Navigation Menu
- Accounts Receivable
- Accounts Payable Invoices
- Purchase Orders (Electronic Or Paper)
- Invoices
- Credit Requests
- Credit Requests (Informational Copy)
- Credit Memos
- Customers & Special/Mail Orders
- Write-Offs
- Stock Adjustment
- Merchandise Transfers
- User Lists
- Stock Ledger Entries
- Sales Journal Entries
- General Ledger Interface Entries
- Item History Entries
- DCC (Department Class Category) History Entries
- Shipping/Receiving
- Shipping & Receiving/Rejected Returns
- Shipping/Receiving
- Shipping/Receiving/Daily Buyback
- Class Ring Orders
- Computer Spectrum Delivery Log
- Computer Spectrum Customer Receipts
- Textbooks Text Requests
- Historical Textbooks Text Requests
- Textbook Mail Orders
- Fiscal Office General Disbursement
- Fiscal Office Sales Bags
- Fiscal Office Student Charge Documents
- Fiscal Office IDO'S
- Fiscal Office CRR'S
- Fiscal Office Stores Requisitions
- Fiscal Office Bookstore Requisitions
- Fiscal Office/Printing Work Orders
- Fiscal Office Journal Entries
- Fiscal Office Petty Cash Records
- Fiscal Office DCC Reports/Prism Reports
- Fiscal Office Sales Journals And Adjustments
- Fiscal Office Buybacks And Refunds Documents
- Fiscal Office Operating Statement Documents
- Fiscal Office Inventory Records (Equipment)
- Fiscal Office Physical Inventory Records
- Fiscal Office Credit Card Receipts
- Fiscal Office Student Charge Edits
- Fiscal Office Accounts Receivable Reports
- Fiscal Office Financial Statements
- Fiscal Office Unicard Documentation
- Fiscal Office Non-A/P Vouchers
ITEM NUMBER
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.
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.
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.
These records document the invoices from vendors for payment due on merchandise for resale.
Authorized Retention:
Retain for five (5) years and then destroy.
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.
6. Credit Requests (Informational Copy)
These records document the printed copy of credit request.
Authorized Retention:
Retain for two (2) years and then destroy.
These records document the credit memos issued from vendors for credit issued.
Authorized Retention:
Retain for five (5) years and then destroy.
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.
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.
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.
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.
These records document the lists created in inventory control system for reporting purposes.
Authorized Retention:
Retain for one (1) year and then destroy.
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.
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.
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.
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.
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.
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.
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.
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
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.
These records document the copies of rings ordered – art carved.
Authorized Retention:
Retain for two (2) years and then destroy.
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.
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.
These records document the orders from faculty for books used in a particular semester.
Authorized Retention:
Retain for two (2) years and then destroy.
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.
These records document the orders from customers off-campus for shipment to them.
Authorized Retention:
Retain for one (1) year and then destroy.
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.
These records document the POS journal tapes, discount slips, and other miscellaneous sales paperwork.
Authorized Retention:
Retain for two (2) years and then destroy.
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.
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.
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.
33. Fiscal Office Stores Requisitions
These records document the interdepartmental orders from central stores (may be resale or other).
Retain for two (2) years and then destroy.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Supersedes Records Retention Authorizations 75-32 and 75-43.
Reviewed 2019-08-05