Create an Internal Document

Create an Internal Document

Background

·         Internal Transactions are used to:

  1. Record transactions between and within state departments
  2. Make correcting entries
  3. Make allocations and adjustments
  4. Make payment for goods or services provided by or to another state department. (a buyer and seller relationship)

 

What types of Internal Transaction should I use?

 

There are three types of internal transactions. These types of transactions can be used in different situations. The three types of internal transactions are:

1.      IDT

2.     IET

3.     ITI/ITA

When to use these three types of internal transactions and links to step by step guides to creating the documents are detailed below.


IDT

·         Used for entries within the same department

·         May be used for entries between departments if you have security for both departments.

·         May be used for entries between funds, if you have security for both funds.

·         Used for coding to expense, revenue, asset, or liability accounts, except cash. (You cannot code directly to cash.)

There are a number of valid event types for IDT documents. The table below details the event types:

Event Type

Name

Positive

Dollar Amount

Negative

Dollar Amount

Purpose

CA41

Asset with cash offset

DR - Asset

CR - Cash

DR - Cash

CR - Asset

Increase or decrease the amount in an asset account.

CA42

Liability with cash offset

DR - Liability

CR - Cash

DR - Cash

CR - Liability

Increase or decrease the amount in a liability account.

CA44

Expense with cash offset

DR - Expense

CR - Cash

DR - Cash

CR - Expense

Increase or decrease an expense.

CA45

Revenue with cash offset

DR - Revenue

CR - Cash

DR - Cash

CR - Revenue

Increase or decrease a revenue.

CA51

Accumulated Depreciation

DR - Accumulated Depreciation

CR - Cash

DR - Cash

CR - Accumulated Depreciation

Increase or decrease accumulated depreciation.

 

Click here to learn how to complete an IDT.


IET

·         Used for entries within the same Department.

·         Types of Entries:

o        Correcting

o        Allocating

o        Adjusting

o        Buyer and seller relationship

The table below details the different event types for IETs:

Event Type

Name

Entry

Purpose

IN01

Reclass EXP Between Funds

Dr - Expenditure

Cr - Expenditure

Move expenditures from one coding block to another between different funds. (moves the cash)

IN02

YE Reclass EXP Between Funds

Dr - Expenditure

Cr - Expenditure

Year end entry to move expenditures from one coding block to another between different funds. (Replaces IN01 in period 13.)

IN03

Reclass EXP Within Fund

Dr - Expenditure

Cr - Expenditure

Move expenditures from one coding block to another within the same fund. (No cash moved)

IN04

Seller/Rev Buyer/Exp Between Funds

Dr - Expenditure

Cr - Revenue

Record revenue in one coding block and expenditure in another between different funds. (moves the cash)

IN05

YE Seller/Rev Buyer/Exp Between Funds

Dr - Expenditure

Cr - Revenue

Year end entry to record revenue in one coding block and expenditure in another between different funds.(Replaces IN04 in period 13.)

IN06

Seller/Rev Buyer/Exp Within Fund

Dr - Expenditure

Cr - Revenue

Record revenue in one coding block and expenditure in another within the same fund. (No cash moved)

IN07

Reclass REV Between Funds

Dr - Revenue

Cr - Revenue

Move revenue from one coding block to another between different funds. (moves the cash)

IN08

YE Reclass REV Between Funds

Dr - Revenue

Cr - Revenue

Year end entry to move revenue from one coding block to another between different funds. (Replaces IN07 in period 13.)

IN09

Reclass REV Within Fund

Dr - Revenue

Cr - Revenue

Move revenue from one coding block to another within the same fund. (No cash moved)

IN40

Liability cr/Asset dr Reclass between funds

Dr - Asset

Cr - Liability

Reclassify an asset to a liability (or vice versa) between funds.

IN41

Exp cr/Asset dr Reclass between funds

Dr - Asset

Cr - Expenditure

Reclassify an asset to an expense (or vice versa) between funds.

IN42

Expense cr/Liability dr Reclass between funds

Dr - Liability

Cr - Expenditure

Reclassify a liability to an expense (or vice versa) between funds.

IN43

Revenue cr/Liability dr Reclass between funds

Dr - Liability

Cr - Revenue

Reclassify a liability to a revenue (or vice versa) between funds.

IN44

Revenue cr/Asset dr Reclass between funds

Dr - Asset

Cr - Revenue

Reclassify an asset to a revenue (or vice versa) between funds.

IN50

Liability cr/Asset dr Reclass within the same fund

Dr - Asset

Cr - Liability

Reclassify an asset to a liability (or vice versa) within the same fund.

