Indiana Secretary of State Bookkeeper Manual

IV. Accounting Snapshot

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IV. Accounting ‘SnapShot’

To get a better understanding of the Accounting principles the State of Indiana operate

under, a brief introduction of commonly used terms is listed below:

Fund: Four-digit number that reflects how the account is maintained.

EXAMPLE:

1000 - Account balance is $0’ed out at the close of each fiscal year.

(General Fund)

6000 – Account balance continues to accumulate regardless of time

(Similar to a standard personal bank account)

Center: Specific identifying number when combined with the Fund number represents

the “Account”.

Fund/Center: Best described as the “account” from which funds may be received and

withdrawn.

Object: Object numbers describe the nature of the transaction. The object code is 6

digits in length and for revenue activity it will begin with “4”.

When performing all revenue stream process (es) the Fund/Object/Center number is

essential to performing the task. Listed on the following page is the Fund/Object/Center

information for some of the accounts the Bookkeeper may process activity in. The State

Board of Accounts Manual goes into the logic behind and applicable object codes in

much greater detail. The object codes for receiving revenue are listed on the following

page. It is also ‘locked’ into the fields of the ROC spreadsheet.

Indiana Secretary of State Bookkeeper Manual

IV. Accounting Snapshot

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FUND OBJECT CENTER DESCRIPTION

1000 411000 100400 Majority of Securities Revenue

6810 421000 104000 Securities Guaranty Fund

1000 411000 100400 Corporate Filings

1000 421500 100430 Uniform Commercial Code Filings

1000 411000 105190 Loan Broker Applications

1000 421000 100400 Summons/Collections Agencies/Notaries

1000 490000 100440 Securities Miscellaneous

1000 493000 100400 Return from Bad Checks

1000 421000 210400 Securities Enforcement Fund

6000 490000 141700 Enhance Indiana (AI) Funds

6000 490000 164300 Securities Escrow Account

Did you notice which revenue

streams have the same

Fund/Center?

Both Corporate Filings and Summons/Collections/Notaries have the same

“Account” Fund/Center = 1000/100400. Each ‘type’ of filing should be deposited

separately for auditing and trend purposes.

Notice the Object number differs to indicate the difference of the revenue received.

Terms Defined:

General Fund – Largest in terms of balance and activity of all state accounts. Funds

used from the General Fund support a variety of programs statewide. Funds are

appropriated by the General Assembly. The General Assembly from the General Fund

appropriates State Agencies budgetary funds. The majority of revenues received will be

deposited into the General Fund.

Indiana Secretary of State Bookkeeper Manual

IV. Accounting Snapshot

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Auditor’s Office – Executive Branch of the State of Indiana responsible for issuing all

warrants (checks) in regards to any Account Payable. This includes refunds, payroll,

and vendor services for example. The Auditor also has the role of the State’s

‘Bookkeeper’ recording all transactions. This data is reconciled daily with the

Treasurer’s Office.

Treasurer’s Office – Serves as the ‘bank’ of the State of Indiana. Receives and holds

all revenue received by the State of Indiana.

Shown on the following page is a visualization of cash flow. How funds are collected by

the Secretary of State’s Office and how they should be transported accordingly.

REVENUE STREAMS LEGEND/KEY

Indicates that the ‘flow’ of materials will continue to another step in the

process

Indicates that a particular aspect of the process has been

completed/expectations satisfied.

Customer Staff member Revenue

Bookkeeper Report of Collections

Indiana Secretary of State Bookkeeper Manual

IV. Accounting Snapshot

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REVENUE STREAMS

RECONCILE

Customer submits Filing/Associated Fee

Staff processes request

All revenue and relevant documentation is submitted to the Bookkeeper

A receipt is issued for the transaction

Bookkeeper prepares Daily Deposit on the Report of Collections

Bookkeeper files relevant records within the Office & records the data electronically.

Bookkeeper submits Report of Collections and all revenue to the Treasurer’s Office

Bookkeeper submits Report of Collections to the Auditor’s Office

Fund/Center Fund/Center