Adjustments to payments and deposits should always be made either in the Accounts Payable module or the General Ledger. The type of adjustment that is needed and any system constraints will determine in which module a transaction should be submitted.
Accounts Payable Journal Voucher (APJV) transactions can only occur when the adjustment is within the same fund and the original expenditure occurred in SFS (since April 1, 2012). APJV transactions are submitted in the Accounts Payable module and are used to adjust expenditures between and within appropriations. APJV transactions can only be submitted online and are not available through bulkload.
Accounts Receivable adjustments involving a Customer ID may be made in the Accounts Receivable module and must be coordinated with OSC BSAO Revenue Accounting.
General Ledger Journal Entry (GLJE) transactions are used to record accounting entries for redistribution, reclassification, or to make corrections when an entry cannot be done in the Accounts Payable or Accounts Receivable submodule from which the transaction originated. GLJE transactions are completed for the following:
All revenue transfers.
Expenditure transfers between funds. Current SFS functionality prevents the submission of adjustments and transfers between funds in the submodules.
Expenditure transfers for agencies that cannot submit APJV transactions online (bulkload).
Hybrid journal entries requiring a charge to both an expenditure account code and a revenue account code.
Operating and Appropriated transfers. Special field requirements are needed to facilitate proper reconciliation and reporting.
Submitting APJV and GLJE transactions to SFS
State agencies must submit APJV transactions online by navigating to SFS Financials > Accounts Payable > Vouchers > Regular Entry
State agencies have two options when submitting GLJE transactions.
Direct Entry process: GLJE transactions may be entered on the Direct Entry screen by navigating to SFS Financials > General Ledger > Journals > Journal Entry > Create/Update Journal Entries > Add a new value
Bulkload process: Agencies enter transactions into their financial system and then transmit those transactions via bulkload to the SFS. After processing the bulkload files, SFS will send agencies various extract files which will enable agencies to keep their internal system in sync with SFS. This bulkload process requires special setup within the Agency profile.
Complete explanations supporting the reason for all GLJE and APJV transactions must be provided in the long description field on the Header tab. Additional detail can be provided in the description field at the line item level if needed. Explanations such as ‘to adjust accounts’ or the use of agency-determined reason codes are not acceptable. Supporting documentation must be attached by clicking on the Attachment link on the Header tab. Agencies who submit APJV and GLJE transactions online must attach the documentation before saving and submitting the transactions. Agencies who bulkload GLJE transactions must attach the documentation once the GLJE transaction is loaded into SFS.
Although State agencies are precluded from forming contracts with one another, nothing precludes State agencies from entering into agreements setting out their respective rights and obligations. Therefore, where an inter-agency agreement (e.g. Memorandum of Understanding (MOU)) provides the authority for a GLJE transactions, the agreement must also be referenced in the long description field and made available upon request.
Where a statute provides the authority for a GLJE transaction, the statute must be referenced by providing chapter number, section and year of enactment, and the page and lines of the authorizing language in the long description field.
A positive dollar amount is a debit (increases expenditures/decreases revenue) and a negative dollar amount is a credit (decreases expenditures/increases revenue). APJV and GLJE transactions are required to be balanced; total debits (+) must equal total credits (-).
As a general rule, APJV and GLJE transactions should not cross budgetary account codes (e.g. Personal Service – Regular, Contractual Services). If it is necessary to cross budgetary account codes, the justification to do so must be fully documented in the long description field on the Header tab.
Absent appropriate justification and proper chartfield coding, these transactions will be denied by OSC BSAO. Once denied the journal is routed back in agency workflow where proper justification can be added and additional documentation attached. The journal can then be resubmitted through workflow for OSC approval.
Obligation and Accounting Dates for Transactions
Due to the change in the number of open GL periods, it is critical that every transaction be submitted with a valid obligation and accounting dates. On December 1, 2016, Operational Advisory 27 was issued. This advisory changed the definition of Accounting Date to be the date the transaction is entered (i.e. today's date). See Chapter XIV, Section 2 – Obligation, Accounting and Budget Dates of this Guide for specific guidance.
Agency Thresholds and Workflow
APJV and GLJE transactions should always be prepared by the State Agency. All APJV transactions, once approved by the State agency, are routed to OSC BSAO Budgets and Spending for approval and posting.
All State agencies have been given a GL Threshold dollar amount which is used to determine which GLJE transactions are workflowed to OSC BSAO for review and approval. OSC BSAO has assigned each Agency a threshold based upon the agency’s ability to comply with all OSC guidelines, volume of transactions, dollar amount of transactions and other criteria. This threshold can be raised or lowered at OSC’s discretion.
GLJE transactions over an agency’s GL Threshold will be routed to OSC BSAO for approval and posting. Any GLJE transaction under an Agency Threshold once approved by the State agency or submitted through bulkload will be posted as part of the SFS batch schedule and are subject to review by OSC BSAO upon request.
GLJE transactions containing multiple Business Unit (BU) charges may be routed to both agencies for review and approval via workflow before the entire transaction is routed to OSC for final approval, if required.
APJV and GLJE transactions posted in the SFS are reported to agencies on the Revenue Journal NYGL0400. The report is sorted by Business Unit and also includes non-revenue related transactions. The agencies can either run the NYGL0400 report on demand in SFS or access the Book of Record report through Report Manager. When run on demand, it can be run for selected BU’s and/or types of transactions.
To run the NYGL0400, navigate to SFS Financials > SFS OBIEE Reports > General Ledger – Balances tab > Revenue Journal (NYGL0400). From this page, agencies can select the date range, report being requested (All or select one), BU being requested (All or select one) and format of the output (pdf, excel, or CSV).