Line Group

When a user manually creates a Journal Voucher, the application automatically inserts a Line Group record.  Depending on use, this record may or may not be completed before proceeding to the Accounting Lines.

Each Line Group must contain at least two Accounting Lines, but there could be many more.  Accounting Lines on the JV look slightly different than those of other document types and contain edits unique to the JV Accounting Line that are commonly associated with Posting Lines. To assist with data entry of those Accounting Lines, when a Line Group is saved with an Event Type and Posting Pair, the application creates two Accounting Lines if there are not already any.  Each will have one of the two Posting Codes defined to the Event Type and Posting Pair.  If there is only one Posting Code defined, then two lines will be created with that code.

Line Groups serve several purposes within a Journal Voucher.  The first is to provide an edit capability whereby users are restricted to using only certain posting codes at the accounting line based on the Event Type.  Providing decentralized access to Journal Vouchers is often not done because if the powerful nature of the document to post to a wide range of accounts.  However, if a Journal Voucher document code is established on the Document Control table with the Event Type Required flag selected, then a user has to select an event type from those defined as available on the Allowed Event Types for Document Code (AETDC) table along with a Posting Pair value on the Line Group, when the default of A is not desired.  When an event type is present on a Line Group, all Accounting Lines in that Line Group must contain one of the two posting codes defined to the Event Type and Posting Pair combination entered on the Line Group.

The second purpose is for organization.  If a Journal Voucher is created to perform multiple tasks, then Accounting Lines for each task can be grouped under different Line Groups, with or without event types.  A Line Group Description is available for each Line Group to define the task of each group of Accounting Lines.  Total debit and credit amounts are also available at the Line Group level to see that the Accounting Lines for each task balance.

The third purpose is to provide default information for all Accounting Lines at a single location to alleviate repetitive data entry.  Fields for Vendor/Customer and reference information are available for this purpose.  The JVR Document Code also provides fields in the Fund Accounting and Detail Accounting tabs for defaulting.

The Line Group section contains the following tabs:

• General Information

  

   

  Field Name	Required?	Field Description
  Line Group	System Set	Each Line Group is assigned a number by the application starting at 1.  This field is not editable.
  Event Type	Conditionally Required	An optional value for specification of an Event Type that combined with the Posting Pair will control the Posting Code values entered on accounting lines of a Line Group.  The Document Control table may require an event type for a Journal Voucher document code.  The defaulting of a value from the Document Control (DCTRL) table is possible.  If no default or the default is not the intended type of accounting activity, then another event type has to be chosen from the selection listed by the pick of event types defined on the Allowed Event Types for Document Code (AETDC) table.  For a description of the delivered event types allowed for the JV Document Type, please see the following sections in the Accounting Model Delivered Configuration part of this User’s Guide: Bond/Debt, Cost Accounting, and Miscellaneous Accounting.
  Posting Pair	Required	Required field that will default to A.  The field is only used by the Journal Voucher when an Event Type is also specified to control Posting Code usage on accounting lines.
  Posting Pair Name	System Set	A display only field that will show the name assigned to the Posting Pair for the Event Type.  If no Event Type is specified, then this field remains blank.
  Line Group Description	Optional	An optional field to record a short description for a Line Group for reporting and identification purposes.
  Line Group Debit Total	Calculated	The amount is a summary one that is calculated as the sum of all Debit Amounts found on all accounting lines under a Line Group.  The value must equal the Line Group Credit Total in order for the Journal Voucher to submit.
  Line Group Credit Total	Calculated	The amount is a summary one that is calculated as the sum of all Credit Amounts found on all accounting lines under a Line Group.  The value must equal the Line Group Debit Total in order for the Journal Voucher to submit.
  Cross Appr Unit	Calculated	The system set this flag to true when Accounting Lines under a Line Group contain more than one appropriation (Appr Unit) value.  The Line Group will see a blank Appr Unit field as different than one with a value and set the flag to true.  The intended use of the flag is to trigger workflow rules when expenditures (and possibly revenues) are being transferred between different appropriation codes.

