Date of Record

Default is the date the system accepts the document. Enter the date ( mm dd yy ) that you want to associate with these lines, usually the current date. Do not enter a future date.

Accounting Period

Default is inferred from the Date of Record . If you want to record these lines in some other accounting period, enter the desired period (it must be open), using fiscal months and fiscal years. You cannot enter future periods.

Budget FY

Default is the current fiscal year. If you want to record these lines in some other fiscal year, enter the desired fiscal year (it must be open). You cannot enter future budget fiscal years.

New/Modification [Action]

Defaults to New [E] . Select Modification [M] if you want to cancel the document (decrease the document to zero).

Recv Fund

Conditional. Required if this document is reporting an internal purchase/sale concerning two different funds. Enter the fund that is to receive money as a result of this document. See the Fund Index (FUND) for valid values.

Vendor Code

Conditional. Required if Vendor/Commodity Control on System Control Options (SOPT) is Both Controls in Effect [Y] . Leave blank if Receiving Fund is entered. Otherwise, this field is optional. Enter the vendor requesting payment as a result of this document. Refer to Vendor Index (VEND) for valid values.

Comments

Optional. Enter any general text you want recorded.

Vendor Name

Default is inferred from Vendor (VEN2). Required if Vendor Code was not supplied, or if you used a miscellaneous vendor code. Enter the name written on the check. Leave blank if Receiving Fund is entered.

Document Total

Required. Enter the unsigned net amount of all lines on the document. To compute this amount: add all the increase amounts and subtract the smaller of these amounts from the larger, and enter that amount.

Bank Account Code

Required. Enter the bank account whose checks were used for the lines recorded on this document. Refer to Bank Account (BANK) for valid values. Bank Account Code must agree to the first two characters of the Document ID.

Cash Account

Optional. Enter a cash account only if you want to override the default cash account on Bank Account (BANK) for the bank account entered above. The offset cash account represents the account that is credited as a result of this document. Refer to Balance Sheet Account Index (BACC) for valid values.

Calculated Total

Display only. The system computed total of the line amounts is displayed.

Referenced Documents

Reference Number

Conditional. Required if this line concerns items previously recorded on a purchase order, or payment voucher; otherwise, it is blank. Enter the document code, agency and number of the document being referenced.

If a prior year purchase order is referenced, ensure that all values in the accounting distribution are valid for the prior year as well as for the current year.

If the Manual Warrant (MW) document references a Payment Voucher (PV) document, the Reference Number will be populated with the PV Number .

Acct Line

Conditional. Required if this line concerns items previously recorded on a purchase order or payment voucher document. (There are no lines on requisitions.) Enter the accounting line number being referenced.

If the Manual Warrant (MW) document references a Payment Voucher (PV) document, the Acct Line will be populated with the PV Line Number .

Comm Line

Required if EPPV Requirements on EPS System Control Options (ESOP) is selected [ Y ] and Vendor Invoice is entered. Enter the commodity line number of the Vendor Invoice (VI) being referenced.

Vendor Invoice

Optional. Enter the document number for the vendor invoice.

Line

Optional. Enter a unique number for each vendor invoice line.

Amount

Required. Enter the amount of the check.

Def/Inc/Dec

Defaults to Default [blank] . Required if you are modifying this line. Valid values are Decrease [D] or Increase [I] . Decrease [D] is valid on a new entry as long as a requisition is not being referenced. Decrease [D] is used on new entries to void checks.

Partial/Final

Defaults to Default [blank] . Indicates whether the line is closing out a purchase order line (final payment) or authorizing partial payment of a purchase order line amount. Valid values are Default [blank] , Partial [P] and Final [F] . Final payments do not always equal the amount recorded on the purchase order document. If this manual warrant makes the total amount expended equal to the purchase order line amount, then the purchase order line is closed automatically, and this field is optional.

