Examples of Delivered Combinations

CGI Advantage is delivered with the following combination validation pages.  This type of page limits COA code combinations on the accounting lines and a few vendor lines of transactions. Only a limited number of these pages are used in any implementation. Many share a single common error unless otherwise noted in the description of the page. Those that have a unique error allow for the adjustment of the severity of the error.

Each is delivered as inactive on the Inference and Combination Validation Setup (INFVALD) page to ensure there is no performance impact from a page that is not used. If one of the following is to be tested, then after making the entry for the database table representing the valid or invalid page active on INFVALD, the application must be bounced to recognize that change. If not using a page marked as active, it is suggested that you deactivate it.

Care should be exercised when putting one of these pages into service concerning accounting transaction activity already recorded. New setup may render some of that activity as invalid now, preventing modifications, cancellations, and references. A review of existing activity is warranted if COA that have already been used are placed within one of these combination validation pages. This care is also warranted if a page has previously been used but a new COA code is now being added that has not been used to define combinations before.

Some valid pages mention a partial key. This feature allows the option of not having to specify every combination possible for one or more COA fields.  If all combinations are allowed, then no entries are required on a valid page. If almost all combinations are allowed and there is an invalid page, then only the ones not allowed can be put on the invalid page. If there is no invalid page, all allowed combinations must be specified. The editing of a combination validation as follows:

  1. If there is an invalid page, it is read first.  If a match is found an error is issued and there is no check of the valid page. Please note that every combination validation does not have an invalid page.

  2. If no error previously, the valid page is read with any available partial key.  

  1. If no match is found with that value, then the combination is deemed valid.

  2. If a match is found, then the valid page is read with the full key.

  1. If a match is found with the full key, it is deemed valid.  If a full key match is not found, then an error is issued.

The delivered combination validation pages are listed below:

  • Valid Fund BSA Combination (VFBSA) / Invalid Fund BSA Combination (IFBSA) - In the absence of using either of these pages, any balance sheet account can be used with any fund. Using one or both pages can limit those combinations. One example would be that warrants payable should only be used with the warrant clearing fund. There is a partial key of Fund.

  • Valid Fund Department Combination (VFD) / Invalid Fund Department Combination (IFD) - As budget control typically defines what fund and department combinations can be used, that is not always the case when an appropriation budget is at a higher level than those COA or the activity being recorded is not budgeted. When recording departments with balance sheet accounts, the are no budget edits and these pages can serve to limit what is allowed. There is a partial key of Fund.

  • Valid Fund Revenue Combination (VFRSRC) / Invalid Fund Revenue Combination (IFRSRC) - Revenue budget control will typically control fund and revenue source combinations, but that is not always the case when there is only an appropriation budget or non-budgeted revenues are being recorded. There is a partial key of Fund.

  • Valid Transaction Code and Object Combination (VDOCOBJ) / Invalid Transaction Code and Object Combination (IDOCOBJ) - As transactions only require an object entered to be valid in the year of the transaction, these two combination validation pages exist to keep objects that should not be used on certain transactions from being used. The most common use is to restrict payroll objects to just the transactions that record payroll activity or making the payroll object invalid on procurement transactions. There is a partial key of Transaction Code.

  • Valid Phase/Event Types (VPHEVNT) / Invalid Phase/Event Types (IPHEVNT) - As all phases in a program (grant or project) should not allow all types of accounting, these combination validations can enforce a limited set allowed. Unlike other combination validations, this one can have records removed as a phase nears or is at the end (e.g. encumbrances not allowed after a phase is done but payables of existing encumbrances are allowed). There is a partial key of Department, Program, and Phase.

  • Program Phase (PHPRG) - This page is not an official combination validation page in the sense it contains many controls and reporting attributes.  It is included here because it does enforce valid combinations.  Please see the CGI Advantage – Cost Accounting User Guide for more information on this page.

  • Valid Unit Program Combination (VUPROG) - This page is used to control what units can charge a program (grant or project) when only a subset of those units within a department should be associated with the program. There is a partial key of Department and Unit.

  • Budget 44 Level 3 Requirements (RB44L3) - Although the page has ‘requirements’ in the title it is really a combination validation page that is automatically loaded as new budget lines are created at level 3 in budget structure 44. The use of this page allows level 3 of that budget structure to be an optional level for the partial key when there is no partial key match and a required level when there is a partial key match.  There is a partial key of Budget Fiscal Year, Fund, Department, Appropriation, Group, and Object is performed.

  • Budget 45 Level 3 Requirements (RB45L3) - Although the page has ‘requirements’ in the title it is really a combination validation page that is automatically loaded as new budget lines are created at level 3 in budget structure 45. The use of this page allows level 3 of that budget structure to be an optional level for the partial key when there is no partial key match and a required level when there is a partial key match. There is a partial key of Budget Fiscal Year, Fund, Department, Appropriation, Group, and Revenue Source.

