ENTRY NO. 6 - ACCOUNTS RECEIVABLE INVOICES - 10506

(Revised: 12/2021)

Purpose: To record accounts receivable due from individuals, private organizations, state agencies/departments, and other governments for abatements, reimbursements, revenues, and other items upon the issuance of invoices.

References: SAM sections 8210, 8287, 8288,10220, and 10240

Record Accounts Receivable-Abatements (Billed to Private Entity)

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	1200100	1311	Accounts Receivable-Abatements	a
Credit	5xxxxxx	9000	Appropriation Expenditures	b
Credit	5802000	9893	Prior Year Appropriation Adjustments	c

 

Note:

1. Amount of abatement receivables billed to a private entity.
2. Amount of current year appropriated abatement items billed.
3. Amount of abatements billed for prior year appropriations no longer available for encumbrance. 

Record Accounts Receivable-Reimbursements (Billed to Private Entity)

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	1200050	1312	Accounts Receivable-Reimbursements	a
Credit	48xxxxx	8100	Reimbursements	b
Credit	5802000	9893	Prior Year Appropriation Adjustments	c

 

Note:

1. Amount of reimbursement receivables billed to a private entity. 
2. Amount of current year reimbursements billed, excluding reimbursements, which by law, must be credited to an appropriation current at the time of collection.
3. Amount of reimbursements billed that are applicable to prior year appropriations no longer available for encumbrance. 

Record Accounts Receivable-Revenue or Other (Billed to Private Entity)

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	1200000	1313	Accounts Receivable-Revenue	a
Debit	1209900	1319	Accounts Receivable-Other	b
Credit	4xxxxxx	8000	Revenue	c

 

Note:

1. Amount of revenue receivables billed to a private entity. 
2. Amount of other receivables-billed to a private entity. 
3. Amount of current year revenues billed

 

Record Accounts Receivable-Abatements (Billed to State Agency/Department)

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	124xxxx	1400	Due from Other Funds or Appropriations	a
Credit	5xxxxxx	9000	Appropriation Expenditures	b
Credit	5802000	9893	Prior Year Appropriation Adjustments	c

 

Note:

a. Amount of expenditure abatements billed to a state agency/department.

b. Amount of current year appropriated abatements billed to a state agency/department.

c. Amount of abatements billed to a state agency/department that is applicable to prior fiscal year appropriations no longer available for encumbrance.

 

Record Accounts Receivable-Reimbursements (Billed to State Agency/Department)

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	124xxxx	1400	Due From Other Funds/Appropriations	a
Credit	48xxxxx	8100	Reimbursements	b
Credit	5802000	9893	Prior Year Appropriation Adjustments	c

 

Note:

1. Amount of reimbursements billed to a state agency/department.
2. Amount of current year reimbursements billed, excluding reimbursements, which by law, must be credited to an appropriation current at the time of collection.
3. Amount of reimbursements billed that are applicable to prior fiscal year appropriations no longer available for encumbrance.

Record Accounts Receivable-Abatements (Billed to Other Governments)

Debit/ Credit	Account	Legacy Account	Account Name	Note
Debit	126xxxx	1500	Due From Other Governments	a
Credit	5xxxxxx	9000	Appropriation Expenditures	b
Credit	5802000	9893	Prior Year Appropriation Adjustments	c

 

Note:

1. Amount of abatements billed to other governments.
2. Amount of current year appropriated expenses abatement items billed.
3. Amount of abatement item billed that is applicable to prior fiscal year appropriations no longer available for encumbrance.

 

Record Accounts Receivable-Reimbursements (Billed to Other Governments)

Debit/ Credit	Account	Legacy Account	Account Name	Note
Debit	126xxxx	1500	Due From Other Governments	a
Credit	48xxxxx	8100	Reimbursements	b
Credit	5802000	9893	Prior Year Appropriation Adjustments	c

 

Note:

a. Amount of reimbursements billed to other governments.

b. Amount of current year reimbursements billed, excluding reimbursements, which by law, must be credited to an appropriation current at the time of collection.

c. Amount of reimbursements billed that are applicable to prior fiscal year appropriations no longer available for encumbrance.

 

Alternate Journal Entry to Record Billed Receivables for Revenue, Accounts Receivable-Other and Certain Types of Reimbursements

Debit/ Credit	Account	Legacy Account	Account Name	Note
Debit	1200050	1312	Accounts Receivable-Reimbursements	a
Debit	1200000	1313	Accounts Receivable-Revenue	b
Debit	1209900	1319	Accounts Receivable-Other	c
Credit	1290000	1600	Provision for Deferred Receivables	d

 

Note:

a. Amount of reimbursements billed.

b. Amount of revenue items billed.

c. Amount of other receivables billed.

d. Amount of any (1) reimbursements billed which, by law, must be credited to an appropriation current at the time of collection or at the time cash is ordered into the Treasury, and a reserve is deemed appropriate; or (2) revenue and other revenue items billed for which a reserve is deemed appropriate.