The Accounting tab of the GAX Transaction Code contains the common Accounting fields as described in the "Accounting" topic in the Transactions User Guide. If you see that some fields listed below are not visible online, they are hidden with Configure Page (DESIGNER) when delivered or by onsite configuration. The following fields are not common to Accounting tabs.
Field Name |
Required? |
Field Description |
Reserved Funding |
Required |
A required choice of three values: No, Yes, and Locked. An initial value will default from the Event Type based on the Reserved Funding field found on the Event Type (ETYP) page. The value serves as a means to designate an accounting line to be a source of funding at last resort or to be an out year line of a contract.
|
Vendor Invoice Number |
Optional |
An optional field to record the identification number found on the invoice sent by the vendor for goods or services rendered. The number can be required by selection of the Vendor Invoice Required flag for a transaction code on the Transaction Control (DCTRL) page. |
Vendor Invoice Line |
Conditionally Required |
An optional field to record the identification of a single line number found on the invoice sent by the vendor for goods or services rendered. If a Vendor Invoice Number is entered, the Vendor Invoice Line is required. If the Vendor Invoice Line Number Default indication is selected on the Transaction Control (DCTRL) page, the Vendor Invoice Number is entered and the Vendor Invoice Line Number field is blank, the transaction will infer the Accounting Line Number of the current line into the Vendor Invoice Line Number field. When a combination of Number and the Line has already been referenced by another request for payment, an overrideable error is issued from the Vendor Invoice Registry (VIR) inquiry page. The message exists to prevent the accidental payment of an invoice line more than once. |
Vendor Invoice Date |
Conditionally Required |
An optional date to record the date of the invoice sent by the vendor for goods or services rendered.
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Tracking Date |
Optional |
An optional date that provides the ability to record or track any date related to the invoice or payment of goods and services. Two fields on Transaction Control (DCTRL) enforce specific rules on the entry of this field: Tracking Date Required and Future Tracking Date Allowed. |
Check Description |
Optional |
An optional field to record text for printing on the check stub. The length of this description field is relatively short so that it can be placed on a check stub. |
Special Instructions Code |
Optional |
An optional field to record a value that corresponds to a record on the Special Instructions (SPIS) page. |
Disbursement Category |
Optional |
An optional field to record a different value other than that of the Vendor Tab. |
Billing Profile |
Optional |
An inferred field that is populated when a Memo reference is done to a Cash Receipt transaction. The value will come from the Referenced Vendor Line if a Billing Profile exists there on the Receipt. |
Central Statement Billing Profile |
System Set |
An inferred field, when populated, indicates that the transaction is associated with a central statement. |
Debt ID |
Conditionally Required |
This field is used to represent a Bond, Lease, or Loan Registry record. There are limits on what Debt ID values can be entered:
Please see the Debt Management User Guide for more information on these and other topics. For a manual or automatic repayment, Schedule Number and Schedule Line also have to be entered to ensure the transaction updates the Transaction 1 field on the Schedule Detail record being paid. |
Schedule Number |
Optional |
The Schedule Number field is used when making a debt repayment:
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Schedule Line |
Optional |
The Schedule Line field is also used when making a debt repayment. The Schedule Detail Line should not be a blank Transaction 1 field. |
Service From |
Conditionally Required |
An optional date that will default to the Record Date on the Header unless made required by the Transaction Control (DCTRL) page, in which case, there is no default. The primary use of this date is for reporting but it does work with Program Period inferences for transaction codes setup with the Program Period Inference setup of Accrual. Please note this date may not be visible and has to be made so with Configure Page (DESIGNER), if it is needed. |
Service To |
Optional |
An optional field that will default to equal the Service From Date if left blank. Please note this date may not be visible and has to be made so with Configure Page (DESIGNER), if it is needed. |
Use Tax Type |
Optional |
An optional field to enter a Tax Type that is marked as Use Tax on the Tax Type page. When entered, the transaction will calculate the Use Tax Amount. When use tax should be recorded for an accounting line, this field needs to be made visible for data entry of a Tax Type that is marked only Use Tax. When populated, the transaction will calculate the Use Tax Amount using the tax rate. |
