetic tapes-Dat, Exabyte (Project BP123)       $8.00 1      $8.00
51250.4635 Shipping Costs                                    $5.00 1 $5.00
                                                               Total:     $13.00
Remit to address: NRAO, Fiscal Division, PO Box O, Socorro, NM 87801

Notes:
For Alison Peck
Ref: PO #07-UPBO-0109799
NRAO Tax ID#11-1630900

 Please make payment in US$(Personal checks, Traveler’s checks, and Money orders
drawn only on a US bank; or VISA or Master Card Credit cards; or by your
organization’s purchase order). Thank you!

The corresponding journal entry for the invoice in Batch #5 is as follows (without
Remarks):

Debit account #30.1101 $13.00
Credit account #51250.3110 $8.00
Credit account #51250.4635 $5.00




Lisa Hertz                                Page 5                                 8/13/2011
A/R Invoice Example #7

An invoice is issued to Pam Mills from the Earth and Environmental Science at NM Tech
for James Forely for 3 nights at the guesthouse beginning 2/01/08-2/04/08.

Invoice #21006

Site: Socorro
Creation date: 2/03/08
Created by: Terry Lopez
Updated Date: N/A
Updated By: N/A

Customer: Pam Mills
Customer Contact Info: NM Tech, telephone, etc.

Accounts Receivable #30.1101

Items:
Revenue/Offset
Credit Account Description                                       Rate Quantity Total
 51261.3110 Guesthouse Rm #13 single room rate                    34.00 3      $136.00
                                                                       Total: $136.00

Payment total: 0
Balance: $136.00
Invoice status: Open

Remit to address: NRAO, Fiscal Division, PO Box O, Socorro, NM 87801
Telephone: (505) 835-7442

Notes: Please make payment in US$(Personal checks, Traveler’s checks, and Money
orders drawn only on a US bank; or VISA or Master Card Credit cards; or by your
organization’s purchase order). Thank you!

The corresponding journal entry for the invoice in Batch #6 is as follows (without
Remarks):
Debit account #30.1101 $136.00
Credit account #51261.3110 $136.00

A/R Receipt Example #8


Check is received by the Fiscal Department from NM Tech to pay for Invoice #21006 for
$136.00. The amount is verified and the name is noted on the stub, a copy made and sent
over to the AOC receptionist to make a receipt to be deposited the next deposit date.



Lisa Hertz                               Page 6                                8/13/2011
When the receipt is made a copy is sent over to the Fiscal department with the deposit
slip along with other transactions.

A/R Receipt #23478
for Invoice #21006

Site: Socorro
Creation Date: 3/10/08
Created by: Betty Valles
Updated Date: N/A
Updated By: N/A

Customer: James Forely
Customer Contact Info: NM Tech, etc.

Cash Account: 30.1010.STA

Items:
Revenue/Offset
Credit Account Description                                       Rate Quantity Total
 51261.3110 Guesthouse Rm #13 single room rate                   $34.00 3      $136.00
                                                                       Total: $136.00

Payor 1: NM Tech
Payment Type, Method 1:     Check
Payment 1:      136.00
Payment Total: 136.00
Balance Due:      0.00
Invoice Status: Closed

This removes the outstanding Invoice #21006 from the Socorro Accounts Receivable
aging.


The corresponding journal entry for this payment in Batch #7 is as follows (without
Remarks):

Debit account #30.1010.STA $136.00
Credit account #30.1101 $136.00


A/R Receipt Example #9

A bank wire has been posted to our bank account from Smithsonian dated 2/07/08,
referencing Invoice #21004, for $13.00.



Lisa Hertz                               Page 7                                8/13/2011
Receipt #: 23479
For Invoice #21004

Site: Socorro
Creation Date: 3/12/08
Created by: Betty Valles
Updated Date: N/A
Updated By: N/A

Customer: Smithsonian
Customer Contact Info: address, telephone, etc.

