Accounting Distribution

The Accounting Distribution section on the Standard Requisition (RQS) document lists the fund distribution across multiple line items.  Once all Commodity lines have been created and you have set up your accounting distributions, click on the Distribute Accounting Lines link and the necessary Accounting lines are generated for you.  This section is used as a data entry tool to quickly apply the same accounting elements and split to all the Commodity lines.

The most common usage of this feature is to create accounting lines with all the necessary data from the Accounting Distribution, eliminating the need to even navigate to the Accounting part of the document. However, Accounting Line data can be added or changed from that on the Accounting Distribution. Please note that there is very little editing of Accounting Distribution data so it is possible to generate Accounting Lines with errors.  When this occurs, the errors can be fixed on the Accounting part of the document.  Alternatively, the Accounting Distribution can be corrected and the distribution action taken again so the system deletes existing lines and regenerates with the corrected information.

The Accounting Distribution section contains the following tabs:

• General Information

  The following field is required if a line is inserted on this tab: Distribution % Debt ID – A Requisition can indicate the Bond or Loan proceeds being reserved for a later purchase.  A Debt ID can also be entered as the first step in a manual payment processes for a Bond, Loan, or Lease cost. This second use is far less frequent than the first.  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. Please see the Debt Management User Guide for more information on these and other topics.

• Fund Accounting

  Chart of account elements in this section are those associated with governmental accounting systems.   Refer to field level help for more information on fields in this tab.

• Detail Accounting

  Chart of account elements in this section are those most often associated with cost accounting.   Refer to field level help for more information on fields on this tab.