Correcting Suspense Generated by the Grant Award Step-by-Step

Use a Journal Voucher entry in the Budgetary Control (BC) module to correct suspense transactions generated by the entry to record the grant award (Step 1 in the business process flow). Before generating this entry, make sure the appropriate accounting distributions have been validated (see Adding an Existing Distribution to Your Company Step-by-Step.)

After signing on:
 

1. Type .BC in the ACTION field on any screen and press enter to access the Budgetary Control Menu (001) screen. (You must type the period.) 
2. Type 2 in the NEXT FUNCTION field and press enter to access the Budgetary Control Document Entry Menu (200) screen
3. Type 1 in the NEXT FUNCTION field and press enter to access the Journal Voucher Entry (211) screen. 
4. Type A in the OPTION field to add a document.
5. Type your document ID number in the DOCUMENT ID field using 15 (life-to-date entry) as the transaction type. 
    Note: Your agency will have a standard numbering system for these transactions. 
6. Type your initials in the APPLICATION AREA field and press enter to access the Journal Voucher Entry (212) screen. 
7. Type the date you want the transaction to become effective (MMDDYY format) in the EFFECTIVE DATE field. 
8. Type the total amount in the TOTAL field. (Be sure to include the decimal point.) The document control total is equal to the total debits and total credits, ignoring the sign.
9. Type your company number in the COMPANY ID field.
    Note: Typically, the fourth digit of the company will be a 1(general fund), a 2 (special fund), or a 4(capital projects fund) for grant transactions.
10. Type 1 in the DATA TYPE CODE field for a one-side entry, and press enter to access the Journal Voucher Entry (213) screen. 
11. Type a sequence number, beginning with 0001 in the LINE field. 
12. Type A in the TRANSACTION CODE field to add a transaction line. 
13. Type the correct Grant Award account number in the COMP/ACCT/CNTR field.
14. Tab to the CNTR part of the COMP/ACCT/CNTR field and type your center number.
15. Type the amount being debited in the DEBIT/CREDIT AMOUNT field.
16. To debit the account, type DR (or 10) in the DEBIT/CREDIT CODE field. 
17. Type GC in the ACCOUNTING RULE field. Accounting rule GC changes the first two digits of the account from a 43 to a 65 in the General Ledger (GL) and generates the offset to the suspense account and center. 
18. Press enter to validate the accounting distribution and repeat Steps 11-17 until each debit entry has been completed.
19. When the last line has been entered, tab to the OPTIONS field, type E (End) and press enter.
 
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