Embedded Files
Process
Creation of an internal RE to be cleared by ITI/ITA.
Summary: This job aid describes how to create an RE for an internal customer and how to reference that RE on the ITI/ITA transactions to book collected revenues and cash expenses for involved agencies.
Part A. Create the RE for an internal customer
1. Enter RE in the Global Search field
2. On the Transaction Catalog page, select Continue
Enter Department, check Auto Numbering, and select Create
3. Enter the Transaction Name and Transaction Description in the General Information tab of the Header
4. Go to the Vendor section and fill in the Vendor Customer, Billing Profile, & Address Code fields in the General Information tab
Click Save to populate the address information for the vendor
Note: the Vendor Customer has to be IN**** and the Billing Profile should be 00001
5. Go to the Accounting section and click Insert New Line
Fill in the Event Type XR27 and the appropriate Line Description and Line Amount in the General Information tab.
6. Move to the Fund Accounting tab and fill in Fund, Department, Unit, Appr Unit, Revenue and any other fields as needed.
Note: the BSA 1330 will be the default Receivable Account when OBSA is left blank for most Revenue Source Codes unless a different one is defined in the RSRC table. A receivable BSA such as 1380 can be entered into the OBSA field to overwrite the default.
7. Move to the Detail Accounting tab and fill in any additional fields as needed.
Validate the transaction, correct any errors and review Posting of the RE – Dr. Billed Earned Receivable with PSCD R001 and Cr. Internal Accrued Revenue with PSCD R023
Submit and Validate
Part B. Create the ITI
Note: You cannot create the ITI by copying forward from the RE. You must create the ITI and then reference the RE.
1. Enter ITI in the Global Search field
2. On the Transaction Catalog page, select Create
Enter Department, check Auto Numbering, and select Continue
Note: it is a normal practice that the ITI has a department code of the 2nd party, i.e., LAAA in this example, which is different from the department code for the RE above.
3. Enter the Transaction Name and Transaction Description in the General Information tab of the Header.
Make sure the correct Initiator is selected.
Note: Normally Provider/Seller is the party earning revenues and the Receiver/Buyer is the party booking expenses.
4. Move to the 1st Party Information tab, enter the Vendor Customer used in the RE, select an Address Code, and click Save.
5. Go to the Vendor section, enter the 2nd Party Information to match the 1st Party Information above, and click Save.
6. Go to the Accounting section and enter Event Type IN32 and appropriate Description and Line Amount in the General Information tab.
7. Move to the Reference tab and enter the complete reference information of the RE created prior.
8. Move to the Fund Accounting tab and enter the required Fund, Department, Unit, Appr Unit, and Revenue.
Enter other COAs here or in the Detail Accounting tab as needed.
Select Validate and Submit
Part C. Creating the ITA
Note: ITA transactions are normally processed by the 2nd party who pays the 1st party, i.e., the Department of Law (LAAA) in this example.
1. Open the Finalized ITI and press the Copy Forward button
2. Enter the Transaction Department Code and check the Auto Numbering box
Click OK
3. Go to the 2nd party Accounting section and select Insert New Line.
Enter Event Type IN32 and the Line Amount being paid by ITI/ITA in the General Information tab.
Note: The Event Type has to be the same as that in the ITI.
4. Move to the Fund Accounting tab and enter the required fields plus any additional fields in the Fund Accounting or Detailed Accounting tabs.
5. Select Validate and review the Posting to confirm transactions are processed correctly.
Revenues are earned for the 1st party (including the liquidation of accrued revenue and receivable and book of collected revenue and cash) and expenses are booked for the 2nd party.
Select Submit
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