Three internal document types exist to facilitate internal accounting for purchasing, transfers, loans, and almost any other client need. These documents perform this 2-party accounting function with three document components:
Document Header (only 1)
Vendor Line (1 - n)
Accounting Line (1 - n)
Online labels for the Vendor and Accounting line document components do vary by document type, and those differences will be called out later in the component descriptions.
Critical to the understanding of this Internal Documents section are two concepts:
A 'party’ is a term to refer to ½ of the internal accounting event. That party can be a department, a unit, or any other chart of account element combination.
Both parties must be on the same CGI Advantage Financial application.
CGI Advantage Financial has two methods available for using documents for internal accounting purposes that are not commodity based (that is, the Internal Payment Request, inventory documents, and internal asset sales).
Two Document Method
One Document Method
With the Two Document Method, one party initiates the internal purchasing transaction by creating an Internal Transaction Initiator (ITI). By initiating the process, this user selects the event type and sets the amount(s). After getting the document accepted, the first party routes the document to the second party to create the Internal Transaction Agreement (ITA). This serves as a notice to the second party that either a bill needs to be paid or an order needs to be filled. The second party creates the ITA that references the ITI (the copy forward ability exists to facilitate this). The first party’s information is inferred from the ITI to the ITA and cannot be edited. The second party then completes the accounting lines necessary and processes the document. At this time, an event type creates posting lines for both parties. There is no accounting performed by the ITI; it is just an information collection vehicle.
With the One Document Method, one party has the complete information for both parties, or an offline process is used to create and process two-party transactions. The document used for this method is the IET, which is similar in appearance to the ITA, except there are no protected fields because one party enters all of the information. The IET is used for interfaces, batch programs, and in the internal procurement process where one party can reliably enter the other party’s information.
Internal documents can be used for any of the following types of accounting:
Reimbursement Transactions
Quasi-External Transactions
Internal Loans
Operating Transfers
Intercept Transfers
For more information on these, please refer to the "Internal Accounting - Accounting Model" section of the Accounting Model Delivered Configuration section and the "Internal Accounting Event Type Processor" section.
Other documents can be used to perform internal accounting. In fact, there are some that are designed specifically for internal accounting, but contain additional information than the three internal document types that make these other documents specific to another business process. For commodity-based procurement, there is a document sub-type of the Payment Request that allows commodity purchasing to be done between internal parties - PRCI. For all but two of the Inventory documents, two party accounting is facilitated between the warehouse and the buyer or the warehouse and another warehouse.
In addition to the special-purpose documents, the Journal Voucher can accommodate internal accounting as can the ABS document type. The benefit of the Internal Document Types over these documents is that the structures of the document require that the over-all accounting is a wash in a government wide sense - one party’s expenditure is matched in total by an expenditure credit, or revenue, to another party.