Travel COA Override (TRCOA)

The Travel COA Override (TRCOA) table allows you to define the accounting attributes that should override any existing values in the COA fields on Travel transactions. This page contains all of the standard Advantage Financial COA fields except for Object and Sub Object (because those values will be inferred from the Expense Type table) and is keyed by Fiscal Year, Department, and Unit fields. The records in the TRCOA page are displayed by default in ascending order of Fiscal Year and then by Department.

When the Generate Accounting Lines action is selected on the Traveler tab of the Travel transactions, the system will evaluate whether a record exists on the TRCOA table.  The system evaluates the records on the TRCOA table using the following rules in the following order:

  1. A record exists on TRCOA that has a Fiscal Year/Department/Unit combination that matches the current Fiscal Year, Traveler Department (from the Traveler line), and Traveler Unit (from the Traveler line) from the Travel transaction.

  2. A record exists on TRCOA that has a Fiscal Year/Department/Unit combination that matches the current Fiscal Year, Traveler Department (from the Traveler line), and Unit=ALL from the Travel transaction.

  3. A record exists on the Travel COA Override table that has a Fiscal Year/Department/Unit combination that matches the current Fiscal Year, Department=ALL, and Unit=ALL from the Travel transaction.

If a TRCOA record is found, the COA values specified in the TRCOA record overrides the COA fields on the Travel transaction’s accounting lines (that is, the COA values that had been inferred based on the Accounting Template or Accounting Profile from the parent Trip Details line). (Note: If a BLNK value exists in any of the COA fields, then a blank value is inferred on the Travel transaction.)

If a TRCOA record is not found for any of the above combinations, then no Travel COA Override exists and the system will only use the Accounting Template or Accounting Profile to infer the COA values that will be used on the generated accounting lines.