Accounting Lines Tab

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 Line Actions

After an accounting line is added, you have the ability to look up General Ledger balances, refresh the document to add/remove Capital Asset tabs if the object code is changed to or from a Capital object code and delete the line. 

• The scale icon will open the Balance Inquiry Report Menu - where you can access different General Ledger lookups. Refer to General Ledger Balance Lookups for additional information. 

• The refresh icon will add/remove Capital Asset tabs if the object code is changed to or from a Capital object code. Refer to Accounting Lines for Capitalization, Create and Modify Asset tabs for additional details. 
• The trashcan icon deletes the line. 

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	The Chart is required and is used to identify the top level owner of the accounting string. Chart field can be set to default based account or user using the following parameters:  If parameter ACCOUNTS_CAN_CROSS_CHARTS_IND is set to N, the Chart is derived from the Account entered. If parameters DEFAULT_CHART_CODE and DEFAULT_CHART_CODE_METHOD are set, the Chart Code will default based on the method chosen. Note these parameters should not be used if ACCOUNTS_CAN_CROSS_CHARTS_IND is set to N.
Account	Account is required and identifies the funding source.
Sub-Account	The sub-account is optional and 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	Object aka Object Code is required and is used to 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	Sub-Object is optional and further refines the object code. For example, in-state travel, out-of-state travel, international travel.
Project	Project Codes are optional and 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	Org Ref ID is optional and is a free form field that can be used to further identify the transaction for reporting.
Amount	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. D - update the open encumbrance amount R - update the closed encumbrance amount
Ref or Reference Origin Code	Displays on the General Ledger Transfer and references the transaction that is being edited, it can't be changed. It also displays on the Journal Voucher and is required when an encumbrance balance type is selected. Enter the origination code where the original transaction posted.
Reference Document Type Code	Displays on the General Ledger Transfer and references the transaction that is being edited, it can't be changed. It also displays on the Journal Voucher and is required when an encumbrance balance type is selected. Enter the document type code that represents the encumbrance being adjusted.
Ref or Reference Number	Displays on the General Ledger Transfer and references the transaction that is being edited, it can't be changed. It also displays on the Journal Voucher and is required when an encumbrance balance type is selected. Enter the document type code that represents the encumbrance being adjusted. When completing on the Journal Voucher enter the Reference number of the encumbrance you are adjusting, for example, the PO number (not the document number).
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 Adjustment/Accrual Vouchers.
Line Description	Line Description is optional and if entered 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 are described in their sections.