Interdepartmental invoices are used to bill other
departments for goods and services. GJIM's IIM
(Interdepartmental Invoice Maintenance) command is used
to create these invoices, which are submitted for
approval through a separate (IITP) command.
Only one cost center can be credited, but up to ten
cost centers can be charged on a single IIM document.
If the credit cost center is a company 012x, 020x,
0372, 110x, or cost center 0102-10000-00-0000 or
0112-10000-00-00000 then the account number may be a
class 4 revenue account e.g. 90440080 or class 5
expenditure account e.g. 69529900. Also, if the credit
cost center is not a company 012x, 020x, 037x, 110x, or
cost center 0102-10000-00-0000 or 0112-10000-00-00000
then the account number must be a class 5 expenditure
account (e.g. 69529900).
Step by Step Process
-
Enter "IIM" in the Command field, an "A" (add)in the
Action field
and press Enter.
-
Enter a description for the invoice in the Desc
field.
(You may also enter a second description
in the second Desc-2 field.)
-
If appropriate, alter the Effective Date to change
the date that the document, if approved, will be
posted to the accounting records. The Effective Date
can be any date in the an open month or a
future date in the open fiscal year(s).
-
If appropriate, update the Dept Rep and BU fields,
which default to the person creating the document.
(The departmental representative field identifies the
contact person for this transaction.)
-
If supporting paper documentation is to be provided,
type "Y" in the Doc (Y/N) field.
-
Enter the the company cost
center which the revenue or negative expenditure is to be
recorded in the
Credit--Co Cost Ctr field.
-
Enter the correct account numbers in the Account
fields; if you don't know the correct account number
use 69529900 for expenditures and 90440080 for
revenues. The Controller's Office will modify the
account number if necessary during TARGET review.
-
Enter the Category to
which the revenue or expenditure is to be recorded
(credited). You can press PF1 to access a help list
of the categories available for the cost center
entered.
- Enter the Amount to be paid. This amount should match
the total amounts in the list of charges in the
section below.
-
Enter up
to ten Charge--Co Cost Ctr numbers,
amounts and categories to be charged.
If you are not the owner of the Charge Cost Centers
you may input the Category Maint unless instructed
otherwise by the cost center owner.
Use PF7 and PF8 to move forward and backward to view
the
charge entries.
- Press PF9 to document and/or justify the purpose of the transfer.
-
Press PF10 to save the interdepartmental invoice
document.
Note: Once a document has been saved, it can be
updated (alteration of previously input data) up
until the time it is submitted for transaction review
into the TARGET system. For interdepartmental
invoices, this means updates can be performed until
the IITP (Interdepartmental Invoice TARGET
Processing) transaction is submitted. To update data,
use an Action of U in conjunction with the other
required key fields in the banner. Make sure you
press PF10 to save changes.
Once the interdepartmental invoice is created and saved
on the IIM (Interdepartmental Invoice Maintenance)
command, the IITP (Interdepartmental Invoice TARGET
Processing) command is used to submit the transaction
for review and approval. Once this submission request is saved
on IITP, updates can no longer be performed on the
document via the IIM command.
Step by Step Process
-
Enter "IITP" in the Command field, an "S" (submit) in the
Action field,
the II Doc Number and
then press Enter.
-
Press PF10, to submit the transaction.
Once submitted, the transaction is routed
automatically to the appropriate desks for review.
Upon final approval, the II record is posted to DART
(real-time) and to the general ledger (via a nightly
batch job).
During the review process,
TARGET reviewers can change the account numbers,
categories and
the Pr codes, if necessary.
LDS - List Documents by Status, type, and effective fiscal
year
LDD -
List Documents by Approval Date
LTRS - List Txns for a Requestor, Status, cmd
LTPR - List Transactions Pending Review
LDTF - List Document by Type and effective Fiscal year
LDRF - List Document by ReFerence id.
LDSB -
List Doc by Status, BU, type, FY, date
LDCF -
List Documents by Company cost center, effective Fiscal
year
LDAF -
List Document by company/Account, Fiscal year, type and
approval date.
LTTF - List Transactions by Type, FY, number