Internal Vendor Accounting Data

The Internal Vendor Accounting Data (IVAD) table allows you to establish seller fund and detail accounting data for Internal Vendors, as well as bank account and event type information used for posting logic. The page has two primary uses. The first is for the manual Commodity Based Internal Payment Request (PRCI) and the automatic Commodity Based Internal Matching Payment Request (PRMI). The second is with Internal Costing to record seller accounting.

Field Name	Required / Optional	Field Description
Vendor Customer	Required	A valid and active vendor code should be selected when defining an IVAD record. If only a customer, there is no use of IVAD at this time. Contrary to the name of the page, the vendor does not have to be flagged as an internal one. It is most often so, but it is not required. The reason for allowing external vendors is to facilitate interfaces that need to determine the COA to use on a payment request based on the vendor.
Legal Name	System-set	The name infers from the Vendor Customer record.
Alias / DBA	System-set	The Alias / DBA infers from the Vendor Customer record.
Bank	Optional	A bank can optionally be specified so that it is used instead of defaulting from Fund.
Single Event Type	Optional	Although an optional field, this event type is used on seller accounting lines generated by the Internal Costing Chain when both the Inter and Intra-COA Seller Event Type values are blank. This is the only event type field used on the Internal Payment Request transactions (PRCI and PRMI). When running internal costing where there is seller accounting because the Internal Cost Rate (INCR) has the Internal Vendor Account field populated, either this or the two other event type fields is required. The Single Event Type is used when there is no need for the Inter-COA Definition field. This could be the case if charge credits are being posted or one of the internal event types that uses cash as the offset and does not do fund comparisons (for example, IN30, IN32, IN36 or IN38). When using the Internal Payment Request transactions, if it is not 100% certain that the Fund and Sub Fund on IVAD will always be different than that of the accounting lines, then use of an event type such as IN30, IN32, IN36 or IN38 is encouraged to prevent transaction rejections.
Get COA from Employee ID	Optional	When recording Internal Costing events for Usage Type of Labor, the process has an option to use the COA from IVAD or the COA specified on the Employee Information (EMPID) page when creating seller accounting lines. A setting of true in this indication will direct the process to EMPID instead of IVAD. If an EMPID is not found or the COA there are blank, the process will default back to IVAD. There is no option to mix COA values between IVAD and EMPID. Meaning, if even one COA element is populated on an employee’s EMPID record, then only the EMPID COA elements are used, even if it’s an incomplete set of codes.
Inter-COA Seller Event Type	Optional	Although an optional field, this event type is required when the Inter-COA Definition setting is used. The event is placed on seller accounting lines generated by the Internal Costing Chain and the Inter-COA Definition is not met between the buyer and seller accounting lines. When running internal costing where there is seller accounting because the Internal Cost Rate (INCR) has the Internal Vendor Account field populated, either this and the corresponding ‘intra’ event type are used or the Single Event Type field is required. Common event types for this field are IN01, IN02, IN04, and IN05.
Intra-COA Seller Event Type	Optional	Although an optional field, this event type is required when the Inter-COA Definition setting is used. The event is placed on seller accounting lines generated by the Internal Costing Chain and the Inter-COA Definition is met between the buyer and seller accounting lines. When running internal costing where there is seller accounting because the Internal Cost Rate (INCR) has the Internal Vendor Account field populated, either this and the corresponding ‘intra’ event type are used or the Single Event Type field is required. Common event types for this field are IN03 and IN06.
Inter-COA Definition	Optional	When using Internal Costing to record both seller and buyer entries and there is a need to use different event types when the parties differ in a certain way with respect to COA. If that is not a concern this field is left blank. When the two parties should be compared to determine the appropriate event type, one of the following options should be selected. Fund Fund and Department Fund, Department and Appropriation Appropriation Classification Fund, Department, and Appropriation Classification Depending on the value selected one or more COA fields will be required so the comparison can be done, even if the Accounting Template field is used.
Accounting Template	Optional	When using IVAD for Internal Costing, an accounting template can be used to provide all or some of the necessary COA to the seller accounting line.
COA	Mixture	When using an IVAD record for Internal Costing, if not using the Inter-COA Definition field, all COA are optional as the Accounting Template can supply all the necessary COA. When using an IVAD record for the Internal Payment Requests, the fields are optional and the Accounting Template is not applicable. Please ensure that all the necessary COA are entered and any not entered will infer to prevent transactions created by Internal Costing or Internal Payment Requests from failing.