Your Checkbook Glossary
Banner ACS - Banner ACS is the software system used to record the financial transactions for the Leon County Board of Commissioners, the Clerk of the Court, and the Sheriff’s Office.
Banner Invoices - Banner Invoices are vouchers entered into the financial accounts payable system to record payment of a vendor’s invoice. The transactions are recorded with or without an encumbrance. Invoices are paid by checks. Banner invoices are recorded with rule code INNI for invoices without an encumbrance and INEI for invoices with an encumbrance. Associated documents begin with an I.
Cash Receipt Report - A cash receipt report is a document that records financial data summarizing cash collections. Cash Receipt Entries are recorded with Banner rule code CR05 and associated documents begin with CR. The images for these transactions will not be viewable because cash receipts may contain sensitive banking information that must be redacted before releasing to public viewing.
Credit Memos - Banner Invoice Credit Memos are vouchers entered into the financial accounts payable system to record a credit. The transactions are recorded with or without an encumbrance and occur for common reasons such as a return of merchandise. Credit memos reduce the amount of the check. Credit memos are recorded with rule code INNC for credit memos without an encumbrance and INEC for credit memos with an encumbrance. Associated documents begin with an I.
Encumbrances - Encumbrances are a reservation of a budget generated by a purchase order and to be paid upon receipt of an invoice.
Fiscal Year - The fiscal year for the County is a 12-month period at the end of which all accounts are completed in order to provide a statement of the County’s financial condition. The County’s fiscal year begins October 1st and ends September 30th.
Journal Voucher - A journal voucher is an internal accounting record that notes the details of a transaction for record keeping and auditing purposes. The document includes the accounts affected, the date of the transaction, a description of the transaction, associated documents supporting the entry, the amount, and signatures of authorizing parties. In Banner, the journal voucher is recorded with Banner rule code JE14 for cash adjustments and rule code JE15 for account adjustments. Associated documents begin with J.
Pcard - The Pcard transaction is another name for a purchasing card used by County employees. A corporate-level Visa is distributed to authorized employees with restrictions imposed by the County who pays the bill. Individuals have a monthly spending limit for specific types of pre-established allowable purchases. Pcard transactions are recorded with the Banner rule code PCAR and associated documents begin with PC.
Warehouse Issue - A Warehouse Issue is an internal journal voucher that records an expense from the warehouse for office or operating supplies. Warehouse Issues are recorded in Banner with rule code ISSU and associated documents begin with U.
Image Error - On clicking "PCARD/INVOICE image, if you get "Page not found" message then it indicates the document is yet to be scanned into the system. Generally there is one to two weeks lag time before images is loaded.