Single Internal Document

This task demonstrates how a single internal document can be used to enter account information for both parties involved in a purchase, transfer, loan, or other internal accounting event. Just one of the many delivered event types is used to show an internal purchase where the seller receives an expenditure credit. Data entry will vary only slightly for the different event types. The task will also show an optional step where the buyer encumbered funds for the purchase beforehand.

With the entry of the Internal Exchange Transaction (IET) by one of the two parties, it is implied that the one party knows how to correctly complete the transaction with the other party’s information. If the seller/provider is completing the transaction they have to know the COA distribution(s) of the buyer. The seller will know the price and will know how the proceeds should be recognized (event type choice.) If the buyer enters the document, the buyer not only has to know the COA distribution(s) of the seller but also how the seller wants to record the proceeds.

Create the desired Internal Exchange Transaction Document Code. Refer to the "IET Delivered Document Codes" section for more information.
Complete the Header section.
1. Click Header from the Secondary Navigation Panel.
2. Only one Header field is always required. Enter the Seller/Provider for the Initiator field. This setting determines that the Exchange Details section will contain the COA distribution(s) for the seller. The 2nd Party Accounting section will contain the COA distribution(s) of the buyer. The Initiator value of Seller/Provider also means that if internal vendor/customer codes are entered, that of the seller will be entered on the Header and that of the buyer entered on the Exchange Details.
3. No other Header field is mandatory nor is any required for this task. Document Name, and/or Document Description can be conditionally required with the Document Control (DCTRL) table. Vendor/Customer may be required by DCTRL or Event Type Requirements (ERQ).
4. If the current Application Date should not be used, then manually enter the correct date in the Record Date field.
5. If the default Fiscal Year should not be used, then manually enter the correct year, (that is, prior year or next year), in the Fiscal Year field. Any manually entered year will be used on all 2nd Party Accounting lines unless manually entered at that level.
6. If the default Budget Fiscal Year should not be used, then manually enter the correct year, (that is, prior year or next year), in the Budget FY field. Any manually entered year will be used on all 2nd Party Accounting lines unless manually entered at that level.
7. If the default Accounting Period should not be used, then manually enter the correct accounting period, (that is, prior period or next period), in the Period field. Any manually entered period will be used on all 2nd Party Accounting lines unless manually entered at that level.
Complete the Exchange Details section.
1. Expand the Exchange Details section.
2. Click Insert New Line to create a new line.
3. Choose IN01 - Inter Fund Reimbursement with Cash Offset for the Event Type field. This task is written with specifics for just that event.
4. Enter a Line Amount for the first seller COA distribution (there will be two in this task, but only one is required.)
5. Enter COA for the first seller distribution. The Fund and Sub Fund values will have to be different from those of the buyer. If not different IN03 should be the Event Type. The Object has to be one that is flagged as Reimbursable on the Object (OBJ) page. Which COA other than Fund and Object are required depend on what spending budget structures are required and setup for IN01 on the ERQ page.
6. No other field on the Exchange Details section is mandatory nor is any required for this task. However, Vendor/Customer may be required by DCTRL or Event Type Requirements (ERQ).
7. Click Insert New Line to create a second line.
8. Choose IN01 - Inter Fund Reimbursement with Cash Offset for the Event Type field. This task is written with specifics for just that event.
9. Enter a Line Amount for the second seller COA distribution (there will be two in this task, but only one is required.)
10. Enter COA for the second seller distribution. The Fund and Sub Fund values will have to be different from those of the buyer. If not different IN03 should be the Event Type. The Object has to be one that is flagged as Reimbursable on the Object (OBJ) page. Which COA other than Fund and Object that are required depend on what spending budget structures are required and setup for IN01 on the ERQ page.
11. No other field on the Exchange Details is mandatory nor is any required for this task. However, Vendor/Customer may be required by DCTRL or Event Type Requirements (ERQ). If the Header has a Vendor/Customer code, then one will be required on the Vendor section.
12. Select the 1st Exchange Details line by clicking in the grid anywhere on the line.
Complete the 2nd Party Accounting section.
1. Expand the 2nd Party Accounting section.
2. Click Insert New Line to create the first, 2nd party accounting line.
3. Enter the same amount from the first seller line in the Line Amount field. If there were to be more than one buyer line, then the sum of Line Amount across all buyer lines must equal the parent seller line.
4. Enter COA for the buyer distribution. The Fund and Sub Fund values will have to be different from those of the parent seller line. If not different IN03 should be the Event Type. There is not a similar restriction for the buyer Object. Which COA other than Fund and Object are required depend on what spending budget structures are required and setup for IN01 on the ERQ page.
5. Complete the References section with information form the General Accounting Encumbrance created from the "Create a Non-Commodity Order" Common Business Task to reserve funds for this purchase. Leave the Reference Type to default to Partial.
6. No other 2nd Party Accounting field is mandatory nor is any required for this task. However, Line Description can be conditionally required by DCTRL
7. Click Exchange Details parent pick.
8. Click the second seller line from the grid presented.
9. Click Insert New Line to create a 2nd party accounting line.
10. Enter the same amount from the second seller line in the Line Amount field.
11. Enter the same COA for the buyer.
12. Complete the References section with information form the General Accounting Encumbrance created from the "Create a Non-Commodity Order" Common Business Task to reserve funds for this purchase. Leave the Reference Type to default unless this is to be the final purchase and not all of the encumbered funds will be used. In this case, set the Reference Type to Final to close out the referenced accounting line.
13. No other 2nd Party Accounting field is mandatory nor is any required for this task. However, Line Description can be conditionally required by DCTRL
Click the Validate button to validate for errors.
If errors exist, fix the errors and repeat Step 5. If no errors exist, then continue with Step 7.
Click the Submit button to submit the document.