Use Tax Amount |
Calculated |
A system calculated amount for use tax calculated for an accounting line. It is calculated as Sub Total Line Amount * Use Tax rate (or flat fee) as defined on the Tax Type page. The field is initially hidden, but should be made visible if the Use Tax Type field is to be used. |
Sub Total Line Amount |
Conditionally Required |
A conditionally required amount field to contain the accounting line amount before the application of Use Tax. When Use Tax Type is entered, the Sub Total Line Amount cannot be $0.00 and is used to calculate the Line Amount. If Use Tax is not used, Sub Total Line Amount is not used. It is suggested both be displayed close to each other for data entry. |
Line Amount |
Required |
A required field to store the amount for the Accounting Line. If Use Tax Type is entered, the Line Amount is calculated as the Sub Total Line Amount plus the Use Tax Amount. |
Retainage Amount |
Calculated |
A system calculated amount for retainage taken for an accounting line. As taking retainage is not a feature available to the ABS transaction type, the amount will always be $0.00 on the accounting line. The ABS records payout and forfeiture or retainage, but those do not update the Retainage Amount at the accounting line level. |
Discount Amount |
Calculated |
A system calculated amount of discount taken for an accounting line. |
Penalty/Interest Amount |
Calculated |
A system calculated amount of penalties and/or interest taken for an accounting line. |
Backup Withholding Amount |
Calculated |
A system calculated amount of backup withholding taken for an accounting line. |
Intercept Amount |
Calculated |
A system calculated amount of intercepts taken for an accounting line. |
Default Intercept Fee Amount |
Calculated |
A system calculated amount for a default intercept fee taken for an accounting line. |
Supplementary Intercept Fee Amount |
Calculated |
A system calculated amount for a default intercept fee taken for an accounting line. |
Use Tax Withheld Amount |
Calculated |
A system calculated amount for use tax for an accounting line. |
Payment Amount |
Calculated |
A system calculated amount that will be the amount disbursed for an accounting line. The calculation is Line Amount - Retainage - Discounts + Penalty/Interest -Backup Withholding - Intercept - Default Intercept Fee - Supplementary Intercept Fee - Use Tax Withheld - Hard Copy Disbursement Fee. |
Disposable Income |
Optional |
This amount is used only for intercept processing when the calculation logic for how much debt can be intercepted in addition to fees applied. The combination of both must not exceed this amount. In the event the Maximum Intercept Percentage on Intercept Request, the Offset Percentage of Intercept Disbursement Exception, or Offset Percentage of Intercept Claiming Entity if found to apply to the intercept, any Disposable Income amount is reduced by that percentage to an amount that fees and debt cannot exceed. This feature is intended for employee, retiree, and other individual payments that are not normal vendors so that all or a substantial portion of the disbursement is not taken to satisfy debt and fees. The field is delivered as hidden and should be made visible if used so users can see when researching an intercept protest. The field is also hidden on Disbursement Request and should be made visible there if used on the GAX. |
Funding Profile, Priority and Line |
Optional |
These three funding COA exist but are initially hidden unless the Funding Profile, Priority and Line Entry indication on Transaction Control (DCTRL) is true. It is strongly suggested that they only be enabled on a clone of the GAX to make revenue payments and not be used to manually split a front-end split Major Program. |
Employee ID Employee Name |
Optional |
When making a payment to an Advantage HRM employee, this accounting line indication is to directly tie Financial data to Human Resource Management data for reporting purposes by ensuring a valid employee ID is entered. Although the vendor code is likely a miscellaneous one for an employee payment with name and address information, this field supplements that. Such events are outside of the typical payroll accounting. |
Address Override Override Addr 1 Override Addr 2 Override City Override Zip Override State Override Country |
Conditionally Required |
This set of fields, initially delivered as hidden, is intended to allow capturing an alternate address than what was entered/inferred for the vendor. The remainder of the fields are required when the Address Override indication is true, otherwise the fields are optional. If the fields are used and should be blank if the override is not true, then a Configurable Validation is needed for the ABS Vendor with the following Validation: (REMIT_ADV_FL == null or !REMIT_ADV_FL) and (!empty(REMIT_ADV_LN1) or !empty(REMIT_ADV_LN2) or !empty(REMIT_ADV_CITY) or !empty(REMIT_ADV_ZIP) or !empty(REMIT_ADV_ST) or !empty(REMIT_ADV_CTRY)) and a Validation Field of REMIT_ADV_FL. |