The Rollover Treasury Account Symbols process enables federal agencies to easily establish recurring single year and multiyear funds.
Every fiscal year, agencies must create new Treasury Account Symbols. Agencies get new Treasury Account Symbols to replace the expired ones. Setup includes:
Defining new Treasury Account Symbols including related attributes.
Creating new fund values in the balancing segment of the accounting flexfield.
Assigning the fund value and the attributes in the Fund Attributes window.
Creating the budget distribution setup for the funds.
The Rollover Treasury Account Symbols process has the following parameter options:
| Parameter | Required? | List of Values |
|---|---|---|
| Ledger | Yes | Ledgers defined. |
| TAS Type | Yes | List of values are:
|
| Run Mode | Yes | List of values are:
|
| Copy Fiscal Year | Yes | List of values are:
|
| Fund Prefix Indicator | Yes, if TAS Type is Agency TAS or Both. Prohibited if TAS Type is Trading Partner TAS. | List of values are:
This field will be protected if the TAS type is set to Trading Partner TAS. |
| Fund Prefix | Yes, if TAS Type is Agency TAS or Both. Prohibited if TAS Type is Trading Partner TAS. | Alphanumeric field that is 9 characters long. This field will be protected if the TAS type is set to Trading Partner TAS. |
| Agency Identifier | No | Agency Identifiers defined for the ledger from the Treasury Account Symbol window. If a value is entered, only Treasury Account Symbols for the agency identifier value is created. This field will be protected if the TAS type is set to Trading Partner TAS. |
| Trading Partner Agency Identifier | No | Agency Identifiers defined for the ledger from the Treasury Account Symbol window. If a value is entered only Treasury Account Symbols for the Trading Partner agency identifier value is created. This field will be protected if the TAS type is set to Trading Partner TAS. |
The Rollover Treasury Account Symbols process creates new records including the following:
Treasury Account Symbols are defined in the Define Treasury Account Symbols window and the header of the Fund Attributes window.
The Rollover Treasury Account Symbols process will only select Treasury Account Symbols to copy if the following conditions exist:
The TAS Type Rollover Treasury Account Symbols processing parameter is either Both or Agency TAS.
The Agency Identifier for the TAS is the same as the Agency Identifier Rollover Treasury Account Symbols processing parameter, if entered.
The Ending Period of Availability for the TAS is equal to the Copy Fiscal Year entered as a processing parameter.
The Authority Duration Code of the TAS is A (Annual) or M (Multi-Year).
The Auto Create check box for the TAS is selected.
TAS/BETC Mapping is defined in the TAS/BETC Mapping window. The Rollover Treasury Account Symbols process will only select TAS/BETC Mappings to copy for a Treasury Account Symbol if the following conditions exist:
The related Treasury Account Symbol was selected by the process.
The Auto Create check box for the Treasury Account Symbol on the TAS/BETC Mapping window was selected.
Fund Values are defined for the balancing segment of the accounting flexfield. Fund Attributes are defined in the Define Fund Attributes window.
The Rollover Treasury Account Symbols process will only select fund values to copy if the following conditions exist:
The Treasury Account Symbol for the fund is selected.
The Auto Create check box for the fund value in the Fund Attributes window is selected.
The Rollover Treasury Account Symbols process creates a new fund value as a segment value in the value set for the balancing segment of the accounting flexfield for each fund value selected (original fund). Fund Attribute record is also created. The new fund values are created in one of the following ways:
The Auto Create Fund value on the Fund Attributes window is used if it is populated.
If the Auto Create Fund value is not populated and the Prefix parameter for the Rollover Treasury Accounts Symbols process is Insert, the new Fund Value will be the old Fund Value with the Prefix parameter added to the beginning of the new Fund Value.
If the Auto Create Fund value is not populated and the Prefix parameter for the Rollover Treasury Accounts Symbols process is Overlay, the new Fund Value will be the old Fund Value with the Prefix parameter overlaying the beginning of the new Fund Value.
