Accounting Based Spending (ABS) Transaction Type

The Accounting Based Spending (ABS) Transaction Type can be used for procurement and accounts payable accounting where a commodity level of detail is not needed or desired. The transaction type is also one that lends itself to being used for other needs that do not have to be procurement or accounts payable related because of its simple transaction structure. The transaction type has the following transaction components; some may or may not be visible depending on the Transaction Code.

Transaction Header (only 1)

Vendor Line (1 - n)

Accounting Line (1 - n)

Intercept Details (0 - n)

Important features for the Accounting Based Spending Transaction Type:

Internal Vendor, External Vendor and No VendorInternal Vendor, External Vendor and No Vendor

ABS transactions can be used to pre encumber and encumber funds for reserving budget authority for later purchases from external as well as internal vendors.

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For example, a request for payment to an external vendor is made with the GAX transaction code referencing either a GAP or GAE transaction code. For an internal vendor, a GAP or GAE is processed and then later referenced by an Internal Transaction Initiator (ITI), Internal Transaction Agreement (ITA), or Internal Exchange Transaction (IET) transaction. Those internal transactions are covered in the "Internal Transaction Type" section.

ABS transaction codes also can withhold budget authority without a vendor code specified. Such transactions can later be referenced by a transaction code in the Charge transaction type.

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An example of this scenario is for Cost Allocation. As costs are accumulated and later allocated to other parties, the need often arises to assure that the other areas have enough budget authority to cover those allocated costs. The Program Transaction Cross Reference (PRGXRF) page was designed for this purpose. The page will connect the Cost Allocation chain job to an ABS transaction by a record on the page defined by Fiscal Year, Department, Program, Phase, and Appropriation or by the same combination without Phase.

Accounting Line GenerationAccounting Line Generation

Many transaction codes in the ABS transaction type (all except the RTGPF, GAIP, and GAOP) have the ability to generate accounting lines on version 1 of a transaction.

To generate transaction lines enter or choose a valid and active Accounting Profile and a non-zero amount in the Expected Amount field. With a validate or submit action the transaction will create one or more accounting lines based on the Accounting Template record (s) of the accounting profile. The Expected Amount field is then split across accounting lines based on the percentage defined for each accounting template within the profile. No lines will be generated if one already exists.

If there is more than one vendor line at the time of line generation, the system issues a warning that line generation was not possible with more than one vendor line.

The Accounting Based Spending Transaction Type contains the following tabs:

ABS Delivered Transaction CodesABS Delivered Transaction Codes

The open nature of the Accounting Based Spending (ABS) Transaction Type has enabled many delivered Transaction Codes Transaction Sub Types and different views (HTMLs).

The Accounting Based Spending (ABS) Transaction Type has the following Transaction Codes (listed alphabetically by Transaction Name). Additions beyond the basic layout (fGAX) are detailed after the following table. Any fields found on the GAX view not displayed on another view have been hidden because they do not pertain to the function of the ABS Transaction Code. The basic layout is detailed after the additions are called out.

Field Name	Required?	Field Description	Sub Type	View
Accounting Based Transaction Lapse	ABDL	Open Activity Lapse chain to close open ABS transactions.	ABDL	fGAP
Disbursement Revision	DX	Correct/Revise Chart of Account (COA) codes, Budget FY, or accounting treatment of a single disbursement or group of disbursements. DX requires the total for the transaction be $0.00 as a revision should not increase or decrease the original amount disbursed.	DX	fGAP
General Accounting Encumbrance	GAE	Data entry of encumbrance	GAE	fGAP
General Accounting Encumbrance Correction	GAEC	Correction of encumbrance for incorrect payment requests that have been disbursed.	GAE	fGAX
General Accounting Expense/Expenditure	GAX	Data entry of requests for payment	GAX	fGAX
General Accounting Pre Encumbrance	GAP	Data entry of pre encumbrances	GAP	fGAP
Federal Offset Payment	GAOP	The Federal Offset Payment chain job creates to request payment to external entities for debt intercepted with an external disbursement system. The transaction cannot be modified.	FO	fGAOP
Intercept Payment	GAIP	Issue Payment for intercepted External Debts chain job creates request for payment (GAIP) to external entities for debt intercepted with an Advantage Financial disbursement	IT	fGAIP
Intercept Payment Request	IPR	Records interest on late payment requests to vendors	IPR	fIPR
Intercept Payment Order	IPO	Records encumbrances for internal purchases through the internal transaction (IET) as opposed to commodity transactions like the PRCI/PRMI.	IPO	fIPO
Internal Requisition	IRQ	Records pre-encumbrances for internal purchases through the internal transaction (IET) as opposed to commodity transactions like the PRCI/PRMI.	IRQ	fIRQ
Pre-Processing GAX	PPGAX	A cloned version of the GAX to clearly identify payments entered before the beginning of a year that will be released by the Extended Payment Request Scheduling process.	PP	fGAX
Retain Payment Forfeiture	RTGPF	Establish disbursement payable for retainage released and retainage forfeited by the Retainage Payout process.	GAX	fRTGPF

