RE Accounting

Accounting line is the main data entry point in which you will enter accounting line and detail information associated with a receivable. Fields in this section include event type, amount owed, description of obligation, and various additional chart of accounts information.

The Accounting section has the following tabs:

• General Information 

  

  The following fields are required, and if left blank are automatically populated by Advantage:

  • Event Type

  • Line Amount

  • Dispute

  The following fields are conditionally required if a record is inserted on the section:

  • Reason is required on document modification.

  • Billing Rate and Quantity must be entered together.

• Reference

  Reference Information in this section may be required or prohibited from a number of places. Budget Fiscal Year Staging, the Document Control (DCTRL), and the Event Type Requirements (ERQ) tables all have the ability to define a reference as Required, Prohibited, or Optional (Unrestricted). Each table defines this reference rule at different levels. Please see each of those sections for more information on their use.

  When any one value is entered, all must be entered. When all are entered, the document must exist in a Final Document Phase. Changes to information in this section are not allowed on a modification with the exception of changing between the Partial and Final Reference Types.

  

  Debt ID – A Receivable can indicate the Bond or Loan proceeds on which revenue has been earned and is now being billed.  The document can also be used to manually or automatically bill for repayment of a loan given or lease to a customer.  For a manual or automatic billing, Schedule Number and Schedule Line also have to be entered to ensure the Receivable updates the Document 1 field on the Schedule Detail record being billed.

  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.

  When making a billing for repayment, there are limits on what Schedule Number and Line values can be entered:

  • If either Schedule Number or Line is entered, both must be entered as well as the Debt ID field.

  • The Schedule Number should be the Selected Schedule.

  • The Schedule Detail should not have another Receivable in the Document 1 field.

  Please see the Debt Management User Guide for more information on these and other topics.

• Fund Accounting

  

    Note:

  • All fields are conditionally required based on site specific setup on the Event Requirements (ERQ) table.

• Detail Accounting

  

  Note:

  • All fields (except Major Program) are conditionally required.

• Additional Information

  

  Note:

  • All fields are system set.

• Extended Description 

  

  Note:

  • This is an optional field to record a long description.

Note:

• The Receivable (RE) document supports negative accounting lines to meet requirements for Federal Reimbursement.