The following table illustrates the new fund segment value that is created when the Fund Prefix Indicator parameter is Overlay and the Fund Prefix parameter is 07. The example assumes these fund values are assigned to a TAS selected by the Rollover Treasury Account Symbol.
| Original Fund Value | Auto Create | Auto Create Fund Value | New Fund Value |
|---|---|---|---|
| 060100AD | Yes | 070100AD* | |
| 060100BD | No | ||
| 0100AR06 | Yes | 0100AR07 | 0100AR07** |
* The first two characters in the original fund value are replaced by the prefix.
** The Auto Create Fund Value is created as the new fund value.
The following table illustrates the new fund segment value that is created when the Fund Prefix Indicator parameter is Insert and the Fund Prefix parameter is 2007. The example assumes these fund values are assigned to a TAS selected by the Rollover Treasury Account Symbol.
| Original Fund Value | Auto Create | Auto Create Fund Value | New Fund Value |
|---|---|---|---|
| 0100AD | Yes | 20070100AD* | |
| 0100BD | No | ||
| 0100AR06 | Yes | 0100AR07 | 0100AR07** |
* The prefix is added to the beginning of the Original Fund Value.
** The Auto Create Fund Value is created as the new fund value.
The new fund value is used as the value, translated value, and description fields on the Segment Values window. All other fields except the WHO columns are populated from the Original Fund Value segment value record on the Segment Values window. The WHO columns have been updated appropriately.
Budget Distribution is defined in the Define Budget Distributions window. The Rollover Treasury Account Symbols process will only select Budget Distributions for Rollover if the following conditions exist:
The related Treasury Account Symbol was selected by the process.
The related Fund Value was selected by the process.
The Auto Create check box for the Treasury Accounts Symbol / Fund combination in the Define Budget Distributions window is selected.
Trading Partner Treasury Accounts Symbols and Trading Partner TAS/BETC Mappings is defined in the Trading Partner TAS/BETC Mapping window.
The Rollover Treasury Account Symbols process will only select Trading Partner Treasury Account Symbols and related TAS/BETC mappings to copy if the following conditions exist:
The Authority Duration Code of the TAS is set to A (Annual) or M (Multi-year).
The Auto Create check box of the TAS is set to Y (selected).
The Ending Period of Availability for the TAS is equal to the Copy Fiscal Year parameter value.
The Auto Create Check box on the Define Treasury Account Symbols, Define Fund Attributes, Define Budget Distributions and Define Trading Partner TAS/BETC Mapping windows should be reviewed for propriety.
The Auto Create Fund Value fields on the Define Fund Attributes window should be reviewed for propriety.
The steps for running the Rollover Treasury Account Symbols process are:
Navigate to the Submit Request window.
In the Name field, select Rollover Treasury Account Symbols.
Enter the following Parameter options:
| Parameter | Required? | List of Values |
|---|---|---|
| Ledger | Yes | Ledgers defined. |
| TAS Type | Yes | List of values are:
|
| Run Mode | Yes | List of values are:
|
| Copy Fiscal Year | Yes | List of values are:
|
| Fund Prefix Indicator | Yes, if TAS Type is Agency TAS or Both. Prohibited if TAS Type is Trading Partner TAS. | List of values are:
This field will be protected if the TAS type is set to Trading Partner TAS. |
| Fund Prefix | Yes, if TAS Type is Agency TAS or Both. Prohibited if TAS Type is Trading Partner TAS. | Alphanumeric field that is 9 characters long. This field will be protected if the TAS type is set to Trading Partner TAS. |
| Agency Identifier | No | Agency Identifiers defined for the ledger from the Treasury Account Symbol window. If a value is entered, only Treasury Account Symbols for the agency identifier value is created. This field will be protected if the TAS type is set to Trading Partner TAS. |
| Trading Partner Agency Identifier | No | Agency Identifiers defined for the ledger from the Treasury Account Symbol window. If a value is entered only Treasury Account Symbols for the Trading Partner agency identifier value is created. This field will be protected if the TAS type is set to Trading Partner TAS. |
If there is a problem during this process, any records that have been created are rolled back and deleted from the tables. The process verifies that a value is not a duplicate of an existing record as described below:
Treasury Account Symbol: The new TAS should not be a duplicate of an existing TAS.
Fund Segment value: The new fund segment value should not be a duplicate of an existing fund segment value in the accounting flexfield segment.
