Authorization

The Authorization tab of the Debt transaction records identification, control, and reporting information for a single debt authorization, defining the authority for establishing current and any future debt instruments along with other reporting and control settings at the Authorization level. This is a required tab for all Debt transactions, yet this tab may be created with very little detail. Only 1 record is allowed on this tab.

The use of any of the generic reporting fields and even some of the specific fields (e.g. Name) for an authorization may be standardized for your application, so please consult any available procedures manual.

When a debt transaction has an attachment at the Authorization transaction tab, when that transaction is processed to Final, the attachment is copied to the Authorization Registry page. There the attachment can later be viewed or deleted.

Modification transactions have an Auto Apply action available on this tab of the transaction. This action will take the specified Authorization Debt ID and infer all the Authorization and Authorization COA information from the Debt Registry pages to the transaction.

Field Name	Required?	Field Description
Authorization Debt ID	Required	This identification field is always required. When creating a new authorization, a value can be manually entered or generated by the application by selecting the Auto Generate ID option and performing a save. When modifying an existing authorization, a value should be entered or chosen followed by the Auto Apply action.
Auto Generate ID	N/A	A flag, that when checked, indicates to the system that the next number from the applicable Unique Numbering (UNUM) entry should be used. Those entries are: LNAUTH – for Loans LSAUTH – for Leases BDAUTH – for Bonds
Authorization Name	Required	Each authorization requires a name to be used for identification and reporting purposes that can be up to 60 in length. For Loans and Leases, if this name field is left blank, then upon the first validate or submit action the system will populate the field with the value in the Authorization Debt ID field.
Authorization Short Name	Required	Each authorization requires a short name to be used for identification and reporting purposes that can be up to 15 in length. For Loans and Leases, if this short name field is left blank, then upon the first validate or submit action the system will populate the field with the last 15 characters of the Authorization Debt ID field.
Authorization Status	Required	A status to control system processing, edits, and possibly workflow routing. The choices are: Inactive – The default status indicating the authorization can have debt instruments defined, but none of those instruments can have an ‘active’ status. Also, accounting transactions cannot reference the Authorization Debt ID and no debt batch processing will select the authorization with this status. Ready to Exercise – The status that indicates the authorization is ready for debt instrument definition and activation. The limited number of accounting transactions that support referencing an authorization can now reference the Authorization Debt ID. Debt batch processing will select the authorization if the Generate Authorization Accounting flag is checked. This status and Inactive are the only ones allowed on a setup transaction. Active – The status that indicates the authorization has at least one debt instrument defined for it with a Debt Instrument Status of ‘Active’. Only the system should set this status so authorizations without active debt instruments can be determined by the Ready to Exercise status. Accounting transactions that support referencing an authorization can reference the Authorization Debt ID. Debt batch processing will select the authorization if the Generate Authorization Accounting flag is checked. Locked – The status that freezes any further debt instrument activity (creation or status changes) against the authorization, presumably until some action external to Advantage occurs to allow further use. The authorization will not be selected for initial accounting by the system even if the Generate Authorization Accounting flag is checked for the authorization. Accounting transactions that support referencing an authorization can reference the Authorization Debt ID. Existing debt instruments will still be selected for automatic processing. Closed – The status that indicates that the full amount of the authorization has been exercised and all debt instruments have either completed or been manually closed. This status is normally set by the application but can be set manually. When set manually, the Authorized Amount has to be reduced to equal the Exercised Amount. If authorization accounting had been done, a manual Debt Accounting transaction will be recorded along with the reduction in the Authorized Amount. Accounting transactions that support referencing an authorization can reference with an override error. Once the Authorization Status reaches Closed, the Authorization COA records cannot be modified or added. Alerts that had already been defined will still occur. The reporting fields for the authorization record can still be modified as reporting information may continue to be changed or added after the instrument is completed. Cancelled – This status is used to remove all Authorization Registry records for an authorization. When the debt transaction with this status submits to Final, the Authorization and any Authorization COA Debt Registry records, but not the history or alerts, will be deleted.
Responsible Department	Required	This Department code is not a key to the Authorization Debt ID but rather used to define what Department is responsible for the Authorization. The field can be used with the row-filtering security feature to limit with authorizations a user can view or update. When left blank, the field defaults to the value entered as the Transaction Department Code. The value chosen does not have to match that of any of the three COA tabs of the Debt Transaction. However, if using row-filtering security, then the values should match or at least be accessible Departments.
