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Lapse/Roll Pre-Selection Instructions
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Initiating Pre-Selection Process
The Pre-Selection process is initiated centrally by CORE Ops to populate all accounting lines with an open amount on the RLPSD Table (Roll/Lapse Pre-Selection Detail) after the COB on the last business day of June. Please reference the Lapse/Roll Pre-selection Tips for details on this process.
All lines on pre-encumbrance transactions (i.e. RQS’s) will default to Lapse, and all lines on encumbrance transactions (i.e. PO’s) will be defaulted to Roll after they are initially populated in the RLPSD table. It will be the responsibility of each individual department to decide which pre-encumbrance accounting lines will need to be rolled instead of lapsed, and which encumbrance accounting lines will need to be lapsed instead of rolled. The next section of this transaction will walk you through that process in the RLPSD table.
Browsing and Understanding the RLPSD Table
To access the Lapse/Roll Detail Pre-Selection table, enter “RLPSD” into the Global Search Bar at the top of the page, and then select Roll/Lapse Detail Pre-Selection.
By entering information in the searching criteria fields, then selecting Apply, you will be able to filter on specific accounting lines on the RLPSD table:
For example, if you wanted to first work through all CT accounting lines for a specific department, you would enter “CT” in the Code field in conjunction with your Dept code in the Transaction Dept field, and then select Apply to narrow the list.
The column identifiers in the RLPSD table break out the individual components associated with each accounting line, as listed below:
**NOTE: Use the Magic Wheel on the right side of the screen to select any of the fields listed below that isn't currently showing on the line.
Approved: This is the indicator if the Action of the Accounting Line has been approved. All lines are set to Approved after the RLPSD table is initially populated and should not be unchecked in order to be included in the Lapse/Roll process.
Action: Actions to be performed for the accounting line during Lapse/Roll Process. Only “Roll” or “Lapse” options are allowed. If any other Action is selected it will be updated to the default for that transaction code prior to CORE Ops running the Lapse/Roll process
BFY: The Budget Fiscal Year associated with the accounting line. The FY associated with these lines is not provided on this screen.
Code: The transaction code associated with the accounting line.
Doc Dept: The Department assigned to the header of the transaction associated with the accounting line.
ID: The Transaction ID number associated with the accounting line.
VL: Stands for Vendor Line. This field will be populated with a “1” in the case of transactions that have an associated vendor and a “0” in the case of transactions that do not.
CL: The Commodity Line associated with the accounting line.
AL: The Accounting Line number itself.
AL Dept: The department associated with the accounting line (not the transaction header department).
AL Amount: The total amount associated with the accounting line (captured at the time of Pre-Selection).
Closed Amount: The amount that has been closed on the accounting line (captured at the time of Pre-Selection).
Open Amount: The amount associated with the accounting line (captured at the time of Pre-Selection) that will either be lapsed or rolled.
Selected Date: An entry under this header signifies that a transaction that has already been lapsed or rolled. (**this field will not be populated until these lines are lapsed or rolled)
Vendor and Legal Name: These fields identify the Vendor number and Vendor Legal name associated with the transaction housing the associated accounting line.
Access to the RLPSD Table
Once you’ve launched the RLPSD table, the information in the Action column will not be grayed but it is not editable for those without permission.
If your selections in this column are not editable, the system does not allow you to make changes to the RLPSD table because your CORE security profile does not have the “Dept. General Accounting Table Maintenance” or “Dept Procurement Roll/Lapse Table Maintenance” roles. To expedite making the necessary Pre-Selection updates on this table, it is recommended that users who make these Pre-Selection updates already have one of these roles. If however, you don’t already have one of these roles, have your Security Administrator follow the instructions on how to Modify a User to grant this access to you. If the dropdowns under the Action column are accessible, you can proceed to the next step.
Updating the Roll and Lapse Action for Accounting Lines in the RLPSD Table
As previously mentioned, all accounting lines associated with pre-encumbrance transactions will be defaulted to Lapse, and all accounting lines associated with encumbrance transactions will be defaulted to Roll.
When working through the pre-encumbrance accounting lines that need to roll, you will need to open the dropdown list under the Action column, select the “Roll” option. Conversely, to change the encumbrance accounting lines from “Roll” to “Lapse”, you will need to select “Lapse” by using the dropdown located under the Action column.
Below, you will find a screenshot of the RLPSD screen:
Saving Your Edits/Updates to the RLPSD Table
After you have made the appropriate selections, confirm that the Approved field is checked and select Save located at the top/right of the table to save your updates.
If you have any questions regarding any of the material contained in this job aid, please send them to core.help@state.co.us with a subject line of ‘Pre-Selection Question’.
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