Trading Partner Treasury Account Symbol: The new Trading Partner TAS should not be a duplicate of an existing TAS.
The Rollover Treasury Account Symbols reports list all Agency Treasury Account Symbols that meet the Rollover Treasury Account Symbols Parameter criteria. The heading of the report lists the report parameters.
The following table describes the Year-End Closing Execution report.
| Column | Description |
|---|---|
| AID | Original TAS Component – Agency Identifier |
| MAIN | Original TAS Component – Main Account Code |
| SP | Original TAS Component – Sub-Level Prefix Code |
| ATA | Original TAS Component – Allocation Transfer Agency Identifier |
| BPOA | Original TAS Component – Beginning Period of Availability |
| EPOA | Original TAS Component – Ending Period of Availability |
| SUB | Original TAS Component – Sub-Account Code |
| Original Treasury Account Symbol | Original Treasury Account Symbol |
| Auto TAS | Set to Yes if a new TAS is being created, otherwise is set to No. |
| New Treasury Account Symbol | New Treasury Account Symbol |
| New BPOA | New Beginning Period of Availability |
| New EPOA | New Ending Period of Availability |
| Auto BETC | Set to Yes if a new TAS/BETC Mapping is being created, otherwise is set to No. |
| Original Fund | Original Fund |
| Auto Fund | Set to Yes if a new Fund is being created, otherwise is set to No. |
| Auto Dist | Set to Yes if a new Budget Distribution is being created, otherwise is set to No. |
| Error Messages | Error messages received as a result of running the process. Error messages should be displayed on the report for the following conditions:
|
When the process is run in the Preliminary mode, no records are created in the database so the output will show what will be created if the process is run in the Final mode. When the process is run in the Final mode, new records are created in the database.
The “Rollover Customer and Supplier Default TP TAS” concurrent request rolls over single-year and multi-year Default TP Treasury Account Symbols defined for Customer Accounts and Supplier sites.
The concurrent request parameters include:
Ledger
Copy Fiscal Year
Trading Partner TAS Type. Valid values are:
Customer Accounts. Selects only Customer Account with a Default Trading Partner TAS.
Supplier Sites. Selects only Supplier Sites with a Default Trading Partner TAS.
Customer Accounts and Supplier Sites. Selects both Customer Accounts and Supplier Sites with a Default Trading Partner TAS.
The concurrent request process selects Customer Accounts and/or Supplier Sites where the Default TP TAS GDF is populated. For each Customer Account / Supplier Site with a Default TP TAS, the process finds the corresponding TP TAS record on the TP TAS table. If the Ending Period of Availability (EPOA) for the TP TAS equals the Copy Fiscal Year parameter, the Default TP TAS for the Customer Account / Supplier Site is updated as follows:
If the TP TAS Authority Duration Code = A:Annual, the TP TAS on the TP TAS table with the same component TAS values but with a Beginning Period of Availability (BPOA) and Ending Period of Availability (EPOA) that has a value 1 greater than the Copy Fiscal Year parameter is found. The Customer Account / Supplier Site record Default TP TAS is updated with the Treasury Account Symbol value for the TP TAS record found.
If the TP TAS Authority Duration Code = M: Multi-Year, the TP TAS on the TP TAS table with the same component values but with a Beginning Period of Availability (BPOA) that has a value 1 greater than the Copy Fiscal Year parameter and an Ending Period of Availability (EPOA) that that has a value that is the difference between the old Ending Period of Availability (EPOA) and the old Beginning Period of Availability plus the Copy Fiscal Year Parameter is found..The Customer Account / Supplier Site record Default TP TAS is updated with the Treasury Account Symbol value for the TP TAS record found.
If the TAS Authority Duration Code is other than A: Annual or M: Multi-Year, the Default TP TAS is not updated..
The “Rollover Customer and Supplier Default TP TAS” concurrent request rolls over single-year and multi-year Default TP Treasury Account Symbols defined for Customer Accounts and Supplier Sites.
