MD Accounting

Accounting line is the main data entry point in which you will enter accounting information and other details associated with a manual disbursement. Fields in this tab include event type, line amount, interest, discounts, retainage, and additional reference information. Here you can reference a commodity line, thus allowing you to reference commodity-based transaction as well as accounting-based transaction. Refer to the "Accounting" topic in the CGI Advantage Transactions User Guide for common information on the Accounting tab.

Bank Account (see MD Bank Account Inference)
Event Type
Service From date
Service To date

The following fields are conditionally required based on site specific setup on the Transaction Control (DCTRL) table:

Line Description
Vendor Invoice Number
Vendor Invoice Date

The PY Accrual/Clearing % field displays the Prior Year’s Clearing percentage upon the successful submission of an ACLA transaction. The default is blank. If a value of zero exists, it means that the previously cleared amount had been completely disallowed.

If this transaction is associated with a Procurement Folder the Procurement Folder, Procurement Type ID and Procurement Type will display the inferred values from the referenced procurement transaction. If populated, the View Procurement Folder action is activated allowing users to transition to the Procurement Management (PRCUID) page and review the other transactions associated with this selected procurement folder. Once on the PRCUID page, a Back link is displayed allowing users to transition back to the transaction Header of the transaction you transitioned from.

Reference information in this tab may be required or prohibited from a number of places. Budget Fiscal Year Staging, the Transaction Control (DCTRL), and the Event Type Requirements (ERQ) tables all have the ability to define a reference as Required, Prohibited, or Optional (Unrestricted). Each table defines this reference rule at different levels. Please see each of those sections in the General Accounting User Guide for more information on their use.

When any one value is entered, all must be entered. When all are entered, the transaction must exist in a Final Transaction Phase. Changes to information in this section is not allowed on a modification with the exception of changing between the Partial and Final Reference Types.

The following fields are conditionally required if a record is inserted on the tab:

Reference Accounting Line if the Reference Transaction code, is provided.

Debt ID – A Manual Disbursement transaction can indicate the Bond or Loan proceeds used for a disbursement. The transaction can also be used to record accounting for a Bond, Loan, or Lease payment made. For the second scenario, Schedule Number and Schedule Line are also recorded to ensure the disbursement updates the Transaction 2 field on the Schedule Detail record being paid.

The Debt ID field is optional but can be required or prohibited based on Event Type Requirements (ERQ) or Fund Department Requirements (FDREQ) settings. An ID can even be inferred to the transaction from a variety of locations. Use of a Debt ID should result in an update to the respective Loan History (LOANHIST), Bond History (BONDHIST), or Lease History (LSEHIST) page, depending on Event Category (ECAT) settings. There are limits on what ID values can be entered:

An Authorization ID cannot be entered.
A Loan Application ID cannot be entered.
The Debt Instrument Status must be active and not one of the preliminary values.
The Debt Instrument Status should not be one that is completed or closed.

When making a manual payment without a payment request reference, there are limits on what Schedule Number and Schedule Line values can be entered:

If either Schedule Number or Schedule Line is entered, both must be entered as well as the Debt ID field.
The Schedule Number should be the Selected Schedule.
The Schedule Detail should not have another Disbursement in the Transaction 2 field.

Please see the Debt Management User Guide for more information on these and other topics.

The following fields are displayed based on site specific setup and use of the Fixed Asset Intent (FN) transaction and process:

FN Transaction Code
FN Transaction Department
FN Transaction ID

The following field is conditionally required based on site specific setup on the Event Requirements (ERQ) table:

COA Elements that are established as required for the Event Type on the AL.

Notes:

Enter the Discount amount or Interest and Penalty amounts. Discount amount cannot be entered when either Interest or Penalty amount is entered. Similarly when Discount amount is entered, Interest or Penalty amount cannot be entered. NOTE: The transaction will not calculate these amounts and the user entered amount will be considered as accurate.
Enter the Backup Withholding Line Amount if applicable. If entered, the transaction will validate the eligibility of the withholding amount against the BSA, SBSA, OBJ and SOBJ codes. If the Calculate MD Backup Withholding on the Transaction Control page is set to true, the MD will calculate the backup withholding amount if the line is eligible. If the backup withholding amount is entered and does not match the system calculated amount, a message will be issued. The severity of the message is dependent on the MD Backup Withholding Amount Error Severity field on the Transaction Control page.
Enter the Contract Withholding Line Amount if applicable or leave it blank to infer it. If entered, the transaction will verify the entered value matches the amount that would have been inferred after taking into account contract withholding exemption, contract withholding eligibility, and contract withholding rate.
Select the Exclude Retainage flag, if you don’t want to take the Retainage on MD transaction. When this flag is selected, the MD transaction will back out the Retainage updates made by the referenced PR transaction.
Funding Profile, Priority and Line fields do exist on the accounting line but are Tertiary as delivered on Configure Page. The Funding Profile, Priority, and Line Entry indication when true on Transaction Control (DCTRL) will enable their display. Any such values entered on the General Accounting Expense/Expenditure transaction (or clone) will be visible in the fields. If the front-end split occurs at the posting line, then these fields will be blank. These fields are intended only for grant revenue disbursements, so that control of their direct entry on an MD is recommended with a transaction clone.