Accounting Forms - Filling Out Word Forms
General Completion Instructions for all forms:- Gray areas delineate where you can enter form information.
- Use the TAB key to advance from field to field. (Do not use the ENTER
key.)
- Check boxes are either "off" or "on". You can use the
space bar OR the mouse button to insert or remove an "x" in the
check boxes.
- Dates must be entered using a slash between elements, e.g., 07/01/1999 not
07011999.
- If the document appears small on your monitor, you can use the Zoom drop-down
box on the standard tool bar to increase or decrease document viewing size.
(The Zoom drop-down box is the one containing a number and % sign.)
- Each area has a limited amount of space. If it is not sufficient, please
attach further documentation on separate sheets.
- In the future, you will be advised when revisions to the form templates
are made. If you have saved the template off-line, you are responsible for
updating it. Outdated versions of forms will not be accepted.
- Microsoft Word's security level should be set to medium to allow
the form macros to run. Complete the following steps in Microsoft
Word: 1) On the "Tools" menu, point to "Macro",
and then click "Security"; 2) Click the "Security Level"
tab, and then set the security level to medium.
- When you open a form, a dialog box will prompt you for the agency number.
Input the agency number and the agency name will be automatically selected
(all forms except Form 111). Close this box after you have selected the correct
agency. Form 111 requires you to enter both the agency name and number because
it is used to establish new agencies.
- The Action and Monetary Account Type fields contain drop-down
boxes. The Action field is found on Forms 111 - 134 and your choice
determines which additional fields need to be completed. The Monetary Account
Type field is only used on Form 131. After tabbing to these fields, the
box is accessible by using either the mouse or by depressing the ALT key and
the DOWN ARROW at the same time.
- For Forms 112 - 134, if you TAB after entering data in the last form field,
the cursor will advance to the agency number field dialog box (first field).
If you do not need to make any changes, just close the box.
- Specific instructions for Form 121 (Fund Code): All changes to funds will
only be accepted from the Responsible (Administering) Business Unit. When
adding or removing a Sub-Business Unit, the Action field under section
3 should be marked as "Modify". For adds, complete section 9 (the
area that begins "Do other General Ledger Business Units have access?").
Indicate the desired budget status for the Sub-Business Unit. To remove a
Sub-Business Unit, complete the same area in section 9 that applies to adds.
Indicate the Sub-Business Unit(s) that should be removed. Form 121 has a web
hyperlink at the top of the form that will jump to these instructions when
double-clicked.
- After the document is complete, either print and have it signed by an authorized
party or attach it to an e-mail sent by an authorized party. Forward the completed
form to the Department of Administration, Accounting Bureau for input into
the Statewide Accounting System.
- Please remember that each agency is responsible to maintain its own org
information and budget translate trees.
For accounting questions, contact:
- Forms 111 - 134 and Cash Reconciliation Forms; Julie Feldman (444-3094)
- Forms DA-105 - DA-120; (444-4681)
- Asset Management Report of Property Survey; Janet Atchison (444-4669)
- Bank Reconciliation Supplement, Electronic Funds Transfer; Lee Gilkey (444-2624)
- Vendor Information, 1099 Form - Correction/Duplicate, Substitute W-9 Form; Jennifer Winkler (444-5234)
- Agency Request for Copy of Cashed Warrant, Agency Request to Initiate Warrant Replacement, Agreement to Indemnify and Hold Harmless, Express Warrant; Angela Burrows (444-3133)
- Stale-Date Inter-unit Journal Request, Stale-Date Warrant Replacement Affidavit, Warrant Cancellation; Patricia Birnie (444-2505)
For all other questions, call Mark Curtis at 444-3975.