Authorization Date	Required	This date records the date that an authorization was created, made, activated, approved, and so forth. That date is for reporting use only and can be used for a variety of dates such as the date a bond authorization was approved by voters. For Loans and Leases, if this date field is blank, then upon the first validate or submit action the system will populate the field with the earlier of the Record Date on the Header or the Authorization Start on the authorization record. If the Record Date is blank, the system will use the Current System Date.
Authorization Start	Required	This date defines the date for which all debt instruments under the authorization must have an Issue Date equal to or greater than (after). The Authorization Start cannot be before the Authorization Date. For Loans and Leases, if this date field is blank, then upon the first validate or submit action the system will populate a blank Authorization Start field with the Record Date on the Header. If the Record Date is blank, the system will use the Current Application Date.
Authorization End	Optional	This date is an optional date to define a stopping point for the authorization whereby new debt instruments cannot have an Issue Date beyond. When left blank, there is no time limit on future debt instruments.
Authorized Amount	Required	The amount that defines the maximum amount of Principal for all debt instruments defined to the authorization. Negative amounts are not allowed. The value in this field initially defaults to $0.00. For Loans and Leases, if this amount field is blank, then upon the first validate or submit action the system will set it to equal the Exercised Amount (after the Exercised Amount has been calculated from debt instrument records on the transaction). A warning is issued if the Authorized Amount value is changed when the Authorization Status on the registry is Active or Locked and the Generated On date is populated. In that case, you must submit a manual accounting transaction to adjust remaining Authorized But Unissued balances on a Journal Voucher or the Debt Accounting transaction. You cannot change the Authorized Amount when the Authorization Status on the registry is Closed unless the Modification transaction is also changing the Application Status to Active or Locked.
Exercised Amount	System Set	The amount is a system-calculated sum of the Principal amount on all children debt instruments defined to an authorization. This amount is compared to the Authorized Amount to ensure debt instruments do not exceed the authorization. The amount is also subtracted from the Authorized Amount to arrive at the Remaining Amount. Special Loan Logic - Only those debt instrument records with the Application/Loan Indicator set to of Loan are summarized to this Exercised Amount; Applications do not count against the authorization.
Remaining Amount	System Set	The amount is a system-calculated remainder of the Authorized Amount minus the Exercised Amount.
Authorization Description	Optional	An optional field to record a short description for an Authorization for reporting and identification purposes.
Authorization Extended Description	Optional	An optional field to record a long description for an Authorization for reporting and identification purposes.
Minimum Denomination	Optional	This field is only displayed on the bond transactions where it can be used to ensure that all Bond Issues defined under the Bond Authorization do not have a Denomination value too low. (Please note that the field is not displayed in earlier screen captures.)
Generate Authorization Accounting	N/A	Indicates that the Initial Debt Accounting Chain should select the Authorization and create initial Authorized But Unissued balances. It also signals that same chain job to reduce the Authorized But Unissued balances when initial accounting is being recorded for a Debt Instrument. This indication will be false, if the Debt Type assigned to the Authorization does not have a value for the Authorization Event Type. If the Debt Type does have the Event Type but you uncheck this flag, the system will issue an error (warning) stating that you are suppressing Authorization Accounting when it has been set up to occur for the selected Debt Type.
Contact Code Contact Email Address Phone	Conditionally Required	An optional field to record a Contact Code for an Authorization. The field can be required per Transaction Control (DCTRL) setup. From the value entered in this field, the next three fields will be inferred.
Debt Type Name	Required	The Debt Type associated with an authorization will be used not only to determine if authorization accounting will be performed but will also be used to ensure all debt instruments within the authorization have the same Debt Type. Once established for an Authorization, the Debt Type cannot be changed unless the Authorization Status is not yet Active.
Debt Class Name	Optional	An optional rollup to record information about an Authorization for reporting purposes.
Debt Category Name	Optional	An optional rollup to record information about an Authorization for reporting purposes.
Debt Group Name	Optional	An optional rollup to record information about an Authorization for reporting purposes.
Source of Funds Name	Optional	An optional rollup to record information about an Authorization for reporting purposes.
Reporting Field 1- 5	Optional	An optional field to record a short reporting description for an Authorization. A pick is supplied to choose from values already recorded for Authorizations of the same Major Type of Debt.
Related Authorization 1- 5 Related Authorization 1- 5	Optional	An optional field to record the Authorization Debt ID for another Authorization that is related to the current one in some fashion. The information is only for reporting purposes.
Authorization 1 to 5 Relationship	Optional	An optional field for describing how the two Authorizations are related to one another.