Enter Final [F] if this manual warrant makes the total amount expended more or less than the purchase order amount, but you want to force a close (the item cost more or did not cost as much as expected). A maximum limit is set for the amount that the total amount expended can exceed the purchase order amount. (For more information, refer to the User's Guide .)

Fund

Required. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. See Fund Index (FUND) for valid values.

Agency

Required. Enter the agency paying for the item named on this line. Refer to Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.

Org

Conditional. Required if Expense Budget Organization Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting). On entity refunds, this field is governed by Revenue Budget Organization Option on Fund Agency Index (FAGY). Refer to Organization Index (ORGN) for valid values.

Appr Unit

Required. Enter the Program Budget Unit element for the items listed on this voucher. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.

Activity

Default is inferred from Organization (ORG2), if it is included there. Required if Expense Budget Activity Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). On refunds, this field is controlled by Revenue Budget Activity Option on Fund Agency Index (FAGY). Optional on balance sheet transactions. See Activity Index (ACTV) for valid values.

Function

Conditional. If left blank, it is inferred from Organization (ORG2); or from Activity (ACT2), if function is not entered on Organization (ORG2). Required if Expense Budget Function Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). Refer to Function ( FUNC ) for valid values.

Object

Conditional. This field is required (except on balance sheet and refund transactions). Optional on balance sheet transactions. Leave blank on internal refund transactions. Refer to Object Index (OBJT) for valid values.

Job Number

Conditional. This field is optional on balance sheet transactions. If Job Cost on System Control Options (SOP2) is Yes [Y] , you can enter a job number. It is used for reporting purposes only. Refer to Job Index (JOBT) for valid values.

If the Job Cost Subsystem is not installed, you can enter a project number. If your installation does not use the job cost or project accounting modules, you can enter a general reporting category.

Rept Cat

Conditional. Enter a reporting category only if this line is an expenditure or a balance sheet transaction, or if it references a payment voucher. If referencing a payment voucher, leave this field blank or enter the same value as in Offset Liability Account on Open Payment Voucher Header Inquiry (OPVH). Required on balance sheet transactions if Reporting Category Option on Balance Sheet Account Index (BACC) is Y (required on documents). Refer to Reporting Category (RPTG) for valid values.

Termini

Conditional. Required if Termini Validation Indicator is selected on Agency Project (AGPR) for this project. Enter the mile point, range of mile points, or bridge identifier at which work is performed for a given Highway Route. See Termini Reference Table (TERM) for valid values.

Sub-Org

Optional. Enter the sub-organization paying for the item named in this line. Refer to Sub-Organization (SORG) for valid values. You must enter an organization before you can enter a sub-organization code.

Sub-Object

Conditional. Required if Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (Extended) (EEX2). Refer to Sub-Object (SORG) for valid values.

Rev Srce/Sub

Conditional. Revenue Source is required on internal refund transactions. When Revenue Source is entered, leave Object and Balance Sheet Account blank. Enter the revenue source that is debited as a result of this document. Refer to Revenue Source Index (RSRC) for valid values.

If a revenue source is entered and Sub-Revenue Source Required on Revenue Source (RSR2) is Yes [Y] , Sub-Revenue Source is required; otherwise, it is optional. Refer to Sub-Revenue Source (SREV) for valid values.

BS Account

Conditional. Enter a balance sheet account from Balance Sheet Account Index (BACC). Do not use any of the default accounts defined on System Special Accounts (SPEC), however, you can enter the default fund balance account.

If this is a new document, the balance sheet account must be an asset ( Account Type must be 01 (asset) and Cash Account Indicator must be N (No) on Balance Sheet Account Index (BACC)).

Quantity

Conditional. Enter the number of items paid for. Required if EPPV Requirements on EPS System Control Options (ESOP) is selected [ Y ], an invoice is entered, and a purchase order is referenced.

Def/Inc/Dec

Default is Default [blank] . Required on modification documents if Quantity is entered. Valid values are Increase [I] and Decrease [D] .

Description

Optional. Enter a general description for this document.