Cash Account: 30.1010.STA

Items:
Revenue/Offsetting
Credit Account Description                                       Rate Quantity Total
51261.3110 Magnetic tapes-Dat, Exabyte (Project BA080C)         $8.00 1 $8.00
51250.4635 Shipping Costs                                       $5.00 1    $5.00
                                                                   Total: $13.00

Payment Type, Method 1:     Bank Wire
Payment 1:      13.00
Payment Total: 13.00
Balance Due:       0.00
Invoice Status: Closed

This removes the outstanding Invoice #21004 from the Socorro Accounts Receivable
aging.

The corresponding journal entry for the payment in Batch #8 is as follows (without
Remarks):

Debit account #30.1010.STA $13.00
Credit account #30.1101 $13.00

This removes the outstanding Invoice #21004 from the Socorro Accounts Receivable
aging.


GL Receipt Example #10

Daily Cash deposit slips for the previous week beginning on a Monday and ending on a
Sunday for the VLA Gift Shop are sent to the AOC Front Desk in a bank bag to be




Lisa Hertz                               Page 8                               8/13/2011
deposited at Socorro’s First State Bank on Monday. They included cash and checks. A
receipt is made up for each day to be posted to the G/L.

Receipt #32000

Site: Socorro
Creation Date: 2/21/08
Created by: Betty Valles
Updated Date: N/A
Updated By: N/A

Customer: VLA site Gift Shop
Customer Contact Info. VLA site Gift Shop, Prescilla Mauldin

Charge Account #30.1010.STA $839.43

Credit Account #20921.3110 $839.43
Items:
Revenue/Offset
Credit Account Description                         Rate Quantity Total
20921.3110      VLA Gift Shop Revenue             893.43 1        893.43
                                                           Total: 893.43

Payment method: Type 1: Cash
Payment 1: $520.00
Payment method: Type 2: Checks
Payment 2: $319.43

Total Payments: $839.43

The corresponding journal entry for the payment in Batch #9 is as follows (without
Remarks):

Debit account #30.1010.STA $839.43
Credit account #20921.3110 $839.43


GL Receipt Example #11

Pat Phillips, NRAO Socorro employee travel to Tucson, AZ for a training class on
2/23/08 and returned on 2/25/08 and submitted a travel voucher but still owed $34.20 to
NRAO.

Receipt #32002

Site: Socorro



Lisa Hertz                               Page 9                                8/13/2011
Creation date: 2/26/08
Created by: Betty Valles
Updated Date: N/A
Updated By: N/A

Customer: Pat Phillips

Charge Account: 30.1010.STA

Items:
Revenue/Offset
Credit Account Description                        Rate Quantity Total
30.1151        Socorro Travel Advance              34.20 1        34.20
                                                           Total: 34.20

Payment method: Check
Payment: $34.20
Total payment: $34.20

The corresponding journal entry for the payment in Batch #10 is as follows (without
Remarks):

Debit account #30.1010.STA $34.20
Credit account #30.1151 $34.20

GL Receipt Example #12

Federal Express sent a refund check for a shipment of tapes for $50.14. The original
payment to Federal Express was paid from account #51250.4635 on 2/16/08. Therefore,
the refund check should be credited back into the same account.

Receipt #32003

Site: Socorro
Creation date: 3/10/08
Created by: Betty Valles
Updated Date: N/A
Updated By: N/A

Customer: Federal Express
Customer Contact Info: address, telephone, etc.

Debit account #30.1010.STA

Items:
Revenue/Offset



Lisa Hertz                              Page 10                               8/13/2011
Credit Account   Description                       Rate Quantity Total
51250.4635       Federal Express Refund           50.14 1        50.14
                                                           Total: 50.14

Payment method: Check
Total payment: $50.14

The corresponding journal entry for the payment in Batch #11 is as follows (without
Remarks):

Debit account #30.1010.STA $50.14
Credit account #51250.4635 $50.14




Lisa Hertz                              Page 11                               8/13/2011

				
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