On a monthly basis, an "Account Statement" and "Summary of all Accounts" will be sent to the Department Contact for any store purchases made in the current month. This will be sent to you within the first week of the following month.
This statement will list all items purchased on each voucher, date and total of each voucher, account total of all vouchers that will be charged to the appropriate FIS #s provided by the department. This will appear on the same line as your Department/Account Name. The GL & reference # of the debit memo will appear on the same line as the account total. This will serve as back up for reconciliation and audit purposes.
This is a report by department that summarizes the total amount charged to each operating and fund account, GL, FIS account numbers, name of account and debit memo reference number. Operating & Fund Accounts will each have a separate debit memo reference number.
If you would like to set up a new Stores account or have funds/operating accounts that have ended or are no longer to be used for Store purchases, please complete the Central Stores Account Form. Please submit this to the Stores Lead Hand at Central Stores, Room S120, phone #287-7590.
An "inactive" status will be put on the funds/operating accounts that are closed to retain the historical data should anyone require a printout/reprint of the transactions made on these "inactive" accounts for any period of time. All forms must be signed by the authorized account holder. To ensure that all store purchases are charged to the correct fund(s) account, please ensure that you complete the attached form at the beginning of the new fiscal year (May)/grant year (April).