The Clearing Account Maintenance (CAM) chain looks for matching Due To and Due From entries on the specified input journal and then creates a JV - Clearing Account Maintenance (JVCAM) transaction to reverse these entries and update Cash. The Clearing Account Maintenance Parameters page defines the many functional parameters needed for the Clearing Account Maintenance process. This page provides easy data entry and editing prior to execution of the Clearing Account Maintenance process.
Field Name |
Field Description |
Parameter ID |
The identification code used to tie the system process to the Clearing Account Maintenance Parameter record for additional input. |
Run Mode |
Report – Creates only the reports and does not create and journal vouchers. Update – Creates reports and journal vouchers. |
Output Mode |
Detail – Creates a set of accounting lines for each clearing account instance being cleared, making a memo reference to the original transaction line. Summary – Will summarize like COA into clearing lines without any reference being made. |
Input Journal |
The Journal ID of the input journal to the process, as defined on the Journal / Ledger Control page. The ID for the Internal Journal is the most likely to be used. |
Journal Name |
The inferred name of the Input Journal. |
Selection Fiscal Year |
An optional fiscal year for record selection. |
Selection Accounting Period |
An optional accounting period for record selection |
Due To Posting Code |
A required posting code for selection of Due To activity. |
Due To BSA |
An optional BSA for selection of Due To activity. |
Due To SBSA |
An optional Sub BSA for selection of Due To activity. |
Due From Posting Code |
A required posting code for selection of Due From activity. |
Due From BSA |
An optional BSA for selection of Due From activity. |
Due From SBSA |
An optional Sub BSA for selection of Due From activity. |
Cash Posting Code |
A required output parameter for the posting code that will be used for cash. |
Cash BSA |
An optional BSA for output that will be used with the cash postings. If left blank, the default Bank value for the Fund of the selected record will be used to retrieve the cash BSA. |
Cash SBSA |
An optional Sub BSA for output that will be used with the cash postings. If left blank, the default Bank value for the Fund of the selected record will be used to retrieve the cash Sub BSA. |
JV Transaction Code |
The required transaction code used for output. JVCAM is delivered as the intended code, but another can be used. |
JV Transaction Department |
The required department that will be used on all journal vouchers created. |
JV Transaction Unit |
The optional unit that will be used on all journal vouchers created. |
JV Transaction Prefix |
The optional prefix that will be used on all journal vouchers created. |
Transaction Date |
The optional date that will be used as the Record Date on all journal vouchers if the defaulting Application Date should not be used. |
Budget Fiscal Year |
The optional year that will be used as the Budget FY on all journal vouchers if the defaulting Fiscal Year from Application Date should not be used. |
Fiscal Year |
The optional year that will be used as the Fiscal Year on all journal vouchers if the defaulting value from Application Date should not be used. |
Accounting Period |
The optional accounting period that will be used as the Period on all journal vouchers if the defaulting value from the Application Date should not be used. |
Keep Department for Summary Mode |
When true, Department will be retained along with Fund, Sub Fund, BSA, and Sub BSA when selecting Due To and From records for processing. |
The main use of this program is to facilitate internal transactions against a prior fiscal year when cash updates against that prior year have been cut off - adjustment periods for example. These clearing accounts are then cleared out through cash in the new fiscal year.
The program starts with selection from a specified input journal. While the Accounting Journal can be used, there are others that are smaller and more targeted to the activity selected for this program. The Internal Journal is the most likely choice as records are written to this journal whenever the Internal Fund field is populated by transaction processing. All event type processors that create clearing account entries populate this field with the fund that is 'due to’ or 'due from’ the value in the regular fund field. However, if clearing account records are created that do not have the internal fund value populated (manually entered journal vouchers for example), the Internal Journal will not contain such records for clearing.
After the Clearing Account Maintenance job is run, accounts can be reviewed on ITD Balance Sheet Balance (BBALD and BBALS) pages or in an appropriate ledger to see that clearing account balances have gone to zero. At any point, these accounts can be manually cleared if needed without having to run the batch program or the program can be re-run.
It is very important to understand that this program does not clear out any nominal accounts such as internal accrued expenditures or internal accrued revenue. Careful setup of internal event types is critical on the Allowed Event Types for Transaction Code (AETDC) and BFY Staging pages to ensure that the CAM job does not clear only balance sheets and leave accrued accounts in the application with what will amount to cash offsets after the clearing. When used as described earlier in this tab to prevent updates to cash in a prior year, BFY Staging should prohibit those internal event types that update cash and those that use clearing accounts with accrual nominal accounts, while only allowing the event types intended for this program (please see the Internal Accounting and Inventory Accounting of the Accounting Model Delivered Configuration topic of this users guide for a listing of those event types).
The Clearing Account Maintenance chain job is comprised of four batch jobs:
*Clearing Account Maintenance - Based on the parameters entered and the selection logic, a XML file is created for all of the selected records.
Load JV transactions - This job loads the XML file created in Step 1.
Submit JV transactions - JV transactions loaded in the previous steps are submitted using a batch submit job.
Create Reports - Multiple reports are produced to provide assurance and account information.
*For detailed information on the job (such as when to run, input, output, and process parameters) refer to the associated run sheet in the CGI Advantage General Accounting Run Sheets guide.