The process produces the following reports:
Customer Account Default Trading Partner TAS Rollover Report. This report displays the following data for Customer Account Default Trading Partner TASs rolled over:
Customer Name
Customer Account
Old Default Trading Partner TAS
New Default Trading Partner TAS
Customer Account Rollover Trading Partner TAS Not Found Report. This report displays Customer Accounts with a Default Trading Partner TAS where the Ending Period of Availability matches the Copy Fiscal Year parameter but the rollover TAS could not be found on the TP TAS table. The report displays the following:
Customer Name
Customer Account
Old Default Trading Partner TAS
Supplier Site Default Trading Partner TAS Rollover Report. This report displays the following for Supplier Site Default Trading Partner TASs rolled over:
Supplier Name
Supplier Site
Old Default Trading Partner TAS
New Default Trading Partner TAS
Supplier Site Rollover Trading Partner TAS Not Found Report. This report displays Supplier Sites with a Default Trading Partner TAS where the Ending Period of Availability matches Copy Fiscal Year parameter but the rollover TAS could not be found on the TP TAS table. The report displays the following:
Supplier Name
Supplier Site
Old Default Trading Partner TAS
The “Rollover Customer and Supplier Default TP TAS” concurrent request rolls over single-year and multi-year Default TP Treasury Account Symbols defined for Customer Accounts and Supplier Sites. The Concurrent Request Parameters includes the following:
Ledger
Copy Fiscal Year
Trading Partner TAS Type - Valid values:
Customer Accounts - selects only Customer Account with a Default Trading Partner TAS
Supplier Sites - selects only Supplier Sites with a Default Trading Partner TAS
Customer Accounts and Supplier Sites – Selects both Customer Accounts and Supplier Sites with a Default Trading Partner TAS
The concurrent request process selects Customer Accounts and/or Supplier Sites where the Default TP TAS GDF is populated. For each Customer Account / Supplier Site with a Default TP TAS, the process finds the corresponding TP TAS record on the TP TAS table. If the Ending Period of Availability (EPOA) for the TP TAS equals the Copy Fiscal Year parameter, the Default TP TAS for the Customer Account / Supplier Site is updated as follows:
If the TP TAS Authority Duration Code = A:Annual, the TP TAS on the TP TAS table with the same component TAS values but with a Beginning Period of Availability (BPOA) and Ending Period of Availability (EPOA) that has a value 1 greater than the Copy Fiscal Year parameter is found. The Customer Account / Supplier Site record Default TP TAS is updated with the Treasury Account Symbol value for the TP TAS record found.
If the TP TAS Authority Duration Code = M: Multi-Year, the TP TAS on the TP TAS table with the same component values but with a Beginning Period of Availability (BPOA) that has a value 1 greater than the Copy Fiscal Year parameter and an Ending Period of Availability (EPOA) that that has a value that is the difference between the old Ending Period of Availability (EPOA) and the old Beginning Period of Availability plus the Copy Fiscal Year Parameter is found. The Customer Account / Supplier Site record Default TP TAS is updated with the Treasury Account Symbol value for the TP TAS record found.
If the TAS Authority Duration Code is other than A: Annual or M: Multi-Year, the Default TP TAS is not updated.
The process produces the following reports:
Customer Account Default Trading Partner TAS Rollover Report. This report displays the following data for Customer Account Default Trading Partner TASs rolled over:
Customer Name
Customer Account
Old Default Trading Partner TAS
New Default Trading Partner TAS
Customer Account Rollover Trading Partner TAS Not Found Report. This report displays Customer Accounts with a Default Trading Partner TAS where the Ending Period of Availability matches the Copy Fiscal Year parameter but the rollover TAS could not be found on the TP TAS table. The following data is displayed on the report:
Customer Name
Customer Account
Old Default Trading Partner TAS
Supplier Site Default Trading Partner TAS Rollover Report. This report displays the following for Supplier Site Default Trading Partner TASs rolled over:
Supplier Name
Supplier Account
Old Default Trading Partner TAS
New Default Trading Partner TAS
Supplier Site Rollover Trading Partner TAS Not Found Report. This report displays Supplier Sites with a Default Trading Partner TAS where the Ending Period of Availability matches Copy Fiscal Year parameter but the rollover TAS could not be found on the TP TAS table. The following data is displayed on the report:
Supplier Name
Supplier Account
Old Default Trading Partner TAS