Over the Counter (OC)

Over the Counter (OC)

The Over the Counter (OC) document recognizes the direct issue of goods from inventory to the requestor. It records an expenditure for the buyer and a revenue/ expense credit for the seller.

You can generate Over The Counter (OC) documents using Over the Counter Generation (OCGN).


Date of Record	Default is the date the system accepts the document. Enter the date ( mm dd yy ) that you want to associate with the transaction, usually the current date. You cannot enter a future date.
Acctg Period	Default is inferred from the Date Record . If you want this transaction recorded in another accounting period, enter the desired period (ensure that it is open), using fiscal months and fiscal years. You cannot enter future periods.
Budget FY	Defaults to the budget of the current fiscal year. If you want this transaction recorded in another fiscal year, enter the desired fiscal year (ensure that it is open). You cannot enter future budget fiscal years.
New/Modification/Cancellation [Action]	Defaults to New [E] . Valid values are: New [E] Indicates a new document. Modification [M] Indicates that this transaction modifies a previous document. Adds lines to a previous document, changes the quantities or prices of existing lines (not codes), or cancels a line (decrease a line to zero). On modify transactions, all codes must match the original document. Cancellation [X] Cancels an existing document.
Warehouse	Required. Enter the warehouse where the goods are requested from. See Warehouse Management Index (WHSE) for valid values.
Requesting Org	Required. Enter the organization within the requesting agency. See Organization Index (ORGN) for valid values.
Allow Default	Defaults to Default [blank] . Select Yes [Y] if you want the accounting distribution to default from Agency Account (AACT) when no accounting distribution is entered on this document. Select No [N] if you do not want the accounting distribution to default from Agency Account (AACT). On a modification transaction, you cannot select Yes [Y] .
Requested by	Required. Enter the person to whom you want questions addressed regarding the order.
Job Type	Conditional. Optional if you have installed the Work Order Subsystem; otherwise, leave blank. Enter the job type you want defaulted to commodity lines. You cannot enter this field on a modification. See Work Order Job Type (JOBS) for valid values.
Comments	Optional. Enter up to thirty characters of text you want associated with this order.
Document Total	Display only. The system computed document total is displayed in this field.

Accounting Details View


Accounting Details
Line	Required. Enter a different number for each line on the document. Numbers 01 to 99 are valid. This number is referenced from the item lines of this transaction.
Fund	Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. Enter the fund charged. See Fund Index (FUND) for valid values.
Agcy	Required. Enter the agency charged. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.
Org/Sub	Conditional. Organization is required if the Expense Budget Organization Option on Fund Agency Index (FAGY) is Y (required on budget and accounting). Otherwise, this field used for reporting purposes only. Enter the code of the organization charged. See Organization Index (ORGN) for valid values. Sub-Organization is required if the Sub-Organization Required on Spending field on Organization (ORG2) is: Required [Y], Required on Pre-Encumbrance Transactions [1], or Required on Encumbrance Transactions [2]. Otherwise, Sub-Organization is optional. See Sub-Organization (SORG) for valid values. You must enter an organization before you can enter a sub-organization.
Appr Unit	Optional. Enter the Program Budget Unit element for the items listed on this document. 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. Otherwise, required if the Expense Budget Activity Option on Fund Agency Index (FAGY) is Y (required on budget and accounting), or A (required on accounting). Enter the code of the activity you want to charge. See Activity Index (ACTV) for valid values.
Function	Default is inferred from Organization (ORG2); or from Activity (ACT2), if a function code is not entered in Organization (ORG2). Otherwise, required if the Expense Budget Function Option on Fund Agency Index (FAGY) is Y (required on budget and accounting), or A (required on accounting). Enter the code of the function you want to charge. See Function (FUNC) for valid values.
Object/Sub	Object is required. Enter the code from Object Index (OBJT) that best describes the requested item. You cannot enter a personal services object. Sub-Object is required Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (EEX2). Otherwise, optional. Enter the code from Sub-Object (SOBJ) that best describes the item.
Rept	Conditional. Required if the Reporting Category Required on Spending field on Agency (AGC2) is: Required on Pre-Encumbrance Transaction [1], or Required on Encumbrance Transactions [2]. Otherwise, it is optional. See Reporting Category Index (RPTG) for valid values.
Job Number	Conditional. Organizations and activities can be defined to require the entry of a job number. Refer to Organization (ORG2) or Activity (ACT2) for details. Otherwise, this field is optional. If Job Cost is Yes [Y] on System Control Options (SOP2), enter a job number. See Job Index (JOBT) for valid values. If Job Cost is No [N] on System Control Options (SOP2), enter a project number or general reporting category.
Cost Cat	Conditional. Optional if the Work Order Subsystem is installed. Enter this field when a work order number is entered in the Job Number field, but is inferred from the Stores Default Cost Category of the Work Order Branch (WOBT) if blank. See Work Order Cost Category (COST) 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.
Amount	Display only. The system computes and displays the cost that is charged to this account distribution from the item lines.
Def/Inc/Dec	Display only. Valid values are Default [blank] , Decrease [D] and Increase [I] .

Commodity Details View


Line	Required. Enter the item line number associated with this item.
Stock Item Number	Required. Enter the stock item code that identifies the goods requested. See Inventory Inquiry (INVN) for valid values.
Requested Quantity	Required. Enter the quantity of goods requested.
Def/Inc/Dec	Conditional. Required on a modification transaction when Requesting Quantity is entered. Valid values are Default [blank] , Increase [I] , or Decrease [D] .
Issue Unit	Display only. This field is inferred from Inventory Inquiry (INVN). Do not enter data in this field.
Unit Price	Display only. This field is inferred from Current Unit Price on Inventory Inquiry (INVN).
Def/Inc/Dec	Defaults to Default [blank] . If this is a modification transaction and Unit Price is entered, valid values are Increase [I] or Decrease [D] (reflects the change in quantity ordered).
Ref Accounting Line	Defaults to the first account distribution line entered on the document. Enter the line number of the account distribution charged for this item.
Total	Display only. The total amount (unit price times the quantity) computed by the system is displayed.
Description	Display only. The default description is inferred from Inventory Inquiry (INVN).
Job Type	Conditional. Required if the Work Order Subsystem is installed and the job number of the referenced accounting line requires a job type. If left blank, this field defaults to the job type entered on the header. See Work Order Job Type (JOBS) for valid values.
Bin Number	Display only. The location of the item in the warehouse is displayed.