Reviewing Requisition Accounting Line Entries

This section discusses how to Review Requisition Accounting Line Entries:

Note: You can review both standard entries and supplemental (entry event) entries when commitment control is enabled on the Installation Options - Products page.

Page Name

Definition Name

Usage

Selection Criteria (for requisition accounting line entries) Page

REQ_ACTG_LN_SELECT

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

Requisition Accounting Entries Page

REQ_ACTG_LN_LOOKUP

Review accounting line entries.

Use the Selection Criteria (for requisition accounting line entries) page (REQ_ACTG_LN_SELECT) to select the criteria that you want to view on the Requisition Accounting Entries page.

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

Navigation:

Purchasing > Requisitions > Review Requisition Information > Accounting Entries

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

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 values in this box 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 Requisition Accounting Entries page (REQ_ACTG_LN_LOOKUP) to review accounting line entries.

Navigation:

Purchasing > Requisitions > Review Requisition Information > Accounting Entries > Requisition Accounting Entries

To properly generate entry event accounting entries, run the Entry Event Generator each time that you run the budget check process. When the Entry Event Generator is run 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 Requisition 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 the budget check process is run again, it deletes the existing entries for that transaction and re-creates a new set of entries for that transaction so that the value in the Unpost Seq field is always 0 (zero) for standard entries.

Accounting Entries

Field or Control

Description

Requisition ID

Click this link to access the Requisition Inquiry page, where you can view the supplier ID and other requisition details.

Trans Type (transaction type)

Displays the journal template or 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 the Entry Event Generator has been run. For standard entries, the value is always 0. For supplemental entries, the value is 0 the first time that the Entry Event Generator is run, 1 the second time, and so on.

Monetary Amount

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

Pre-Encumbrance Balance

Displays the pre-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.

Pre-encumbrance balances display on the currency code for the balances in the transaction currency of the requisition and is based on the transaction date rate. You can have a pre-encumbrance currency value in a different currency than the supplier's currency. Balances can be partially or fully sourced to purchase orders and can be for multiple requisition lines, schedules, and distributions.

You can view accounting details for the requisition, such as the purchase orders and vouchers that have been created from the requisition. Click the Pre-Encumbrance Balance field link to access the Requisition Accounting Entries page. You use this page to view accounting information including the commitment control ledger group and transactions that have been performed against the requisition.

See Viewing Budget Details and Transaction Activity.

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 purchase order ID associated with the reversal accounting entry lines.