IPR - HeaderIPR - Header

Field Name	Required?	Field Description
System Generated	System Set	Identifies if the transaction was created by the system during the Automatic Interest Calculation process or it was manually created.
Budget Control Reduction	Optional	A flag that, when selected, will reduce the level of error by 1 for any budget availability message issued: Reject becomes Override; Override becomes Warning; Warning remains Warning. The ability to select this flag is controlled by a field of the same name on the Transaction Control page. Only budget availability errors and not errors for deactivated budgets or 'budget line not found’ errors are controlled by this flag.
Fund Control Reduction	Optional	A flag that, when selected, will reduce the level of error by 1 for any fund balance availability message issued: Reject becomes Override; Override becomes Warning; Warning remains Warning. The ability to select this flag is controlled by a field of the same name on the Transaction Control page.
Cash Control Reduction	Optional	A flag that, when selected, will reduce the level of error by 1 for any fund balance availability message issued: Reject becomes Override; Override becomes Warning; Warning remains Warning. The ability to select this flag is controlled by a field of the same name on the Transaction Control page.
Cancellation Reason	Conditionally Required	Captures the reason when a user refutes an IPR transaction. An error will be issued if the Cancellation version of the transaction is validated or submitted.

IPR - AccountingIPR - Accounting

Field Name	Required?	Field Description
Payment Type	Optional	Captures the Payment Type associated with the IPR Transaction.

GAOP and GAIP - AccountingGAOP and GAIP - Accounting

Field Name	Required?	Field Description
Entity	Required	A required identification for the ID transaction sub-type to specify the entity for whom debt is owed.
Debt Type	Required	A required identification for the ID transaction sub-type to record the type of debt that is owed.
Intercept Amount	Calculated	A system calculated amount of the sum of Intercepted Amounts of the associated Intercept Details lines for a given Accounting line.
Supplementary Intercept Fee	Calculated	A system calculated amount of the sum of Intercepted Amounts of the associated Intercept Details lines for a given Accounting line.
Intercept Fee Code	Optional	An identification of any intercept fee code applied in the Intercept process. This field only appears on GAOP transactions.

GAOP and Intercept Payment GAIP – Intercept DetailsGAOP and Intercept Payment GAIP – Intercept Details

Field Name	Required?	Field Description
Intercept ID	Required	A required field to tie an Intercept Details record to an entry on the Pending Intercept Payment (INTP) page. From this ID, values for the remaining five fields on the component will be inferred.
Intercept Date	System Set	A date that records the date the externally intercept debt was applied to a disbursement.
Entity	System Set	A field that records the entity of the externally intercept debt applied to a disbursement. This value must match the Entity value of the Accounting line.
Debt Type	System Set	A field that records the type of the externally intercept debt applied to a disbursement. This value must match the Debt Type value of the Accounting line.
Intercept Amount	Calculated	A field that records the amount of the externally intercepted debt applied to a disbursement.
Supplementary Intercept Fee	Calculated	A field that records the amount of any supplementary fees taken when intercepting the external debt.

ABDL, DX, GAE, and GAP - HeaderABDL, DX, GAE, and GAP - Header

Field Name	Required?	Field Description
Billing Location	Optional	An optional field to specify a value from Procurement Location (PLOC) with a Location Type of Billing. The collection of such information will provide information as to whom and where a bill should be sent.
Open Accrual Amount	Calculated	An aggregated amount that is the sum of all Open Amounts on all accounting lines with an Event Type that belongs to the Event Category of ACC.
Shipping Location	Optional	An optional field to specify a value from Procurement Location (PLOC) that has a Location Type there of Shipping. The collection of such information will provide information as to who and where goods should be shipped or services rendered.
Delivery Date	Optional	An optional date field to specify an anticipated or expected delivery date for the goods or services being requested or ordered.
Escrow ID	Optional	This optional field is used to associate all accounting lines to an Escrow ID. Use this field when you are encumbering funds to liquidate when later recording disbursements by the escrow agent.
Case ID	System Set	The Case ID is a display only field that identified the Case Management identification number. This field is set by Case Management’s import of the transaction into Advantage and is never changed by Advantage.

ABDL, DX, GAE, and GAP - AccountingABDL, DX, GAE, and GAP - Accounting

Field Name	Required?	Field Description
Related Accounting Line	Optional	An optional field used when one Accounting Line needs to be tied to another within a transaction for reference purposes. One intended use is when the open amount of one accounting line is reduced and placed on a new accrual accounting line, manually or through the Open Activity Roll process.

IRQ and IPO - VendorIRQ and IPO - Vendor

The common set of chart of account fields normally found on accounting lines are present on the vendor line for these two transactions so that information can be captured for later use for the Seller/Provider on an Internal Exchange Transaction (IET).

RTGPF - HeaderRTGPF - Header

Field Name	Required?	Field Description
Requested Scheduled Payment Date	Optional	A field to display the Requested Schedule Payment Date entered on the Retainage Summary by Commodity Line RTGSUM page.
Requested Retainage Release/Forfeiture Amount	Optional	A field to display the Requested Retainage Release/Forfeiture Amount entered on the Retainage Summary by Commodity Line (RTGSUM) page.
Payout Method	Optional	A field to display the Payout Method entered on the Retainage Summary by Commodity Line (RTGSUM) page.

TasksTasks

For instructions on how to create transactions associated with the Accounting Based Spending Transaction Type, refer to the following sections under the "Common Business Tasks" topic.