• Vendor Customer Information

  

  Field Name	Required	Field Description
  Vendor Customer	Conditionally Required	An optional field to record a Vendor/Customer code.  This field can be required per Document Control (DCTRL) or Event Requirements (ERQ) setup.  A pick exists to the Vendor Customer (VCUST) table to assist in data entry.  From the value entered in this field, an Address Code and Contact ID are inferred if the Vendor Code is not marked as Miscellaneous.
  Legal Name	Conditionally Required	A required field if a Vendor Code is entered for the name associated with the code.  When the Vendor Customer code is not Miscellaneous, this field will be inferred to the document upon a save action.  In cases where the name should be different than the inferred value, one can be manually entered that will not be overlaid by the inference.  If miscellaneous, the user must enter a value.
  Alias/DBA	Conditionally Required	An optional field if a Vendor Customer code is entered for a 2nd name.  When the vendor code is not Miscellaneous, this field will be inferred to the document upon a save action.  In cases where the name should be different than the inferred value, one can be manually entered that will not be overlaid by the inference.  If miscellaneous, the user may enter a value.
  Address Code	Conditionally Required	A required field if a non-miscellaneous Vendor Customer Code is entered.  No value should be entered if a miscellaneous vendor or no vendor is entered.  When a non-miscellaneous vendor customer code is entered no value will be defaulted for this field as on other document types.  The user must select or enter a valid and active Address Code of any type as the default address functionality does not apply.  A pick exists to the Address table to assist in data entry.  If only one address exists, the document will infer that value and not require manual entry. The value entered in this field will enable the defaulting of other address information upon a save action if such information does not already exist.  For this reason, if the Address Code is changed, address fields must be cleared out by the user to infer new values.
  Address Line 1	Conditionally Required	A required field for the first address line of the Vendor Customer.  If a non-miscellaneous code is entered with an Address Code, this field will be inferred upon a save action from the Address table.  Otherwise, if a miscellaneous code is entered, this field must be completed.
  Address Line 2	Conditionally Required	An optional field for the second address line of the vendor.  If a non-miscellaneous code with an Address Code, this field will be inferred upon a save action if it has been defined on the Address table.  Otherwise, this field is optional.
  City	Conditionally Required	A required field for the city of the Vendor Customer code.  If a non-miscellaneous code with an Address Code is entered, this field will be inferred upon a save action from the Address table.  Otherwise, if a miscellaneous code is entered, this field must be completed.
  State	Conditionally Required	A required field for the city of the Vendor Customer code.  If a non-miscellaneous code is entered with an Address Code, this field will be inferred upon a save action from the Address table.  Otherwise, if a miscellaneous code is entered, this field must be completed.  A drop down listing is available to assist with data entry.
  Zip	Conditionally Required	A required field for the zip of the Vendor Customer code.  If a non-miscellaneous code is entered with an Address Code, this field will be inferred upon a save action from the Address table.  Otherwise, if a miscellaneous code is entered, this field must be completed.
  Country	Conditionally Required	An optional field for the country of the Vendor Customer code.  If a non-miscellaneous code is entered with an Address Code, this field will be inferred upon a save action if it has been defined on the Address table.  A manually entered value must be valid on the Country (CTRY) table.
  County	Conditionally Required	An optional field for the county of the Vendor Customer code.  If a non-miscellaneous code is entered with an Address Code, this field will be inferred upon a save action if it has been defined on the Address table.  A pick to the County (CTY) table exists to assist in date entry.
  Vendor Contact ID	Optional	An optional field to infer defined contact information from.  No value should be entered if a miscellaneous vendor or no vendor is entered.  When a non-miscellaneous Vendor Customer code with an Address Code has been entered, upon save the Contact ID of that Address Code will be inferred unless another has been manually entered.  A pick exists to the Vendor Contact table to assist in data entry. The value entered in this field will enable the defaulting of other contact information upon a save action if such information does not already exist.  For this reason, if the contact code is changed, contact fields must be cleared out by the user to infer new values.
  Vendor Contact Name	Optional	An optional field for a name of a contact for a Vendor Customer code.  If a Vendor Contact ID has been entered, this field will be inferred upon a save action from the Vendor Contact table.
  Vendor Contact Phone	Optional	An optional field for a phone number of a Vendor Customer code.  If a Vendor Contact ID has been entered, this field will be inferred upon a save action from the Vendor Contact table.
  Vendor Contact Phone Ext	Optional	An optional field for a phone extension of a Vendor Customer code.  If a Vendor Contact ID has been entered, this field will be inferred upon a save action from the Vendor Contact table.
  Vendor Contact Email	Optional	An optional field for an email address of a Vendor Customer code.  If a Vendor Contact ID has been entered, this field will be inferred upon a save action from the Vendor Contact table.
  Fax	Optional	An optional field for a fax number of a Vendor Customer code.  If a Vendor Contact ID has been entered, this field will be inferred upon a save action from the Vendor Contact table.
  Fax Extension	Optional	An optional field for a fax extension of a Vendor Customer code.  If a Vendor Contact ID has been entered, this field will be inferred upon a save action from the Vendor Contact table.
  Web Address http://	Optional	An optional field for the web address of a Vendor Customer code.  If a Vendor Contact ID has been entered, this field will be inferred upon a save action from the Vendor Customer table.
  Taxpayer ID	Optional	An optional field for taxpayer identification.  When a vendor has a record on the 1099 Reporting Information (1099I) table, the ID will default to the document. The Document Control (DCTRL) table contains a control to ensure 1099 information for miscellaneous vendors, called TIN Number & Type for Miscellaneous Vendors. If Not Required, then TIN Number and TIN Type are optional fields. If Required, TIN Number and TIN Type are required fields. If Overrideable and if TIN Number and TIN Type are not populated, then an overrideable error message is issued. If Required for Reportable Funding Only, entering the TIN Number and TIN Type for a miscellaneous vendor will be required, if at least one element on the accounting line is 1099 reportable (Object, Sub Object, Balance Sheet Account or Sub Balance Sheet Account). If Overrideable for Reportable Funding Only and if the TIN number and TIN Type fields are not populated, then an overrideable error is issued if at least one element on the accounting line is 1099 reportable (Object, Sub Object, Balance Sheet Account or Sub Balance Sheet Account).
  Taxpayer ID Type	Optional	An optional field for taxpayer type identification also referred to as TIN Type.  When a vendor has a record on the 1099 Reporting Information (1099I) table, the TIN Type will default to the document.  Valid values include: SSN/ITN/ATIN or EIN. The Document Control (DCTRL) table contains a control to ensure 1099 information for miscellaneous vendors, called TIN Number & Type for Miscellaneous Vendors.  Please see the Taxpayer ID field for how this control is applied. Editing of the Taxpayer ID Type value is done with the Organization Type and Classification of the vendor as follows: If Organization Type is Individual and Classification is blank then both taxpayer fields in the Taxpayer ID Number Type must be blank or SSN/ITIN/ATIN. If Organization Type is Company and Classification is blank then both taxpayer fields in the Taxpayer ID Number Type must be blank or EIN. If Classification is Individual or Nonresident Alien then both taxpayer fields in the Taxpayer ID Number Type must be blank or SSN/ITIN/ATIN. If Classification is Partnership then the Taxpayer ID Type must be blank or EIN. If Classification is Incorporated, Trust, Foreign, State Government, or Other Government then the Taxpayer ID Number Type must be blank or EIN. If Classification is Sole Proprietorship, then the then the Taxpayer ID Number Type may be blank, EIN, or SSN/ITIN/ATIN.

