GJIM - Interdepartmental Invoice

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).

How to Create an Interdepartmental Invoice

1. Enter "IIM" in the Command field, an "A" (add)in the Action field and press Enter.
2. Enter a description for the invoice in the Desc field.
   (You may also enter a second description in the second Desc-2 field.)
3. 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).
4. 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.)
5. If supporting paper documentation is to be provided, type "Y" in the Doc (Y/N) field.
6. Enter the the company cost center which the revenue or negative expenditure is to be recorded in the Credit--Co Cost Ctr field.
7. 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.
8. 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.
9. Enter the Amount to be paid. This amount should match the total amounts in the list of charges in the section below.
10. 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.
11. Press PF9 to document and/or justify the purpose of the transfer.
12. 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.

How to Submit an Interdepartmental Invoice for Approval

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.

1. Enter "IITP" in the Command field, an "S" (submit) in the Action field, the II Doc Number and then press Enter.
2. Press PF10, to submit the transaction.

During the review process, TARGET reviewers can change the account numbers, categories and the Pr codes, if necessary.

Helpful List to Use to Find GJIM Documents