General Rules for Using RRACS

The fundamental concepts for many input journals are discussed below. Users should familiarize themselves with these concepts before beginning to enter data into RRACS.

The account period is a mandatory entry for each journal. The system automatically defaults to the Current Account Month. Select a future month if necessary. Bypass if no change is required.

The prepared date is entered in the MM-DD-YYYY format using numbers and hyphens. Do not omit leading zeros.

The money amounts must include the decimal point if cents are present.

The pre-printed Treasury deposit ticket contains six numbers, and the debit voucher contains five numbers. It is not necessary to enter leading zeros.

The tab key or mouse is used to terminate an entry field and move to the next entry field.

Use the "OK" button to retain entries in a dialog box.

Press the "Post" button to validate all fields or selected fields within the journal and to post the information to the database.

The shift and tab key should be held down at the same time to move the cursor backwards to the prior input field, one field at a time.

The system date and time are displayed on the journal in the upper right-hand corner. Neither of these can be changed.

All entry fields are surrounded by borders. However, "Read Only" or calculated fields do not have borders.

Originating source in the deposit journals cannot be changed using the edit function.

In the RRACS Sub Menu, only one selection can be made from the "Record" , "Confirm" or "Adjust/Reclass" list boxes. If more than one is selected, then the "Deselect" must be used before "Apply" can be selected.

Minus signs are not allowed on the journals. The database administrator will need to assist if something was entered in error.

Message lines are included on the "Maintain Transaction" journal. The message should be used for additional information to identify a record or as part of the audit trail.

All fields do not have validity checks to ensure correct entry. Therefore, it is important to enter "DOC IDs," "Type Code," "Assessment Dates," etc., correctly before posting them to the database.

The journal number should always be transcribed onto the source document as soon as it appears on the screen. The transcribed number is an important part of the audit trail. If a Form 8166, Redesigned Revenue Accounting Control System (RRACS) Input Reconciliation Sheet, was prepared, it must be stamped with the journal number after input to RRACS.

Use "Refresh" from the action bar to clear the journal and start over. If the record has been posted, the "Refresh" command will open a new entry journal.

Use "Help" in the action bar to secure information to assist in using the computer.

If the RRACS Sub Menu has items listed in the record area followed by an ellipse (...) it indicates that if selected, the system will go directly to the RRACS Intermediate journal.

A State must always be selected whenever a Fund Receipt document for public debt is processed.

Information selected from the "Maintain Journal Entry Ledger Classification" list box will appear on the "Maintain Source Journal" journal in the journal entry selection list box.

When asterisks are present in the ledger classification account, click on Display Account for journal transaction details.

When scrolling to select a ledger classification account, debit accounts are listed in numeric order, followed by the credit accounts. Exception: If there is only one credit, it is listed first.