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The Finance Department

Requesting Account Code Corrections / Journals

Form requiredRequest for correction of accounting code errors xls format
Contact details: Head of Management Accounts

Why would I need to request an Account Code correction?

If expenditure or income has been put against the wrong Cost Centre or analysis code.

Why would I need to request a Journal?

If you need to transfer funds between Special Funds and School Departmental Maintenance, or if you need to transfer funds from one Special Fund to another.

How do I make an Account Code Correction / Journal  request?

Complete the Request for correction of accounting code errors  form, sign the “Prepared by” box and send it to the Management Accountant or the Financial Accountant.

NOTE:

Debit Value = Expenditure.  If the correction required is on an expenditure account (Positive Value), the account to which the initial posting was made should be credited and the correct expenditure code debited.

Example:

If an expenditure of £50.00 was wrongly posted to account AB100 AB101 C00 instead of AB100 AB101 S10, the correct entry on this form should be:-

  DR (Debit Value) AB100 AB101 S10 £50.00  
  CR (Credit Value) AB100 AB101 C00   £50.00

 

  Comment: Being correction of Batch/Journal No_________________  posted on_________________________

 

Credit Value = Income. If the correction required is on an income account (Negative Value), the account to which the initial posting was made should be debited and the correct income code credited.

Example:

If an income of £100.00 was wrongly posted to BB100 BB101 470 instead of BB100 BB101 A26, the correct entry on this form should be:-

  DR (Debit Value) BB100 BB101 470 £100.00  
  CR (Credit Value) BB100 BB101 A26   £100.00

 

 

  Comment: Being correction of Batch/Journal No__________________  posted on_________________________

Who needs to authorise these requests?

If you are an authorised signatory for the Cost Centre / Analysis code that is being debited then you can authorise the request. If not then the appropriate person within the School / department should authorise the request.
                       

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Finance Department, Birkbeck, University of London, Malet Street, London WC1E 7HX. Departmental Office tel.:  020 7380 3145, fax.: 020 7380 3221