Accounting

The primary function of the Accounting tab is to record the accounting details related to the trip event. The recommended method to create accounting line is to use the Generate Accounting Lines action on the Traveler tab for a specific Traveler to generate the child accounting lines automatically. When the Generate Accounting Lines action is selected the system first evaluates whether an applicable record exists on the Travel COA Override (TRCOA). Refer to the "Travel COA Override (TRCOA)" topic in this user guide for more information on TRCOA.) Before selecting the Generate Accounting Lines action, the Accounting Profile or Accounting Template field on the Trip Details tab must be populated, manually or by defaulting. If a Dual-Site implementation, the employee’s payroll accounting information from HRM. If a Financial only implementation, the Vendor/Customer record can supply either.

The system uses the information found within each parent Trip Details record. If there are multiple travelers within a transaction, you must select the Generate Accounting Lines action within each Traveler line. You must populate either the Accounting Profile or Accounting Template field on the Trip Details tab before selecting the Generate Accounting Lines action.

Given the complexity of the accounting lines needed to correctly reflect any advance liquidations, accrued expenditures, PCard transactions, and different Payment Systems (either Financial or HRM), it is highly recommended that this action is used to create the Accounting Lines automatically. The action creates accounting lines that overwrite any existing accounting lines within that transaction. You can then manually make changes to the Accounting Line if there are any exceptions.

Additional Details for Generate Accounting LinesAdditional Details for Generate Accounting Lines

The following applies when an Accounting Template is used, as with an Accounting Profile, the following are created separately for each template in the profile:

Expense Payment Method = Out of Pocket

A line is created for each expense that was paid using an advance. The Event Type is inferred in one of the following ways:

If the Payment System is Financial, from the Expense Report Advance Liquidation Event Type field of the effective Travel Administration record.
If the Payment System is HRM, from the HRM Payment System - Advance Liquidation Event Type field of the effective Travel Administration record.

The Line Amount is set to equal to one of the following: the Paid Advances amount of the Trip Details line if the Reimbursable Expenses amount is greater than or equal to the Paid Advances, the Reimbursable Expenses amount of the Trip Details line if the Reimbursable Expenses is less than the Paid Advances. Please note that an unused advance from another trip may be used.

A line is created for each expense paid out of pocket by the traveler. The Event Type is inferred from the Expense Report – Accrued Expense Event Type field of the effective Travel Administration record. The Line Amount is set to the Trip Details line’s Due to Traveler amount.

Expense Payment Method = Pcard

A line is created for each expense that is to be reconciled with the PCard transaction. The Event Type is inferred from the Expense Report – PCard Event Type of the effective Travel Administration record. These expenses are included in the expense report for informational/reconciliation purposes but are expensed at the time of PCard payment generation. The Line Amount is set to the Trip Details line’s Reimbursable Expenses amount.

Expense Payment Method = Direct Pay

A line is created for each expense that is defined to a vendor. The Event Type is inferred from the Expense Report - Accrued Expense Event Type field of the effective Travel Administration record. The Line Amount is equal to the Due to Vendor amount of the Trip Detail.

The Accounting tab of the Travel transactions contain the common Accounting Line fields as described in the "Accounting" topic in the Transactions User Guide. The following fields are not common Accounting fields.

Field InformationField Information

Field Name	Required?	Field Description
Bank Account	Conditionally Required	In cases where the travel transaction is recording a payable (traveler reimbursement, direct vendor payment, and an advance to a traveler), a bank is required to record that event.
HRM Pay Event	System Set	This event type is set by the system when the Payment System is HRM for further processing within payroll. If requesting an advance, the field is set to the HRM Advance Pay Event defined on Expense Type (EXPT). If requesting a non-taxable payment on an expense report, the field is set to the HRM Reimbursement Pay Event defined on Expense Type. If requesting a taxable payment, the field is set to the HRM Taxable Pay Event field defined on Expense Type. If requesting an advance repayment, the field is set to the HRM Advance Pay Event defined on Expense Type.
Check Description	Optional	An optional field to capture information for a check stub or remittance advice to convey to the traveler or vendors the reason or source for the payment.
Service To Service From	Required	Service dates identify when goods or services were received for modified accrual reports. The Travel Start Date and Travel End Date from the Header are inferred to the Service From and To Date fields if left blanky.