RSS Icon Twitter icon Facebook icon

UNIVERSITY BOOKSTORE AUTHORIZATION NO. 77-122

Navigation Menu

  1. Accounts Receivable
  2. Accounts Payable Invoices
  3. Purchase Orders (Electronic Or Paper)
  4. Invoices
  5. Credit Requests
  6. Credit Requests (Informational Copy)
  7. Credit Memos
  8. Customers & Special/Mail Orders
  9. Write-Offs
  10. Stock Adjustment
  11. Merchandise Transfers
  12. User Lists
  13. Stock Ledger Entries
  14. Sales Journal Entries
  15. General Ledger Interface Entries
  16. Item History Entries
  17. DCC (Department Class Category) History Entries
  18. Shipping/Receiving
  19. Shipping & Receiving/Rejected Returns
  20. Shipping/Receiving
  21. Shipping/Receiving/Daily Buyback
  22. Class Ring Orders
  23. Computer Spectrum Delivery Log
  24. Computer Spectrum Customer Receipts
  25. Textbooks Text Requests
  26. Historical Textbooks Text Requests
  27. Textbook Mail Orders
  28. Fiscal Office General Disbursement
  29. Fiscal Office Sales Bags
  30. Fiscal Office Student Charge Documents
  31. Fiscal Office IDO'S
  32. Fiscal Office CRR'S
  33. Fiscal Office Stores Requisitions
  34. Fiscal Office Bookstore Requisitions
  35. Fiscal Office/Printing Work Orders
  36. Fiscal Office Journal Entries
  37. Fiscal Office Petty Cash Records
  38. Fiscal Office DCC Reports/Prism Reports
  39. Fiscal Office Sales Journals And Adjustments
  40. Fiscal Office Buybacks And Refunds Documents
  41. Fiscal Office Operating Statement Documents
  42. Fiscal Office Inventory Records (Equipment)
  43. Fiscal Office Physical Inventory Records
  44. Fiscal Office Credit Card Receipts
  45. Fiscal Office Student Charge Edits
  46. Fiscal Office Accounts Receivable Reports
  47. Fiscal Office Financial Statements
  48. Fiscal Office Unicard Documentation
  49. Fiscal Office Non-A/P Vouchers



ITEM NUMBER

1. Accounts Receivable

These records document the Accounts Receivable Transactions, Accounts Receivable Adjustments, Accounts Receivable Invoices, Accounts Receivable Inactive Customers, and Accounts Receivable Inactive Accounts. These records include, but are not limited to: all Prism or other software installations A/R transactions including student charge, department charge, and house accounts, Prism A/R adjustments (includes student charge semester refresh), Prism A/R invoices at POS (point of sale) register, Prism customer and balance information once activity ceases and Accounts Receivable balances equal zero and customer inactivated, and Prism Accounts Receivable account and balance information once activity ceases and the account is inactivated.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

2. Accounts Payable Invoices

These records document the Prism Accounts Payable Invoices, Accounts Payable Credit Requests, and Accounts Payable Credit Memos. These records include, but are not limited to: Prism Accounts Payable invoices for merchandise for resale, Prism Accounts Payable requests for credit for returned merchandise for resale, and Prism Accounts Payable resolved credit memos for returned merchandise for resale.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

3. Purchase Orders (Electronic Or Paper)

These records document the purchase orders for books, supplies, gifts, and miscellaneous merchandise sold in the bookstore.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

4. Invoices

These records document the invoices from vendors for payment due on merchandise for resale.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

5. Credit Requests

These records document the Credit Requests (requested from vendors for product that was returned, defective, or missing from a shipment).

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

6. Credit Requests (Informational Copy)

These records document the printed copy of credit request.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

7. Credit Memos

These records document the credit memos issued from vendors for credit issued.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

8. Customers & Special/Mail Orders

These records document the Prism A/R, special orders, mail orders, and web order customer’s information in the inventory control system (PRISM).

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

9. Write-Offs

These records document the record of merchandise that was written-off due to damages, obsolete, or remainders.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

10. Stock Adjustment

These records document the record of on-hand amounts that were changed including reason for change listed.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

11. Merchandise Transfers

These records document the merchandise for resale that was physically taken from one retail location to another.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

12. User Lists

These records document the lists created in inventory control system for reporting purposes.

Authorized Retention:

Retain for one (1) year and then destroy.

TOP

13. Stock Ledger Entries

These records document the Prism ICS (Inventory Control System) Stock ledger entries used to value inventory and calculate cost of goods sold in Prism general ledger.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

14. Sales Journal Entries

These records document the Prism POS sales entries used to calculate sales and other income in Prism General Ledger.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

15. General Ledger Interface Entries

These records document the Prism general ledger entries from all other Prism modules (ICS, A/R, and A/P (Accounts Payable)).

