Clearing the RTGSUM Table for Retainage Paid in GAX
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Process
This job aid describes steps for clearing the RTGSUM Table for Retainage Paid in a GAX transaction.
DAY 1 - Setting up the Payout Terms in the RTGSUM table.
1. Enter RTGSUM in the Global Search Bar.
2. Use the Search Box to locate the Award Transaction you are working on.
3. Highlight the target line and enter the following in the Payout Terms Section:
a. Payout Method - Vendor
b. Scheduled Payment Date - The Current Date
c. Requested Retainage Release/Forfeiture Amount - Enter the retainage amount paid by GAX
d. Vendor Invoice Number – Optional
e. Vendor Invoice Line Number – Optional
f. Vendor Invoice Date – Optional
g. Tracking Date – Optional
h. Sign-off Date – Optional
i. Payment Type – Blank
j. Address ID – Pick the appropriate one
4. Select Save.
DAY 2 - Process RTGPF Docs
5. Enter RTGPF in the Global Search Bar field.
6. Enter the Dept Code, Created On Date and Transaction Phase (Draft), and Click Browse to check for the RTGPF transactions created for the specified retainage - they are all in Draft Held Status without posting lines.
7. Open the RTGPF transaction and select Edit.
8. Add the Transaction Name and Description.
9. Select Validate to create a posting line.
10. Select Vendor line.
a. Select the Disbursement Options tab.
i. Change the Disbursement Format to “WARR” if it is not already set that way.
ii. Select Single Check Yes.
iii. Select C2 from the Handling Code drop-down list.
11. Select Accounting line.
a. On the General Information tab, for better tracking, add a Line Description with something like, “Clear RTGSUM paid in GAX ID ****”.
12. Click the Copy icon at the right of the Accounting line and select Insert Copied Line to create a new line. This will effectively be a net zero transaction and should generate a $0 AD.
13. Insert the copied line. On the new line you will want to do the following:
a. Change the $ to negative and update the Invoice Number or Invoice Line if needed in the General Information tab.
b. Please see example illustrating this is a net $0 transaction showing both the original retainage line and the negative retainage line which will generate a $0 AD.
c. Delete all fields in the Reference tab on the new line.
14. For RTGPF with multiple lines, each line needs to be copied to create a new negative if they have different COAs.
a. If all lines have the same COAs, it is OK to create only one negative line with the total amount paid out.
15. Select Validate, attach necessary backup documentation, and select Submit.
16. Approve the RTGPF via workflow.
17. Check the RTGSUM table to confirm that the outstanding and released amounts are both updated.
DAY 3 - Handle the Warrants
18. Navigate to the Transaction Catalog and review RTGPF to confirm that it is closed at both the header and accounting lines.
19. Check the Forward References of RTGPF to confirm $0 AD is created.
20. Handle the Void Warrant (shred or file) delivered to the department.