Reviewing Purchase Order Accounting Line Entries

You can review both standard entries and supplemental (Entry Event) entries when commitment control is enabled on the Installation Options - Products page.

This section discusses how to Review Purchase Order Accounting Line Entries:

Page Name

Definition Name

Usage

Selection Criteria (for purchase order accounting line entries) Page

PO_ACCTG_LN_SELECT

Select the criteria that you want to view on the Purchase Order Accounting Entries page. Filter criteria by purchase order range, business unit, fiscal year range, purchase order status, and ChartField combinations.

Po Acctg Ln Lookup (purchase order accounting line lookup) Page

PO_ACCTG_LN_LOOKUP

Review accounting line entries.

Use the Selection Criteria (for purchase order accounting line entries) page (PO_ACCTG_LN_SELECT) to select the criteria that you want to view on the Purchase Order Accounting Entries page.

Filter criteria by purchase order range, business unit, fiscal year range, purchase order status, and ChartField combinations.

Navigation:

Purchasing > Purchase Orders > Review PO Information > PO Accounting Entries > Selection Criteria

This inquiry displays standard or supplemental (Entry Event) entries. You can also choose to view both types.

To properly generate entry event accounting entries, you should run the entry event generator process each time that you run the budget check process. When you run the entry event generator process more than once, it does not replace the existing entries. Instead, it creates a new set of entries for that transaction by increasing the unpost sequence number instead. The entire entry event history for a transaction appears on the PO Accounting Entries page. The values in the Unpost Seq (unpost sequence) field display every entry event post process.

Standard accounting entries are created by the budget check process. When you run the budget check process again, it deletes the existing entries for that transaction and recreates a new set of entries for that transaction, so the value in the Unpost Seq field is always 0 (zero) for the standard entries.

Field or Control

Description

Accounting Line View Option

Select from these types of views:

Standard: Select to view standard accounting entries.

Supplemental (Entry Event): Select to view Entry Event accounting entries.

View Both: Select to view both standard and supplemental accounting entries.

Note: If entry events are disabled, the options in this field are not available; however, you are still able to inquire on standard accounting entries.

Ledger Group

Select the ledger group for which you want to view accounting lines. The available options are defined at the business unit level. If a commitment detail ledger has been selected for that commitment control ledger group on the Ledgers For A Unit - Commitment Control Options page, the selected commitment control ledger group appears as the default ledger group here.

Use the Po Acctg Ln Lookup (purchase order accounting line lookup) page (PO_ACCTG_LN_LOOKUP) to review accounting line entries.

Navigation:

Purchasing > Purchase Orders > Review PO Information > PO Accounting Entries > Po Acctg Ln Lookup

Note: If you delete a distribution line after a budget-period change, values for that distribution line's Line, Schedule, and Distribution fields appear on this page with blank values.

Accounting Entries

Field or Control

Description

Purchase Order ID

Click this link to access the Purchase Order Inquiry page, where you can view the supplier ID and other purchase order details.

Trans Type (transaction type)

Displays either a journal template or a source transaction. If it is a standard accounting entry, a source transaction appears. If it is an entry event accounting entry, a journal template appears.

Unpost Seq (unpost sequence)

Indicates the number of times that you have run the entry event generator process. For standard entries, the value is always 0. For supplemental entries, the value is 0 the first time that you run the entry event generator process, 1 the second time, and so on.

Monetary Amount

Click this link to access the Commitment Control Activity Log page, where you can view basic activity information.

Encumbrance Balance

Displays the encumbrance balance. When you use commitment control, the system deducts each type of financial obligation from the budget and tracks it according to obligation type. When you generate a requisition, a pre-encumbrance is created in your budget records by the budget-checking process. When a requisition is sourced to a purchase order, commitment control liquidates the pre-encumbrance from the requisition and establishes an encumbrance for the purchase order.

You can view budget details for the purchase order. Click the Encumbrance Balance link to access the PO Accounting Entries Inquiry where you can select a General Ledger business unit and commitment control ledger group to use as a budget inquiry.

Closed Value

Indicates whether the transaction has been closed. Values are:

Y: Closed.

N: Open.

When a transaction is closed, the budget processor liquidates all of its remaining unliquidated commitment control ledger amounts.

Journal ID

For standard entries, displays the journal ID.

For supplemental entries, displays the commitment control ID.

Reference Reversal ID

Displays the voucher ID associated with the reversal accounting entry lines.