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

16. Item History Entries

These records document the Prism item history detail at the SKU (stock keeping unit) level.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

17. DCC (Department Class Category) History Entries

These records document the Prism DCC history detail at the DCC level.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

18. Shipping/Receiving

These records document the Returns Shipment Log, FedEx Shipping Books, and UPS Shipping Books. These records include, but are not limited to: database containing a record of all outbound return shipments, manual log book with entries for all outbound FedEx shipments, and manual log book with entries for all outbound UPS shipments.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

19. Shipping & Receiving/Rejected Returns

These records document the database containing a record of all vendor returns rejected and returned.

Authorized Retention:

Retain for one (1) year and then destroy.

TOP

20. Shipping/Receiving

These records document the Shipping/Receiving/Discrepancy Location Logs, Shipping/Receiving/Discrepancy Database, and Shipping/Receiving/Daily Receiving Logs. These records include, but are not limited to: manual record of all discrepancies and shelf location while on hold, database containing a record of all pending discrepancies with status, and manual record of all incoming vendor shipments.

Authorized Retention:

Retain for two (2) years and then destroy

TOP

21. Shipping/Receiving/Daily Buyback

These records document the manual record of all buyback shipments to used wholesalers.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

22. Class Ring Orders

These records document the copies of rings ordered – art carved.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

23. Computer Spectrum Delivery Log

These records document the items delivered to a department, includes location of what was delivered, when the delivery was made, to where the delivery was made, and who signed for it.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

24. Computer Spectrum Customer Receipts

These records document the customer’s receipts including every item on a transaction, includes a copy of the cash register receipt, and a copy of departmental requisition, if applicable.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

25. Textbooks Text Requests

These records document the orders from faculty for books used in a particular semester.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

26. Historical Textbooks Text Requests

These records are documented electronically of books requested and used for courses – departmental historical record.

Authorized Retention:

Retain for eight (8) years and then destroy.

TOP

27. Textbook Mail Orders

These records document the orders from customers off-campus for shipment to them.

Authorized Retention:

Retain for one (1) year and then destroy.

TOP

28. Fiscal Office General Disbursement

These records document the campus payment vouchers with backup receiving documents, vendor invoice, departmental/store coding information and campus vouchers, and backup detail for payments not related to merchandise for resale.

Authorized Retention:

Retain for two (2) years and then destroy.

These records are covered by Authorization number 72-13.

TOP

29. Fiscal Office Sales Bags

These records document the POS journal tapes, discount slips, and other miscellaneous sales paperwork.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

30. Fiscal Office Student Charge Documents

These records document the signed student charged sales receipts with purchase detail.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

31. Fiscal Office IDO'S

These records document the interdepartmental order for/from other system departments (may be resale or other).

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

32. Fiscal Office CRR'S

These records document deposits with coding and backup of original deposit slip and deposit detail.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

33. Fiscal Office Stores Requisitions

These records document the interdepartmental orders from central stores (may be resale or other).

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

34. Fiscal Office Bookstore Requisitions

These records document the department’s bookstore purchases with signature and purchase detail.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

35. Fiscal Office/Printing Work Orders

These records document the interdepartmental orders from Printing Services (may be sale or resale).

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

36. Fiscal Office Journal Entries

These records document the PeopleSoft/Prism journal entries (Prism also maintained electronically).

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

37. Fiscal Office Petty Cash Records

These records document the petty cash audits and reimbursement paperwork for petty cash funds.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

38. Fiscal Office DCC Reports/Prism Reports

These records document the Miscellaneous Prism reports including DCC sales detail, daily sales reports, etc.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

39. Fiscal Office Sales Journals And Adjustments

These records document the sales and adjustment detail including sales journal spreadsheet with backup and any miscellaneous adjustments to sales.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

40. Fiscal Office Buybacks And Refunds Documents

These records document the daily buyback detail and refund report.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

41. Fiscal Office Operating Statement Documents

These records document the internal financial statement detail including allocation detail, YTD totals, outstanding accrual detail, etc.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

42. Fiscal Office Inventory Records (Equipment)

These records document the records of equipment inventory with a cost upwards of $5000.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

43. Fiscal Office Physical Inventory Records

These records document the records of merchandise for resale and annual physical inventory.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

44. Fiscal Office Credit Card Receipts

These records document the signed credit card charge sales receipts with purchase detail.

Authorized Retention:

Retain for three (3) years and then destroy.

TOP

45. Fiscal Office Student Charge Edits

These records document the student charge sales feed edits and detail.

Authorized Retention:

Retain for one (1) year and then destroy.

TOP

46. Fiscal Office Accounts Receivable Reports

These records document the miscellaneous A/R paperwork including A/R aging, monthly balancing and statements, each semester’s balancing and billing, etc.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

47. Fiscal Office Financial Statements

These records document the monthly internal financial statements reconciled to campus by 06/30/XX.

Authorized Retention:

Retain for twenty (20) years and then destroy.

TOP

48. Fiscal Office Unicard Documentation

These records document the department/employee Unicard (ProCard) signed monthly statements and purchase detail.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

49. Fiscal Office Non-A/P Vouchers

These records document the campus vouchers and backup detail for payments not related to merchandise for resale.

Authorized Retention:

Retain for two (2) years and then destroy.

TOP

Supersedes Records Retention Authorizations 75-32 and 75-43.

 

Reviewed 2012-08-09.