• Reference

  

  Field Name	Required	Field Description
  Ref Doc Code	Optional	An optional field for defining a referenced document code that will default to all accounting lines for the Line Group.
  Ref Doc Dept	Optional	An optional field for defining a referenced document department that will default to all accounting lines for the Line Group.
  Ref Doc ID	Optional	An optional field for defining a referenced document ID that will default to all accounting lines for the Line Group.
  Ref Vendor Line	Optional	An optional field for defining a referenced vendor line that will default to all accounting lines for the Line Group.
  Ref Commodity Line	Optional	An optional field for defining a referenced commodity line that will default to all accounting lines for the Line Group.
  Ref Accounting Line	Optional	An optional field for defining a referenced accounting line that will default to all accounting lines for the Line Group.
  Reference Type	System Set	As Journal Vouchers cannot liquidate other referenced documents, this field will default to Memo.
  Authorization/Debt Instrument Indication	Conditionally Required	As Journal Vouchers can perform accounting for debt authorizations and debt instruments, this indication defines what type of Debt ID is entered on the Line Group for defaulting to all accounting lines. The indication is optional for defining a value that will default to all accounting lines for the Line Group. However, a value is required if the Debt ID field is populated. Valid values for this field are: Authorization – If this value is selected then authorization accounting is being performed. Debt Instrument - If this value is selected then debt instrument accounting is being performed.
  Debt ID	Optional	An optional field for defining a Debt ID that will default to all accounting lines for the Debt Group. The pick for this field is for Debt Instruments unless the Authorization/Debt Instrument Indication is Authorization. Refer to field help and the Debt Management User Guide for more information.