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Business and Financial Policies and Procedures

Process Internal Sales

Before You Begin

This procedure is initiated and processed by the selling campus unit.

If your unit sells goods or services to another University unit, including selling to University grant funds, you will need to process internal sales transactions. To differentiate between internal sales, fund transfers, and educational administrative allowances, consult Definitions.

Internal sales may only be recorded in Banner self-supporting or health care service plan funds. Because the unit making the sale submits the Banner entry, be sure to obtain the C-FOAPAL from your customer and confirm that they understand the C-FOAPAL will be charged.

Begin

To process internal sales:

  1. Determine the method to post charges:
    • Infrequent or small number of sales - If you are charging one or two units for one or two products (or services) each, use a Journal Voucher (JV) using either FGAJVCD or FGAJVCQ. For step-by-step instructions, consult GL 101: Journal Voucher Processing Training Guide.
    • High volume of sales transactions - If you are charging multiple units or are charging a few units for multiple products (or services), consider using a Banner journal voucher form FGAJVCM. For step-by-step instructions, consult GL 101: Journal Voucher Processing Training Guide
    • Significant recurring sales transactions that must be posted from a separate system into Banner - Contact University Accounting and Financial Reporting (UAFR) at uas@uillinois.edu for more information about the requirements for establishing a feeder file or consult "Appendix I: Automated Interface (Feeder) Transactions" in GL 101: Journal Voucher Processing Training Guide
  2. Determine the correct rule codes:
  3. State funds - When selling to a state fund, assign rule code 170 when using a Banner journal voucher form. Assign rule code 170F when using a feeder.
    Other funds - When selling to any other fund, assign rule code 100 when using a Banner journal voucher form. Assign rule code 100F when using a feeder.
    For additional information about JV Rule Codes, consult JV Rule Codes.
  4. Determine the correct account codes:
  5. Debit - Assign an expense account code to the debit (+) field that reflects the product or service being sold. (Consult Banner Account Codes).

    Credit - Assign a revenue account code to the credit (-) field that reflects the kind of revenue being earned (Account Codes 304xxx through 307xxx).

  6. Create a journal voucher. Explain what the transaction is for by entering that information in the Document Text (FOATEXT) and description line.
  7. Complete the journal voucher or submit the feeder file.
  8. If you are selling to a grant fund, your campus Grants and Contracts office reviews the journal voucher, and if approved, it posts to Banner. If it is not approved, Grants and Contracts will notify you and return the journal voucher to you. As soon as possible, either edit the journal voucher to correct the error or remove it from Banner.
  9. Use Banner to verify the transaction has been processed. If you have questions, contact University Accounting and Financial Reporting (UAFR) at uas@uillinois.edu.
  10. Inform the customer of the document number after it has been posted.

Additional Resources

Definitions
Banner Account Codes
GL 101: Journal Voucher Processing Training Guide
Creating a Journal Voucher with FGAJVCD and FGAJVCQ
Creating a Journal Voucher with FGAJVCM
Approval Process for Journal Vouchers Involving Grant Funds
JV Rule Codes

Last Updated: September 6, 2017 | Approved: Senior Associate Vice President for Business and Finance | Effective: November 2009

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