Disbursement Stub Summarization

Check stub lines can be summarized on several fields in the Advantage application. The summarization fields defined on the Disbursement Format (DISF) page be used in the summarization process. A transaction routine, the Disbursement Stub Summarization routine, summarizes the Accounting Lines of applicable AD and MD transactions based on the setup of the Stub Detail Summarization fields on the DISF table. If the summarization Retain fields on the DISF table are set to Yes then the Accounting Lines of applicable AD, MD, and EFT transactions records will be summarized, retaining only the fields as specified on DISF, before they are inserted onto the Disbursement Stub Details (STUBDET) table.

The Disbursement Stub Detail (STUBDET) table is used to store summarized stub lines for printing, online inquiry, and sharing with the Payee Information Portal (PIP). The STUBDET table is a system-maintained table and therefore all of the fields on the associated page are display only. It is populated by the Disbursement Stub Summarization routine.

The Stub Detail Line Count field is used to store the total number of stub lines/remittance details associated with a disbursement check or EFT transaction. The Stub Detail Line Count is calculated at the time the disbursement transaction is successfully submitted to Final. The Disbursement Stub Summarization routine will update Stub Detail Line Count on submitted disbursement transactions to account for the fact that the Accounting Lines have been summarized.

The Disbursement Stub Summarization routine occurs from within a disbursement transaction (Transaction Types AD and MD) on successful submission to Final. Updates will vary based on the Transaction Function:

If the Transaction Function is New, the transaction will insert records on the Disbursement Stub Details (STUBDET) table.
If the Transaction Function is Modification, the transaction will first delete the existing records on the Disbursement Stub Details (STUBDET) table, and then insert new lines. Note: for the MD, the logic depends on other criteria using the Adjusting Entry and Manual Check flags.
If the Transaction Function is Cancellation, the transaction will first delete the existing records on the Disbursement Stub Details (STUBDET) table. Note: The Disbursement Reclassification (DC) transaction will not delete the STUBDET records, since it only reclassifies the accounting for disbursements (for example, to “stale”).

For AD and MD transactions, transaction Accounting Lines records are sorted and summarized based on parameters defined on the DISF, and inserted onto the Disbursement Stub Details (STUBDET). These records are used by the disbursement printing and exporting jobs to print the check, payment statements, and ACH addenda files or generate export check files with summarize stub lines.

FunctionsFunctions performed by the Disbursement Stub Summarization routine for the disbursement transaction:

When the disbursement Transaction Function is Cancellation or Modification, the routine will delete all STUBDET records for the disbursement transaction.

When the disbursement Transaction Function is New or Modification, the routine will do the following:

Selects or excludes $0 disbursement Accounting Lines from summarization based on the system option Include $0 Line Amount on Summarized Stubs on SOPT.

If the value is set to Yes, the routine will include disbursement accounting lines in summarization where the Line Amount on the Accounting Line is equal to $0 (not due to adjustments).
If the value is No, the routine will exclude the disbursement Accounting Lines where the Line Amount is equal to $0 (not due to adjustments).

Selects or excludes $0 net disbursement Accounting Lines from summarization based on the system option Include $0 Net Amount on Summarized Stubs on SOPT.

If the value is set to Yes, the routine will include disbursement Accounting Lines in summarization even if the Net Amount on the Accounting Line is equal to $0 (due to adjustments).
If the value is No, the routine will exclude the disbursement Accounting Lines where the Net Amount is equal to $0.

Performs a look up to the Disbursement Format (DISF) table for the Disbursement Type/Disbursement Format combination on the disbursement transaction to retrieve the sorting and summarization parameters specified on the DISF record.
Summarizes disbursement Accounting Lines on unique combinations of the retained fields, that is, where the DISF Retain summarization field is set to Yes. For reference, the summarization fields on the DISF are:

Retain Vendor Invoice Number
Retain Vendor Invoice Line Number
Retain Payment Request Transaction
Retain Award Transaction
Retain Disbursement Accounting Line
If none of the retain fields are selected, a warning message will be issued indicating that none of the fields will be retained, but all of the fields will be summarized.

Sorts the summarized Accounting Lines using the sorting fields and sorting order defined on the DISF record. If a sorting field on DISF has the value of 0, do not sort the Accounting Lines based on that field.
For each summarized record, the routine will write STUBDET records as follows:

If the Stub Line Adjustment Printing Orientation (APPCTRL) is set to Vertical, insert records as follows:

One (1) STUBDET record for the summarized for Line Amount; and
One (1) STUBDET record for each non-zero summarized adjustment amount (Backup Withholding, Contract Withholding, Freight, Use Tax, Discount, Intercept, Default Intercept Fee, Supplementary Intercept Fee, Penalty, Interest and Retainage, and so forth) is applied to the summarized record.

If the Stub Line Adjustment Printing Orientation (APPCTRL) is set to Horizontal, it will insert one (1) STUBDET record for the summarized for Line Amount with each summarized adjustment amount (Backup Withholding, Contract Withholding, Freight, Use Tax, Discount, Intercept, Default Intercept Fee, Supplementary Intercept Fee, Penalty, Interest and Retainage, and so forth) is applied to the summarized record included on the single STUBDET record.

Updates the Stub Detail Line Count on the disbursement transaction Header. The Stub Detail Line Count is equal to the Total number of STUBDET records referencing the disbursement transaction.