Accounting Distribution

The Accounting Distribution section lists the funding distribution across multiple commodities. If you have multiple Commodity Lines that use the same funding distribution, you can enter the unique funding distribution once in this component, associating each of them with a percentage.  Once you have entered the initial set of accounting lines, the system automatically replicate these accounting lines for each of the commodities.  Based on the percentages associated with each of the accounting lines, the system also automatically calculates the correct funding. This reduces data entry.

As a result of this feature, you have the ability to enter a single set of accounting lines, associating each of them with a cost percentage.  Once you have entered the initial set of accounting lines, the system can automatically replicate these accounting lines for each of the commodities.  Based on the percentages associated with each of the accounting lines, the system also automatically calculates the correct funding.

The most common usage of this feature is to create accounting lines with all the necessary data from the Accounting Distribution, eliminating the need to even navigate to the Accounting part of the document.  However, Accounting Line data can be added or changed from that on the Accounting Distribution.  Please note that there is very little editing of Accounting Distribution data so it is possible to generate Accounting Lines with errors.  When this occurs, the errors can be fixed on the Accounting part of the document.  Alternatively, the Accounting Distribution can be corrected and the distribution action taken again so the system deletes existing lines and regenerates with the corrected information.

The Accounting Distribution section has the following tabs:

• General Information

  The following field is conditionally required if a record is inserted on the section: Distribution Percentage   Debt ID – A Payment Request can indicate the Bond or Loan proceeds used for a payment.  A Debt ID can also be entered for a manual payment of a Bond, Loan, or Lease cost.  Only a Lease can generate Payment Request to make automatic payments.  For a manual or automatic payment, Schedule Number and Schedule Line also have to be entered to ensure the Payment Request updates the Document 1 field on the Schedule Detail record being paid.  Please enter these values at the Accounting Line level. The Debt ID field is optional but can be required or prohibited based on Event Type Requirements (ERQ) or Fund Department Requirements (FDREQ) settings.  An ID can even be inferred to the document from a variety of locations.  Use of a Debt ID should result in an update to the respective Loan History (LOANHIST), Bond History (BONDHIST), or Lease History (LSEHIST) page, depending on Event Category (ECAT) settings.  There are limits on what ID values can be entered: An Authorization ID cannot be entered. A Loan Application ID cannot be entered. The Debt Instrument Status must be active and not one of the preliminary values. The Debt Instrument Status should not be one that is completed or closed. Please see the Debt Management User Guide for more information on these and other topics.

   

• Fund Accounting

  Chart of account elements in this section are those associated with governmental accounting systems. Refer to field level help for more information on fields in this tab.

   

• Detail Accounting

  Chart of account elements in this section are those most often associated with cost accounting. Refer to field level help for more information on fields in this tab.

   

Distribute Accounting Lines is a link on the Accounting Distribution component. When selected, one Accounting line will be inserted for each Commodity Line for the corresponding Accounting Distribution Line. The distribution percentages are applied to the Item Amount to arrive at the Accounting Line amount. The COA elements on the Accounting Distribution are passed on to the Accounting Line.