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EQUIPMENT PROCEDURES MANUAL - page 35 / 86

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NCCCS EQUIPMENT MANUAL

After you have entered the data for all equipment purchases for the current month, the following process must be completed:

From the Main Menu, you would select #4 – Monthly Transactions. The screen will look like this:

Equipment

*** Monthly Processing ***

MEQ4

1= Monthly Transaction Report 2= Monthly Audit

Enter Selection or <CR> to Return to Main Menu=

1.

Monthly Transaction Report - When you select “1,” the system will run a report of all transactions (data you have entered) for the current month. Data is sorted and printed by action, fund source, item number, and sequence. This report is useful in balancing the months work.

2.

Monthly Audit - When you select “2,” the system will run a report that compares monthly equipment transactions (data you have entered) to the equipment expenditures on the DCC 2-12 (G/L Summary File) The operator is prompted to enter the following information:

NOTE: THIS PROCESS MUST BE DONE MONTHLY AND THE LAST COPY OF THE BALANCED AUDIT SHEET FORWARDED TO THE SYSTEM OFFICE NO LATER THAN THE 15TH OF EACH MONTH.

MONTHLY TRANSACTION PROCESSING

Note: G/L = General Ledger and J/E = Journal Entry

If your audit of the G/L Summary and Equipment Transactions does not balance, the two amounts print on the screen along with a message telling that the audit was unsuccessful. After reviewing reports, make all appropriate corrections and re-run the audit.

29

Oct.2001

D.

The current month for the report (MM/YYYY). Items sold without bid # - (Dollar amount for money receipted for items sold that had no inventory number.) J/E to state 112 Equip Lines – (Amount that applies to the current month’s 2-12 work, but not reflected on the month’s equipment transactions. **Helpful hint** Minus (“-”) the amount if you have entered the item, and/or Plus (“+”) the amount if an expenditure was coded from the wrong account. (e.g. paid from major, but should have been minor) Any miscellaneous Equipment Inventory Adjustments.

A. B.

C.

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