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Accounts Payable Terminology

Doc Code    Document Name Business Purpose 
AD Automated DisbursementDocument liquidates the payable and generates a payment. The payment is in the form of a warrant.
RQS, PO, POGG1, CT, CTGG1, MA, DOVarious Types of Procurement DocumentsDocuments used to procure goods and services and restrict budget with an encumbrance
EFT/ACHElectronic Funds TransferDocument liquidates the payable and generates a payment. The payment is in the form of Electronic Funds Transfer (EFT)/ACH
GAEGeneral Accounting EncumbranceOptional encumbrance document used with a GAX document to record budget restrictions when an award is not required
GAXGeneral Accounting ExpenditurePayment document not requiring an award i.e. Travel expense
INInvoiceRecord the Vendor’s invoice and initiates payment
MDManual Disbursement  (MD)Document used to record accounting transactions for wire payments directly with State Treasury.
PHMPayment Hold MaintenanceDocument used to hold a submitted and/or approved PR document prior to disbursement or hold a payment with a future scheduled payment date.
PRC, PRCIPayment Request Commodity BasedPayment request documents requiring an award and matching manager process to internal and external vendors
PRC1Commercial Card - P Card, Travel Card, Event Card, One CardPayment request document used to upload Citibank commercial card transactions
PRMIAutomated Payment Request Commodity BasedAutomated payment request document requiring an award and matching manager process to internal and external vendors
PRNNegative Payment Request (Credit Memo)Document used to decrease the amount of payment to the Vendor when the next payment is processed
RCReceiverDocument used to receive goods by Procurement (not used by accounts payable)
RTGPFRetainage Payment/ForfeitureDocument is an output of retainage payment out or forfeiture chain