Receivable Accounting

The Accounting line is the main data entry point in which you will enter accounting line and detail information associated with a receivable. Fields in this tab include event type, amount owed, description of obligation, and various additional chart of accounts information. Negative accounting lines are used to record customer credits.

The REI and RES transactions are unique with accounting lines. They are not entered manually but generated by choosing an accounting profile and specifying an expected amount. Validate and submit actions then create one or more accounting lines based on the accounting template record(s) of the accounting profile. The expected amount field is then split across accounting lines based on the percentage defined for each accounting template within the profile. No lines are generated if any already exist.

The majority of fields on the accounting line are common to accounting transactions and can be reviewed in the Transactions User Guide. A small number of fields are unique to receivable transactions.

The following fields are conditionally required:

Reason is required when modifying an accounting line recorded on a prior version.
Billing Rate and Quantity must be entered together.

The Central Statement Billing Profile field, when populated, indicates that the transaction is associated with a central statement. On a new line, the value comes from the referenced line’s Central Statement Billing Profile field; if that field does not exist or there is no reference, and the transaction is a statement transaction that updates the Statement Detail table, the value comes from the vendor customer’s Central Statement Billing Profile on the Vendor/Customer table. On an existing line on a modification or cancellation transaction, the value is carried over from the final version.

With the Debt ID field, a receivable can indicate a receivable for repayment of a loan given or lease to a customer. For a manual or automatic billing, Schedule Number and Schedule Line also have to be entered for a debt receivable to ensure the Receivable updates the Transaction 1 field on the Schedule Detail record being billed. Please see the Debt Management User Guide for more information on the rules for Debt ID usage and requirements.

With the Employee ID field, a receivable can indicate an amount owed from an Advantage HRM employee. Although the customer code is likely a miscellaneous one for an employee billing with name and address information, this accounting line indication is to directly tie Financial data to Human Resource Management data for reporting purposes by ensuring a valid employee ID is entered. Such events are outside of the typical payroll accounting.

When a transaction is rolled from one budget fiscal year to the next (A/R transactions do not roll fiscal years) the Roll Indication 1 signifies an accounting line was rolled in the current version. The Roll Indication 2 signifies an accounting line was rolled in the current or previous version.

For the CARE transaction, if the Funding Profile/Priority/Line Allowed flag is selected on the Transaction Control record, then the Funding Profile, Funding Priority and Funding Line fields are visible on this tab. If one of these fields is populated, then all three fields must be populated. The Department and Major Program must be populated if these fields are populated. Note: You cannot enter a Funding Priority that is flagged as Overflow.

Service From Date and Service To Date exist allowing the communication of these details to customers on invoices generated and for reporting. If the Service To Date is entered then Service From Date is required. The Service Date Severity setting on Transaction Control can make both required.

A section of fields called Accounts Receivable Tracking exists to track details at the accounting line that are not represented by an existing field. Typically, these are details from a third-party system or other pieces of information for reporting or writing to generated invoices necessary for customer communications. The fields are to be given proper labels and displayed in this section or moved to another section. There are no delivered edits for these fields but Configurable Validations (BORULE) can be used to make them required, conditionally required, or to define a set of valid values.

Although not common to the receivable, references to other transaction types can be done. As with all referencing, what is allowed is defined on the Transaction Allowable References page, with a subset of those further defined on the Transaction Copy Forward Control page. By design, the Receivable can reference and liquidate the Accrued Receivable, the Cash Receipt Advance, and the Issue Confirmation for External Customer. It can also memo reference the Reverse Auction Requisition or a Journal Voucher. Many of these references do not require the use of all three of the referenced line fields.