Business Process Flowchart

General Ledger

Packet MAGIC Roles

Description The MAGIC Roles used in these flows are:

The General Ledger

Packet describes how to  GL - General Ledger Agency Accountant
record and maintain  GL - General Ledger Agency Manager – Approver
a c a docu
financial documents
e ts in AR - Accounts Receivable Invoice Entry
y
the general ledger, which AR - Accounts Receivable Corrections
are the basis for internal AR - Accounts Receivable Invoice Approver
and external financial
reporting.

A description of each role can be found on the MMRS

Website.

MAGIC Flows
The individual MAGIC flows that are included in Help or Questions
this packet are:

 GL1-Cash Receipts for Non-Invoiced Items

GL2- Process changed and added to AR Click here to learn how to read a
packet (AR3) MAGIC Business Flowchart.
Flowchart
 GL3-Revenue Distribution Transfer
 GL4-Transfer of Funds - Intra-Agency If you have a question, please use
 GL5-Adjustment for Incorrect GL Revenue the MAGIC Feedback webpage to
Posting submit your question.
 GL6-Agency Reclassification Posting
 GL7-Adjustment for Incorrect GL Revenue
P ti Non-Invoiced
Posting N I i dRReceipts
i t
 Business Process Flowchart

General Ledger

Significant Changes
 MAGIC will use Agency transfers without approvals being required.
 Several document types will be used to transfer money between or within
agencies. One of which will replace the use of balance sheet accounts 36100.
 Separation of funds by funding source.
 Collapse
p of some g general ledger
g account numbers.

High
g Level Process Description
p

 General Ledger (GL):

 Represents total of all GL accounts in the chart of accounts (CoA)
 Tracks corresponding debit and credit balances
 Defines and produces:
 Balance sheets
 Other
Oth accounting
ti statements
t t t
 Postings made to the GL usually occur automatically due to activity in other modules
 The GL has to be updated manually for:
 Non-invoiced Cash Receipts
 Adjustments/Reclassifications
 Miscellaneous GL documents
Creation of a general ledger posting document is necessary for period-end closing or
day-to-day functions.
Cash Receipts for Non-Invoiced Items
GL - General Ledger Agency
Accountant

Enter
Agency Receives Submit/Complete
Cash Receipt
Monies YC Document Cash deposited in bank
as a YC document
and available for posting
FV50 FV50 in MAGIC
NOTE: Review necessary documents,
and Approve or Reject at all Agency
Approval Levels
GL - General Ledger Agency Manager -

Workflow
Approval
Reject YC document
SBWP
Approver

Approve

Agency fills out Cash

Receipt form and
sends Cash Receipt
form and monies to
DFA-OFM

DFA-OFM reconciles/
balances, fills out
Workflow YC document posts to transmittal sheet and
DFA-OFM

Approval G/L in FI & updated sends transmittal

Reject YC document Approve Fund cash balance in sheet and checks to
SBWP
MAGIC Treasury

YC document sent Treasury deposits

Treasury

to Treasury via monies into

interface and Commercial bank
Treasury/QED account
Fund cash balance
is updated
 Agency receives revenue and
needs to distribute
GL - General Ledger Agency Accountant

Revenue distribution transfer

State General Fund
completed

Deposit Monies Using Is Revenue

Business Process for another agency or
“Cash Receipts for Non- for the State General
Invoiced Items” Fund?

Agency enters YU
document in MAGIC to Submit/Complete YU
Another agency
transfer revenue to document NOTE: Review documents,
another agency and Approve or Reject at all
NOTE OF PROCEDURE CHANGE:
All monies not going to State General FV50 FV50 Agency Approval Levels
Fund must first be deposited prior to *NO DFA /OFM Approval.
transfer.
GL - General Ledger
Agency Manager -

Workflow YU document posts to

Approver

Agency Approval G/L in FI & updates

Reject YU document Approve
Fund cash balance in
SBWP MAGIC

YU document sent
Treasury

to Treasury via
interface and
Treasury/QED
Fund cash balance
is updated
Ledger Agency
GL - General

Accountant

Cash has been transferred from

Agency needs to transfer Agency enters ZT Agency Fund A to Agency Fund B
money from one Fund to Submit/Complete ZT and is available for posting in
document for
another Fund Document MAGIC
Fund to Fund Transfer

FV50 FV50
GL - General Ledger
Agency Manager -

NOTE: Review necessary

documents, and Approve or
Workflow
Approver

Reject Reject at all Agency

Approval
Approval Levels
ZT document
SBWP

Approve
DFA-OFM

ZT document posts
Workflow
to G/L in FI &
Reject Approval Approve
updated Fund cash
ZT document
balance in MAGIC
SBWP

ZT document
sent to Treasury
Treasury

via interface and

Treasury/QED
Fund cash
balance is
updated
 Customer Invoice entry with FV70
(YX) or (DR); debit to customer and Correction made to General
credit to revenue but incorrect Ledger
revenue posting
AR Invoice Entry

Entry role needs to verify

correct material code is
entered to derive the
correct GL code.
Invoice entry for
Is NOTE:
Customer Invoice
the customer a No See process steps for
Doc Code -XY
state agency Agency Reclassification Posting
FV70

Yes
AR - Corrections

Reverse document

FB08
Adjustments for Incorrect GL Revenue Posting
(Non-Invoiced Receipts)

Agency identifies incorrectly

GL - General Ledger Agency

posted YC receipt document Agency GL Posting

(wrong coding block info or GL has been adjusted
accounts)
Accountant

Agency enters
ZE document type Submit/Complete ZE
to Document
correct the YC posting
FV50 FV50

