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Payable and Disbursement Accounts
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Vouchers Payable
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Required. Liabilities incurred on vouchers are normally posted to this account. It is possible to override this account for individual payment vouchers.
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Cancel Vouchers Payable
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Optional. Used to record reversal of liabilities incurred on vouchers that have been canceled using a check cancellation document with a
Cancellation Type
set to
Cancel [3]
. It is possible to override this account for individual payment vouchers. For more information, refer to the
User's Guide
.
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Withholding
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Optional. Backup withholding is posted to this account. Do not make this account equal to any other special account and define it with an
Account Type
set to
Liability [02]
on Balance Sheet Account (BAC2). For more information, refer to the
User's Guide
.
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Warrant Clearing Fund
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Required. If you issue warrants instead of checks, this is the fund from which warrants are paid. The individual operating funds, such as the general fund, contribute to this fund.
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Warrant Payable
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Required. If you issue warrants instead of checks, this balance sheet account is a record of all monies owed through warrants that have been issued but have not yet been paid (for example, warrants that were not presented to the bank by the payee).
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Use Tax Accrual
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Required. Do not make this account equal to any other special account and define it as a type 02 account in Balance Sheet Account (BAC2). For more information, refer to the
User's Guide
.
This account holds tax funds payable to a state entity or other official agency. These funds accumulate when a payment voucher is entered using a tax code with a type of U - use tax on Tax Code (TAXT).
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Accounts Payable
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Required. This field holds encumbrance adjustments to the general ledger for purposes of monthly closing. After monthly closing is performed, the adjustment is reversed. Ensure that this account is valid for the current fiscal year and exists on Balance Sheet Account (BAC2) as a liability account.
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Miscellaneous Accounts
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Reserve for Pre-Encumbrance
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Used to post the offset on a requisition. This account is not closed to fund balance at year-end.
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Reserve for Encumbrance
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Used to post the offset on a purchase order. All obligations are posted to this account.
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Reserve for Encumbrance Payroll
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Required. Do not make this account equal to any other special account excluding the Reserve For Encumbrance account and define it as an account type of 03 (Fund Balance) in Balance Sheet Account (BAC2).
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Agency Due to
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Required. Ensure that this balance sheet is a valid account in Balance Sheet Account (BAC2) and define it as an account type of 02 (Liability).
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Due to Fund,
Due from Fund
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Display only. Inter-fund payment vouchers are posted against these two accounts when the
Internal Voucher Option
is
No [N]
on System Control Options (SOPT). You can overwrite both accounts on the payment voucher document. On a journal voucher, if the debit and credit totals across any one fund are out of balance, the offsetting entries for that fund are automatically generated by the system using these accounts.
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Fund Balance
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Display only. The generated entry for budget transactions is posted to this account. At year end (when the annual closing is performed) all revenue, expense, and encumbrance entries are closed to this account.
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Retained Earnings
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Required. Ensure that this account is valid on Balance Sheet Account (BAC2) and define it as an account type of 03 (Fund Balance).
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Accounts Receivable Accounts
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Finance Delinquency
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Display only. Default revenue account for the finance charge applied to delinquent invoices on an invoice modification document.
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Type
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Required. Ensure that this account is valid on Revenue Source (RSR2) and has an account type of 31 (Revenue).
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Fixed Rate
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Required. The rate (
n.nnn
) applied to the delinquent invoice amount.
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Billed Receivable
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Display only. Invoice documents are posted against billed receivables.
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Use Tax
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Display only. Default billing unit account in which the results of the Use Tax calculation is posted for recurring invoices.
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Type
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Required. Enter the account type of the specified Use Tax Account.
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Fixed Rate
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Display only. The fixed amount applied to the billing unit specified in the
Use Tax Account Type
field above.
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Basis
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Display only. Default is the base amount to which the fixed amount is applied. For example, $1.25 per each $1000 of charges or fraction thereof, with $1.25 being the fixed rate and $1000 being the basis.
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FASB Net Asset Account
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Unrestricted
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Conditional. Required if
FASB/GASB Institution
is
FASB [F]
on System Options (SOP2); otherwise, leave blank. Enter a valid balance sheet account from Balance Sheet Account (BACC) that has an account type of fund balance (03) and a FASB classification of unrestricted.
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Temporarily Restricted
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Conditional. Required if
FASB/GASB Institution
is
FASB [F]
on System Options (SOP2); otherwise, leave blank. Enter a valid balance sheet account from Balance Sheet Account (BACC) that has an account type of fund balance (03) and a FASB classification of temporarily restricted.
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Permanently Restricted
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Conditional. Required if
FASB/GASB Institution
is
FASB [F]
on System Options (SOP2); otherwise, leave blank. Enter a valid balance sheet account from Balance Sheet Account (BACC) that has an account type of fund balance (03) and a FASB classification of permanently restricted.
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Fixed Assets Accounts
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Depr Expense, GFAGA Fund, Contribution to FA, Inv in GFA
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Conditional. These three accounts apply to the optional Fixed Assets Subsystem. Leave these columns blank if you do not use this subsystem. Refer to Object (OBJ2) and Balance Sheet Account (BAC2) for valid values. For more information on Fixed Assets, refer to the
User's Guide
.
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Gain/Loss Account/Object
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Conditional. This account applies to the optional Fixed Assets Subsystem. This is the account adjusted after the sale of a Fixed Assets to reflect the gain/loss on the event. For additional information, refer to the
User's Guide
.
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Sale FA Revenue Source
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Default. This account applies to the optional Fixed Assets Management Subsystem. This is the account adjusted when a fixed asset is transferred from a proprietary, internal service, or enterprise fund. For additional information, refer to the
User's Guide
.
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Other Subsystem Accounts
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Cash Sweep Pool Fund
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This is the fund used for posting documents from the Cash Sweep (
AFINSWEP)
process. This account applies to the optional Investment Management Subsystem. For additional information refer to the
User's Guide
.
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Reserve Memo Pre-Encumbrance
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Required. This account applies to the optional Inventory Control Subsystem. Refer to Balance Sheet Account (BAC2) for valid values. This account is the Memo Asset Account used by the consumption method of inventory. For additional information, refer to the
User's Guide
.
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Reserve Memo Encumbrance
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Required. This account applies to the optional Inventory Control Subsystem. Refer to Balance Sheet Account (BAC2) for valid values. This account is the Memo Asset Account used by the consumption method of inventory. For more information, refer to the
User's Guide
.
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