Disbursement Stub Summarization Process

Check stub lines can be summarized on several fields in the Advantage 3 application. The summarization fields are defined on the Disbursement Format (DISF) page be used in the summarization process. A document routine, the Disbursement Stub Summarization Process, summarizes the Accounting Lines of applicable AD and MD documents based on the setup of the Stub Detail Summarization fields on the DISF table. If the summarization Retain fields on the DISF table are set to Yes then the Accounting Lines of applicable AD, MD, and EFT documents records will be summarized, retaining only the fields as specified on DISF, before they are inserted onto the Disbursement Stub Details (STUBDET) table.

The Stub Detail Line Count field is used to store the total number of stub lines/remittance details associated with a disbursement check or EFT transaction. The Stub Detail Line Count is calculated at the time the disbursement document is successfully submitted to Final. The Disbursement Stub Summarization Process will update Stub Detail Line Count on submitted disbursement documents to account for the fact that the Accounting Lines have been summarized.

The Disbursement Stub Summarization Process will be invoked from a disbursement document (Document Types AD and MD) on successful submission to Final.  Updates will vary based on the Document Function:

• If the Document Function is New, the document will insert records on the Disbursement Stub Details (STUBDET) table.

• If the Document Function is Modification, the document will first delete the existing records on the Disbursement Stub Details (STUBDET) table, and then insert new lines.  Note: for the MD, the logic depends on other criteria using the Adjusting Entry and Manual Check flags.

• If the Document Function is Cancellation, the document will first delete the existing records on the Disbursement Stub Details (STUBDET) table. Note: the Disbursement Reclassification (DC) document will not delete the STUBDET records, since it only reclassifies the accounting for disbursements (for example, to “stale”).

For AD and MD documents, document Accounting Lines records are sorted and summarized based on parameters defined on the DISF, and inserted onto the Disbursement Stub Details (STUBDET). These records will be used by the disbursement printing and exporting jobs to print the check, payment statements, and ACH addenda files or generate export check files with summarize stub lines.

The Disbursement Stub Summarization process will perform the following functions for the disbursement document:

When the disbursement Document Function is Cancellation or Modification, the process will delete all STUBDET records for the disbursement document.

When the disbursement Document Function is New or Modification, the process will do the following:

1. Select or exclude $0 disbursement Accounting Lines from summarization based on the system option Include $0 Line Amount on Summarized Stubs on SOPT.

2. If the value is set to Yes, the process will include disbursement accounting lines in summarization where the Line Amount on the Accounting Line is equal to $0 (not due to adjustments).

3. If the value is No, the process will exclude the disbursement Accounting Lines where the Line Amount is equal to $0 (not due to adjustments).

2. Select or exclude $0 net disbursement Accounting Lines from summarization based on the system option Include $0 Net Amount on Summarized Stubs on SOPT.

3. If the value is set to Yes, the process will include disbursement Accounting Lines in summarization even if the Net Amount on the Accounting Line is equal to $0 (due to adjustments).

4. If the value is No, the process will exclude the disbursement Accounting Lines where the Net Amount is equal to $0.

3. Perform a lookup to the Disbursement Format (DISF) table for the Disbursement Type/Disbursement Format combination on the disbursement document to retrieve the sorting and summarization parameters specified on the DISF record.

4. Summarize disbursement Accounting Lines on unique combinations of the retained fields, that is, where the DISF Retain summarization field is set to Yes. For reference, the summarization fields on the DISF are:

5. Retain Vendor Invoice Number

6. Retain Vendor Invoice Line Number

7. Retain Payment Request Document

8. Retain Award Document

9. Retain Disbursement Accounting Line

10. If none of the retain fields are selected, a warning message will be issued indicating that none of the fields will be retained, but all of the fields will be summarized.

5. Sort the summarized Accounting Lines using the sorting fields and sorting order defined on the DISF record. If a sorting field on DISF has the value of 0, do not sort the Accounting Lines based on that field.

6. For each summarized record, the process will write STUBDET records as follows:

• If the Stub Line Adjustment Printing Orientation (APPCTRL) is set to Vertical, insert  records as follows:

5. • One (1) STUBDET record for the summarized for Line Amount; and

   • One (1) STUBDET record for each non-zero summarized adjustment amount (Backup Withholding, Contract Withholding, Freight, Use Tax, Discount, Intercept, Default Intercept Fee, Supplementary Intercept Fee, Penalty, Interest and Retainage, and so forth) is applied to the summarized record.

6. If the Stub Line Adjustment Printing Orientation (APPCTRL) is set to Horizontal, it will insert one (1) STUBDET record for the summarized for Line Amount with each summarized adjustment amount (Backup Withholding, Contract Withholding, Freight, Use Tax, Discount, Intercept, Default Intercept Fee, Supplementary Intercept Fee, Penalty, Interest and Retainage, an so forth) is applied to the summarized record included on the single STUBDET record.

   • Update the Stub Detail Line Count on the disbursement document Header with this logic: Stub Detail Line Count = Total number of STUBDET records referencing the disbursement document.