  • Valid Activity Appropriation Combination (VAA) - When control of what activities can be recorded with an appropriation, this page is used to define that control when a required expense budget and level does not provide that editing. There is a partial key of Department and Activity.

  • Valid Program Activity Combination (VPACTV) - When a grant or project needs to control what activities can be used to just those allowed for reimbursement or other type of control, this page is used to define those combinations. There is a partial key of Department and Program.

  • Valid Program Phase Activity Combination (VPPA) - When a grant or project needs to control what activities can be used within a phase to just those allowed for reimbursement or other type of control, this page is used to define those combinations. There is a partial key of Department and Program.

  • Valid Program Fund Sub Fund Combination (VFSP) - When control is needed to associate which fund and sub fund combinations can be used to fund a program, this page is used to define that control. There is a partial key of Department and Program.

  • Valid Fund Appropriation and Object Combination (VFAO) - When control is needed to define what objects can be used with a fund and department combination because only an appropriation budget is used or a required expense budget and level does not exist for those elements, this page is used to define those controls. There is a partial key of Fund and Appropriation.

  • Valid Fund Department Appropriation Object Combination (VFDAO) - When control is needed to define what objects can be used with a fund, department and appropriation combination because only an appropriation budget is used or a required expense budget and level does not exist for those elements, this page is used to define those controls. There is a partial key of Fund.

  • Valid Appropriation Object Combination (VAPPROBJ) / Invalid Appropriation Object Combination (IAPPROBJ) - When control is needed to define what objects can be used with a department and appropriation combination because only an appropriation budget is used or a required expense budget and level does not exist for those elements, either one or both pages is used to define those controls. There is a partial key of Fiscal Year, Appropriation and Department.

  • Valid Fund Appropriation and Revenue Combination (VFAR) - When control is needed to define what revenue sources can be used with a fund and appropriation combination because only an appropriation budget is used or a required revenue budget and level does not exist for those elements, this page is used to define those controls. There is a partial key of Fund and Appropriation.

  • Valid Department Appropriation Revenue Combination (VAPPRSRC) / Invalid Department Appropriation Revenue Combination (IAPPRSRC) - When control is needed to define what revenue sources can be used with a department and appropriation combination because only an appropriation budget is used or a required revenue budget and level does not exist for those elements, either one or both of these pages is used to define those controls. There is a partial key of Fiscal Year, Appropriation and Department.

  • Valid Phase and Activity Combination (VPHACTV) - When a single point of control is needed to define allowable activities for a phase, without respect to any individual major program or program, this page is used to define those controls, so they do not have to be defined with each program as done on the Valid Program Phase Activity Combination (VPPA) page. There is a partial key of Department and Phase.

  • Valid Fund Appropriation Combination (VFAPPR) - When not using appropriation for budgeting or only using an appropriation budget not defined with these elements, this page is used to control what appropriations can be used with what fund.  All combinations must be defined if this page is used because there is no partial key to this page. There is a unique error message for this page so that the severity can be adjusted for times when the control should be bypassed.

  • Valid Fund Unit Appropriation Combination (VFDUA) - When control is needed to define what combinations of these elements are allowed because only an appropriation budget is used or a required revenue or spending budget and level does not exist for those elements, this page is used to define those combinations. There is a partial key of Department.

  • Valid Department Task Order Task Combination (VTOT) - When using task order as a large work order or a project of similar size where steps are defined as tasks, this page is used to control those combinations. There is a partial key of Department and Task Order.

  • Valid Program PPC Activity Combination (VPPCACTV) / Invalid Program PPC Activity Combination (IPPCACTV) - When a grant or project needs to control which activities can be used in a program period, these pages can be used to control those combinations by defining which can be used (valid page) or which cannot be used (invalid page).  They function at a further COA level than the Program Activity Exception (PAEX) page. One example would be to prohibit the use of activities that are not reimbursable. There is a partial key of Budget Fiscal Year and Department.

  • Valid PPC Activity Department Object Category (VPPADOBJ) / Invalid PPC Activity Department Object Category (IPPADOBJ) - When a department is using the department object element and needs to apply controls for which of those can be used within this combination of chart of accounts, this page is used to provide that control. There is a partial key of Budget Fiscal Year, Department, Major Program, Program, Program Period and Activity.

  • Valid Program PPC Activity Event Type Combination (VPPAETYP) / Invalid Program PPC Activity Event Type Combination (IPPAETYP) - When a department needs to control accounting events used for an activity within a grant, this page is used to provide that control. There is a partial key of Budget Fiscal Year, Department, Major Program, Program, Program Period and Activity.

  • Valid Appropriation Department Object Category Combination (VAPPRDOB) / Invalid Appropriation Department Object Category Combination (IAPPRDOB) - When a department is using the department object element and needs to apply controls for which of those can be used within this combination of chart of accounts, this page is used to provide that control. There is a partial key of Budget Fiscal Year, Department, and Appropriation.

