Accounting Line Issues FAQs
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Can I change values on an accounting line when the transaction has been “Final” approved?
There is no way to update a Chart of Accounts (COA) element (ex: Appr Unit) on an accounting line that has already been submitted, approved, and finalized. In order to apply a new accounting string in this scenario, the original line will need to be liquidated and a new accounting line with a new COA string will need to be inserted into the Accounting section of the document in its place.
If no payments have been made against the accounting line, the amount in the “Line Amount” field (under the “General Information” tab of the accounting line) will first need to be reduced to 0.
A new accounting line will need to be created for the previously liquidated line with the new COA string and the full amount of the previous line entered in the “Line Amount” field.
If payments have already been made against the accounting line, then the finalized line will need to be reduced to the amount in the “Line Closed Amount” section of the accounting line.
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Once that has been done, a new accounting line will need to be created for the new COA string and the amount that has yet to be paid will need to be entered in the “Line Amount” section of the new accounting line. This amount can be found in the “Line Open Amount” section of the Accounting line (before it is reduced).
How do I pass accounting lines from my RQS to my encumbrance (PO/CT) transaction?
When you copy an RQS transaction forward to any PO/CT, you pass along the accounting lines. The lines are passed along once the PO/CT transaction is validated. To avoid issues, validate your PO/CT after entering Vendor information on the PO/CT. This avoids manually re-entering accounting line information from the RQS into the PO/CT.
How do I correct a “Reserved Funding” value of “No” on a multi-year accounting line?
If a Reserved Funding setting of “No” is applied to an “Outyear” on a multi-year award transaction, any payments applied to that commodity line for the current year will also be applied to the “Outyear”, regardless of the PR08 event type and Budget Fiscal Year applied. A Reserved Funding setting of “Yes” keeps any payments from being made against these accounting lines until the Contract Roll process opens them up for payments in the year identified in the Budget Fiscal Year field.
If you have established an “Outyear” with a Reserved Funding setting of ‘No’, to correct your accounting line IF no payments have already been made against them:
1. Review your “Outyears” and confirm that no payments have been made against those lines. This will be reflected in a 0 amount in the Line Closed Amount section of your accounting line
2. Open a new version of your transaction, then manually update the Reserved Funding setting from ‘No’ to ‘Yes’.
3. Apply this change to all lines that need it, then validate your transaction, make any adjustments needed to any other errors that need them, and submit your transaction for approval.
If a payment has already been applied against an “Outyear” accounting line, then you will see an amount in the Line Close Amount fields:
The system will also allow you to update the Reserved Funding selection to “Yes” in these instances to ensure no further payments are made against the line.