IN51

Exp cr/Asset dr Reclass within the same fund

Dr - Asset

Cr - Expenditure

Reclassify an asset to an expense (or vice versa) within the same funds.

IN52

Expense cr/Liability dr Reclass within the same fund

Dr - Liability

Cr - Expenditure

Reclassify a liability to an expense (or vice versa) within the same funds.

IN53

Revenue cr/Liability dr Reclass within the same fund

Dr - Liability

Cr - Revenue

Reclassify a liability to a revenue (or vice versa) within the same fund.

IN54

Revenue cr/Asset dr Reclass within the same fund

Dr - Asset

Cr - Revenue

Reclassify an asset to a revenue (or vice versa) within the same fund.

 

Click here to learn about the process flow for an IET. Click here to learn about the IET transactions flows.

 


 

ITI/ITA

·         Used for entries between departments.

·         Used for entries with the same department where you desire to have the 2nd party approve the document.

·         Used when there is a true buyer/seller relationship and one party initiates the document and the other party approves it (even if in the same department).

·         Types of Entries:

o        Correcting

o        Allocating

o        Adjusting

o        Buyer and Seller Relationship

The table below details the different event types for IETs:

Event Type

Name

Entry

Purpose

IN01

Reclass EXP Between Funds

Dr - Expenditure

Cr - Expenditure

Move expenditures from one coding block to another between different funds. (moves the cash)

IN02

YE Reclass EXP Between Funds

Dr - Expenditure

Cr - Expenditure

Year end entry to move expenditures from one coding block to another between different funds. (Replaces IN01 in period 13.)

IN03

Reclass EXP Within Fund

Dr - Expenditure

Cr - Expenditure

Move expenditures from one coding block to another within the same fund. (No cash moved)

IN04

Seller/Rev Buyer/Exp Between Funds

Dr - Expenditure

Cr - Revenue

Record revenue in one coding block and expenditure in another between different funds. (moves the cash)

IN05

YE Seller/Rev Buyer/Exp Between Funds

Dr - Expenditure

Cr - Revenue

Year end entry to record revenue in one coding block and expenditure in another between different funds.(Replaces IN04 in period 13.)

IN06

Seller/Rev Buyer/Exp Within Fund

Dr - Expenditure

Cr - Revenue

Record revenue in one coding block and expenditure in another within the same fund. (No cash moved)

IN07

Reclass REV Between Funds

Dr - Revenue

Cr - Revenue

Move revenue from one coding block to another between different funds. (moves the cash)

IN08

YE Reclass REV Between Funds

Dr - Revenue

Cr - Revenue

Year end entry to move revenue from one coding block to another between different funds. (Replaces IN07 in period 13.)

IN09

Reclass REV Within Fund

Dr - Revenue

Cr - Revenue

Move revenue from one coding block to another within the same fund. (No cash moved)

IN40

Liability cr/Asset dr Reclass between funds

Dr - Asset

Cr - Liability

Reclassify an asset to a liability (or vice versa) between funds.

IN41

Exp cr/Asset dr Reclass between funds

Dr - Asset

Cr - Expenditure

Reclassify an asset to an expense (or vice versa) between funds.

IN42

Expense cr/Liability dr Reclass between funds

Dr - Liability

Cr - Expenditure

Reclassify a liability to an expense (or vice versa) between funds.

IN43

Revenue cr/Liability dr Reclass between funds

Dr - Liability

Cr - Revenue

Reclassify a liability to a revenue (or vice versa) between funds.

IN44

Revenue cr/Asset dr Reclass between funds

Dr - Asset

Cr - Revenue

Reclassify an asset to a revenue (or vice versa) between funds.

IN50

Liability cr/Asset dr Reclass within the same fund

Dr - Asset

Cr - Liability

Reclassify an asset to a liability (or vice versa) within the same fund.

IN51

Exp cr/Asset dr Reclass within the same fund

Dr - Asset

Cr - Expenditure

Reclassify an asset to an expense (or vice versa) within the same funds.

IN52

Expense cr/Liability dr Reclass within the same fund

Dr - Liability

Cr - Expenditure

Reclassify a liability to an expense (or vice versa) within the same funds.

IN53

Revenue cr/Liability dr Reclass within the same fund

Dr - Liability

Cr - Revenue

Reclassify a liability to a revenue (or vice versa) within the same fund.

IN54

Revenue cr/Asset dr Reclass within the same fund

Dr - Asset

Cr - Revenue

Reclassify an asset to a revenue (or vice versa) within the same fund.

 

Click here for more information regarding the ITI/ITA transaction flow.



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