  • Valid Appropriation Program Period Combination (VAPPRPPC) / Invalid Appropriation Program Period Combination (IAPPRPPC) - When control is needed to associate which appropriations can be used to fund a program and program period, this page is used to define that control. There is a partial key of Budget Fiscal Year, Department, and Appropriation.

  • Valid Fund Department Appropriation Combination (VFDAPPR) - When control is needed to define what combinations of these elements are allowed because only an appropriation budget is used or a required revenue or spending budget and level does not exist for those elements, this page is used to define those combinations. There is a partial key of Fiscal Year, Fund, Department, and Appropriation.

  • Valid Transaction Code Department Bank Combination (VHDRBNK) / Invalid Transaction Code Department Bank Combination (IHDRBNK) - These two combination validation pages exist to keep bank accounts that should not be used on certain transactions and departments from being used. There is a partial key of Transaction Code and Transaction Department. The Deposit Default indication can be used to default a Bank Account to the header of the Cash Receipt or Charge Transaction Types when only one bank should be allowed, or one is the most common.

  • Valid Department Object Location Category Combination (VDOBJLOC) - When a department want to record and control where certain types of spending or all spending occurs, this page is used to provide that control through a rollup of location. There is a partial key of Budget Fiscal Year, Department, and Department Object.

  • Valid Department Program Location Category Combination (VPROGLOC) - When a department wants to record and control where all program costs (and any revenues) are incurred, this page is used to provide that control through a rollup of location. There is a partial key of Budget Fiscal Year, Department, and Program. 

  • Valid Fund Department Function Combination (VFDF) - When control is needed to define which function can be used with a fund and department combination, this page can be used to define those controls. The page is designed to support Budget Structure 3 as the structure has rollups of all three COA fields so there cannot be a detail level of COA combination control. There is a partial key of Fund.

  • Valid Unit Appropriation Activity Class (VUAACLS) - When control is needed to define which activity class can be used with a department, unit, and appropriation combination, this page can be used to define those controls. All combinations must be defined if this page is used because there is no partial key to this page.

  • Valid Appropriation Activity Class (VAACLS) - When control is needed to define which activity class can be used with a department, and appropriation combination, this page can be used to define those controls. All combinations must be defined if this page is used because there is no partial key to this page. 

  • Valid Budget Fiscal Year Fund Class Appropriation Object (VBFFCAO) - This combination validation table stores the combination of Budget Fiscal Year, Fund Class, Appropriation Unit and Object. There is a partial key of Budget Fiscal Year, Fund Class, and Appropriation Unit.

  • Valid Unit and Functions (VUFUNC) - When control is needed to define what function can be used with a unit, this page can be used to define those controls. There is a partial key of Department and Unit.

  • Valid Unit Activity Function (VUAFUNC) - When control is needed to define what activity and function can be used with a unit, this page can be used to define those controls. There is a partial key of Department and Unit.

  • Valid Program Phase (VPP) - When control is needed to define what Program and Phase can be used for a particular Department in a specific transaction code, this page can be used to define those controls. 

  • Valid Program Phase Activity Per Transaction (VPPAT) - When control is needed to define what Program, Phase, and Activity can be used for a particular Department in a specific transaction code, this page can be used to define those controls.

  • Department Program Transaction Requirements (DPDR) - This combination validation table works in conjunction with VPP and VPPAT. Department Program Transaction Requirements grant users the ability to dictate which combination validation table takes precedence during transaction processing.

  • Valid Appropriation Program (VAP) - When control is needed to define what Appropriations a Program can use, this page can be used to define those controls. There is no partial key to this page so programs that do not need the control should be left off. The Populate VDAP COA Records action is an optional action used to insert new records into Valid Transaction Appropriation Program Combination (VDAP) and the transaction codes specified in Valid Transaction Code for VDAP (VAPDC). The action has to be made visible by setting the Displayed Extension to Yes on the Configure Page. When an entry is deleted from the Valid Appropriation Program, all corresponding records on Valid Transaction Appropriation Program Combination are also deleted.

  • Valid Transaction Code for VDAP (VAPDC) - This page is not a combination validation page but it is used when the Valid Transaction Appropriation Program Combination page is used by defining the set of transaction codes that are used when generating entries on that second page.  This page also has the Populate VDAP COA Records action for use when a new transaction code is added. It too must be made visible with the Configuration Page.

  • Valid Transaction Appropriation Program Combination (VDAP) - When control is needed to define what Appropriation and Program can be used for a particular transaction code, this page can be used to define those controls. Records can be entered or uploaded to this page, but more likely they are generated from the Valid. There is no partial key to this page.

  • Valid Program and Object Combination (VPSOBJ) / Invalid Program and Object Combination (IPSOBJ) - These two combination validation pages exist to keep Program, Object and Sub Object that should not be used on certain transactions and departments from being used. There is a partial key of Transaction Department, Major Program, Program and Program Period.