AGENCY: Ogden School District (Utah). Business Office

SERIES: 4003
TITLE: Accounts payable reports
DATES: 1984-
ARRANGEMENT: Chronological

DESCRIPTION: This monthly computer report lists the payment of all district bills. It is used for auditing purposes and serves as a record of all accounts payable transactions. The report is divided into the following four sections: outstanding purchase order register, check payment register, accounts payable check summary, and outstanding credit memo report. The accounts payable check summary is arranged by check number and date, vendor number and name, amount of check, and description of payment. The check payment section is arranged by check number and includes vendor number, name, and item; purchase date; purchase order, invoice, and fund numbers; location and program codes; function and object codes; invoice amount and any discount; and total amount.__The outstanding purchase order register section is arranged by purchase number and includes vendor number and name; whether its a new vendor; date; description; fund code; location and program codes; function and object codes; amount of purchase order; amount of purchase order filled; and amount remaining. The outstanding credit memo report is arranged alphabetically by vendor and includes any outstanding credits and overpayments. This section is infrequently produced and usually contains no data.

RETENTION

Retain for 5 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 12/1990

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

Computer output microfiche master: Retain in State Records Center for 5 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the record's primary administrative and financial values to the office. Though the records are usually audited within three years, the 5 years meet the common federal education audit requirements.