Miscellaneous Vendor Limits

Miscellaneous Vendor Limits (MVL) allows for the control of the maximum amount that can be paid to a miscellaneous vendor by an Accounting Based Spending (ABS) and Payment Request (PR) transaction type that is updating Disbursement Request. Limits are applied at the vendor line. However, if the same Legal Name appears multiple times within a transaction, the system generates an error if the combined total of those accounting lines exceeds the defined limit to catch the avoidance of the edit by using multiple vendor lines. Using multiple transactions to avoid the edit should be monitored in workflow and after-the-fact reporting.

Use of this restriction is optional. When the system finds no matching record on this page, the miscellaneous vendor payable is allowed no matter the total. One such rule uses the miscellaneous vendor code of JURYDUTY, where the maximum amount paid daily to a potential juror would be $50. The Object could be wildcarded in this case or completed with the single object allowed for such a payment. If using a miscellaneous vendor code for general citizen payments, this is a vendor code that is likely to use Object in the rules.

Please note that this type of limit only applies to expenditure payables that have an object. Revenue and balance sheet payments are not controlled.

The following table provides clarity for each field that is not self-evident:

Field Name

Field Description

Transaction Code

A required field to state the one or more transaction codes (separated by commas) within the Accounting Based Spending (ABS) and Payment Request (PR) transaction types that perform a single editing rule.

Effective From

An optional field to start evaluating a rule with the Record Date so that rules for a new fiscal year can be setup ahead to start on the first day of the new year with different settings than the current year or where there is no rule. (Be aware that a blank Record Date means that the current Application Date is used in this edit.)

Effective To

An optional field to stop evaluating a rule with the Record Date so that rules for the current fiscal year can be setup ahead to stop on the last day of the current year with different settings than the new year. (Be aware that a blank Record Date means that the current Application Date is used in this edit.)

Vendor

A required miscellaneous vendor code for a rule.

Department

Each rule requires a value for Department, which is compared to the accounting line department and not the Transaction Department. When a rule should apply to all departments, the wildcard of ALL is used. 

Note that if a department should never be used for a rule, a Configurable Formula should be setup to default the Department to ALL as well as hide the field using Configure Page (DESIGNER).

Single Payment Limit

Each rule defined requires this amount to be the maximum amount for a single payment.    

Object

Each rule requires a value for Object, which is compared to the Object field on the accounting line. When a rule should apply to all objects, the wildcard of ALL is used. Editing of actual object values uses the current application date.

Note that if an object should never be used for a rule, a Configurable Formula should be setup to default the Object to ALL as well as hide the field using Configure Page (DESIGNER).

Sub Object

Each rule requires a value for Sub Object, which is compared to the Sub Object field on the accounting line. When a rule should apply to all sub objects within an object or there are no sub objects used for the object, the wildcard of ALL should be used. 

Note that if sub object is not implemented, a Configurable Formula should be setup to default Sub Object to ALL as well as hide the field using Configure Page (DESIGNER).