NOTE: Review necessary documents,

GL - General Ledger Agency

and Approve or Reject at all Agency

Approval Levels
Manager - Approver

ZE document
Workflow
posts to G/L in FI &
Approval
Reject Approve updated Fund cash
ZE document?
balance (if applicable) in
SBWP MAGIC

Treasury interface
Treasury

ZE document
sent to Treasury and
Treasury/QED Fund
cash balance is
updated
Agency Reclassification Posting
GL - General Ledger Agency

Agency needs to Agency reclassification

reclassify/adjust a posting is completed
Accountant

GL posting

Agency enters
Submit/Complete
reclassification using a
ZE document
ZE document NOTE: Review necessary documents,
and Approve or Reject at all Agency
FV50 FV50 Approval Levels
GL - General Ledger Agency
Manager - Approver

Workflow
ZE document
posts to G/L in FI &
Reject Agency Approval Approve updated Fund cash
ZE document
balance
(if cash-relevant)
SBWP

Treasury Interface
Treasury

ZE document
sent to Treasury
and Treasury/QED
Fund cash balance
is updated
Cash Receipts for Non-Invoiced Items
GL - General Ledger Agency
Accountant

Enter
Agency Receives Submit/Complete
Cash Receipt
Monies YC Document Cash deposited in bank
as a YC document
and available for posting
FV50 FV50 in MAGIC
NOTE: Review necessary documents,
and Approve or Reject at all Agency
Approval Levels
GL - General Ledger Agency Manager -

Workflow
Approval
Reject YC document
SBWP
Approver

Approve

Agency fills out Cash

Receipt form and
sends Cash Receipt
form and monies to
DFA-OFM

DFA-OFM reconciles/
balances, fills out
Workflow YC document posts to transmittal sheet and
DFA-OFM

Approval G/L in FI & updated sends transmittal

Reject YC document Approve Fund cash balance in sheet and checks to
SBWP
MAGIC Treasury

YC document sent Treasury deposits

Treasury

to Treasury via monies into

interface and Commercial bank
Treasury/QED account
Fund cash balance
is updated
 Agency receives revenue and
needs to distribute
GL - General Ledger Agency Accountant

Revenue distribution transfer

State General Fund
completed

Deposit Monies Using Is Revenue

Business Process for another agency or
“Cash Receipts for Non- for the State General
Invoiced Items” Fund?

Agency enters YU
document in MAGIC to Submit/Complete YU
Another agency
transfer revenue to document NOTE: Review documents,
another agency and Approve or Reject at all
NOTE OF PROCEDURE CHANGE:
All monies not going to State General FV50 FV50 Agency Approval Levels
Fund must first be deposited prior to *NO DFA /OFM Approval.
transfer.
GL - General Ledger
Agency Manager -

Workflow YU document posts to

Approver

Agency Approval G/L in FI & updates

Reject YU document Approve
Fund cash balance in
SBWP MAGIC

YU document sent
Treasury

to Treasury via
interface and
Treasury/QED
Fund cash balance
is updated
Ledger Agency
GL - General

Accountant

Cash has been transferred from

Agency needs to transfer Agency enters ZT Agency Fund A to Agency Fund B
money from one Fund to Submit/Complete ZT and is available for posting in
document for
another Fund Document MAGIC
Fund to Fund Transfer

FV50 FV50
GL - General Ledger
Agency Manager -

NOTE: Review necessary

documents, and Approve or
Workflow
Approver

Reject Reject at all Agency

Approval
Approval Levels
ZT document
SBWP

Approve
DFA-OFM

ZT document posts
Workflow
to G/L in FI &
Reject Approval Approve
updated Fund cash
ZT document
balance in MAGIC
SBWP

ZT document
sent to Treasury
Treasury

via interface and

Treasury/QED
Fund cash
balance is
updated
 Customer Invoice
entry with FV70 (YX) or (DR); Correction made to General
debit to customer and credit to Ledger
revenue but incorrect revenue Note: See process steps for
AR Invoice Entry

posting GL7-Agency Reclassification Posting

Has the money Yes Reclassification of the Enter a G/L account Reissue the invoice with
been received posting document – (ZE) correct coding

FV50

No
DFA/OFM

Reverse document

FB08
Agency Reclassification Posting
GL - General Ledger Agency

Agency needs to Agency reclassification

reclassify/adjust a posting is completed
Accountant

GL posting

Agency enters
Submit/Complete
reclassification using a
ZE document
ZE document NOTE: Review necessary documents,
and Approve or Reject at all Agency
FV50 FV50 Approval Levels
GL - General Ledger Agency
Manager - Approver

Workflow
ZE document
posts to G/L in FI &
Reject Agency Approval Approve updated Fund cash
ZE document
balance
(if cash-relevant)
SBWP

Treasury Interface
Treasury

ZE document
sent to Treasury
and Treasury/QED
Fund cash balance
is updated
Adjustments for Incorrect GL Revenue Posting
(Non-Invoiced Receipts)

Agency identifies incorrectly

GL - General Ledger Agency

posted YC receipt document Agency GL Posting

(wrong coding block info or GL has been adjusted
accounts)
Accountant

Agency enters
ZE document type Submit/Complete ZE
to Document
correct the YC posting
FV50 FV50

NOTE: Review necessary documents,

GL - General Ledger Agency

and Approve or Reject at all Agency

Approval Levels
Manager - Approver

ZE document
Workflow
posts to G/L in FI &
Approval
Reject Approve updated Fund cash
ZE document?
balance (if applicable) in
SBWP MAGIC

Treasury interface
Treasury

ZE document
sent to Treasury and
Treasury/QED Fund
cash balance is
updated