The Accounting tab of the Purchase Order (PO) Transaction Type is a required part of transaction data entry where one or more lines will record the chart of accounts used to most likely encumber funds for a later purchase. This will lock up money from the available budget, to ensure funds are present at time of payment. Another option the user has is to award the vendor, but to not have any accounting updates happen at the time the transaction is processed. The accounting information will still be required and will be used when payment is required. For a description of the delivered event types allowed for the PO Transaction Type, please refer to the Financial Administration User Guide, "Procurement Accounting Model" topic under "Accounting Model Delivered Configuration".
The sum of the Line Amount field on the accounting lines for a commodity line must equal the total of the commodity line they are funding. The majority of fields on the PO Accounting line are common to accounting transactions and can be reviewed in the CGI Advantage Financial Transactions User Guide. A small number of fields are unique to transaction types that perform requisition and ordering functions:
Reserved Funding - A required choice of three values: No, Yes, and Locked. The value serves as a means to designate an accounting line to be a source of funding of last resort (Locked) or to be an out year to fund a purchase in a future Budget FY (Yes). The choice of Locked must be made manually where choices of No and Yes will default according to setup of the Event Type on the accounting line. When a transaction that has accounting lines marked Yes or Locked, those lines will not be automatically referenced and must be manually referenced. When the lines of regular funding (No) have been or will soon be consumed, you should modify the transaction to change the value from Locked to No in order to continue referencing the transaction. The Contract Roll process will change all lines marked as Yes to No at year end when budgets for the subsequent year have been loaded and open to activity.
Roll Lapse 1 & 2 – In the event that an accounting line was rolled at year end from the prior Budget FY and Fiscal Year, both indications are flagged Yes. This indicates that the posting lines will record the backout and reposting of the Line Open Amount at the time of rolling. The difference between the indications is that #1 is flagged Yes only on the transaction version that rolled. #2 remains Yes in all subsequent versions to indicate the line has rolled at least once.
Debt ID - This field is most often used to indicate future spending of bond or loan proceeds. Please refer to the Debt Management User Guide for the general edits for this field.
If the Enforce Transaction Department Validation field on the Transaction Control (DCTRL) page is selected, the values entered in the following fields are validated against the Transaction Department to verify that the value entered is authorized for that specific Transaction Department:
Accounting Template
FN Doc Dept