FINANCIAL INFORMATION PROCESSING
This chapter provides detailed information on the Administration and Finance Financial Information Processing Office.
The Administration and Finance Financial Information Processing Office is responsible for the input of all accounting transactions into the Finance System and the subsequent production and distribution of all financial reports. Financial Information Processing is also responsible for scheduling production and Ad-Hoc reports and programs.
Please contact your fiscal monitor concerning the processing of other transactions not discussed here or for assistance in processing any transaction.
Requests for Finance System documentation may be made of Financial Information Processing or Accounts Payable through the use of the Request for FRS Documentation form when requesting from FRS. The format of the form is self-explanatory and may be used when requesting backup information for entries posted to FRS. Finance documentation, which cannot be provided by Financial Information Processing or Accounts Payable includes, but is not limited to, payroll entries, detail on telephone charges, detail on postage charges, Purchase Requisitions, and Financial Aid Entries. Documentation requests for information from Banner may be made on Request for Banner Finance Documentation form.
There is a specific entry form available in Financial Information Processing for each type of accounting transaction. These forms are used to input data to the Finance System. When completing the forms, please type or print legibly in ink. Initials, facsimile signatures, or signing another employee’s name will not be accepted.
The Journal Voucher form is used to record a transfer between two Indexes (FOPALs).
Items to remember when entering are:
- Debits must equal credits
- Fields are limited to length, please enter only that many characters
- The form is fillable and has edits to help you complete
- Complete instructions are included with the form.
Cash Entry Voucher
The Cash Entry Voucher form is used to record cash receipts and/or cash disbursements. Complete instructions are included with the form.
Forms are available on the Administration and Finance Website under Reports/Forms http://af.nmsu.edu/forms/.
New Index (FOPAL) Request
This form should be submitted whenever a new Index (FOPAL) needs to be established in the Chart of Accounts.
Transactions are input into the Finance System through real-time update. Financial Information Processing balances all transactions on a daily basis to assure that all input submitted is properly recorded in the accounting records.
Financial Information Processing processes all non-disbursement transactions including Journal Vouchers, Cash Entries, and Interdepartmental Vouchers (IDVs) that are not entered directly by the fiscal monitor.
Direct Pay Requests and Reimbursement Vouchers are processed through Accounts Payable.
A variety of financial reports are available to the University on a daily, weekly, or monthly basis. Financial reports are available via e-Print on the morning following month-end close. Daily balances may be accessed through the use of the Self-Service Budget Query. If other reporting needs arise, please contact your fiscal monitor.
NOTE: Separate documentation is available on all reports available to Finance System users who have access to the on-line inquiry system. To obtain information for training on the use of this system, contact the Center for Learning and Professional Development.
If a department would like to receive a special Ad-Hoc report from the Finance System, send an e-mail to the Administrative Data Management Department at: firstname.lastname@example.org. ADM will evaluate the request and communicate the expected action.