Accounting information for a financial transaction is entered in the Accounting Lines tab. The required fields and the format of the tab vary slightly by document type.
Accounting Lines can also be imported, check out the Accounting Lines Import Templates article for more information.
Accounting Line Sections
Documents will either have a single section to enter accounting lines or have two separate sections to enter accounting lines.
The system will automatically create offsets for all accounting lines entered on the document based on the Offset Definition table. Offsets are defined by document type and balance type and are displayed in the General Ledger Pending Entry tab. Journal Vouchers are the exception and require that all entries be entered, including offsets.
One Accounting Line Section
Documents used to post new transactions will only have one accounting line section. For example, Cash Receipts and Non-Check Disbursements.
Two Accounting Line Sections
Documents with two separate sections are normally used to move existing transactions or budget from one accounting string to another or to record interdepartmental sales. Depending on the document, the sections are titled: From / To; Increase / Decrease and Income / Expense.
When using documents with two accounting line sections, it may be necessary to enter both accounting strings in the same section. For example, when reclassifying income to expense.
Accounting Lines tab field definitions
The accounting line requires that a Chart, Account, Object Code and Amount be present on an accounting line. The other fields that can be entered on the accounting line further refine the accounting line. Following are the fields that may be present on an accounting line and additional information about them.
Title |
Description |
Chart |
Required. The Chart field can be set to default based account or user using the following parameters:
|
Account |
Required. The account identifies the funding source. |
Sub-Account |
Optional. The sub-account further divides the account. Sub-Accounts inherit attributes from the account. Sub-Accounts can be budgeted. Sub-Accounts are also used to identify cost share. |
Object |
Required. Object aka Object Codes classify the transaction. For example, office supplies, travel, accounts receivable, etc. |
Object Type |
Only displays on the Journal Voucher and will default based on the Object Type associated with the Object Code. It is normally only overridden when using transfer object codes. Object Types associated with Transfers may be different in order to separate out transfer income and expense from normal income and expense. |
Sub-Object |
Optional. Further refines the object code. For example, in-state travel, out-of-state travel, international travel. |
Project |
Optional. Project Codes can be used to group transactions that cross accounts. For example, a theater production put on by the drama department may be funded by a couple of different accounts. You can create a project code to group those expenses in order to easily determine the revenue and expense associated with the |
Org Ref ID |
Optional. A free form field that can be used to further identify the transaction for reporting. |
Amount |
Required. Enter the amount of the transaction. Displays on most all accounting lines and on the Journal Voucher when a budget balance type is selected. |
Encumbrance Update Code |
Only displays on the Journal Voucher when the Balance Type selected is an encumbrance balance type. When it displays, it's required. Valid values are D and R.
|
Ref or Reference Origin Code |
Displays and is required on the General Error Correction and Year End General Error Correction. It will also display and be required on the Journal Voucher when an encumbrance balance type is selected. Enter the origination code where the original transaction posted. |
Reference Document Type Code |
Displays and is required on the Journal Voucher when an encumbrance balance type is selected. Enter the document type code that represents the encumbrance being adjusted. |
Ref or Reference Number |
Displays and is required on the General Error Correction and Year End General Error Correction. It will also display and be required on the Journal Voucher when an encumbrance balance type is selected.
|
Debit / Credit | Debit and Credit fields will display instead of Amount on Journal Vouchers when the balance type is not a budget or encumbrance and on Auxiliary Vouchers. |
Line Description |
Optional. The description entered on this line will be used in the General Ledger Entry description field. If this field is not completed, the description entered in the Document Overview tab will be used. |
Purchasing / Accounts Payable and Accounts Receivable documents have additional fields in their accounting strings and those are described in their sections.
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