Date of Record

Default is the date the document is accepted. Enter the date ( mm dd yy ) that you want to associate with this document, usually the current date.

Acctg Period

Default is inferred from Date of Record . If you want this document recorded in another accounting period, enter the open, desired period ( mm yy ). You cannot enter future periods.

Budget FY

Default is inferred from Budget Fiscal Year . If you want this document recorded in some other fiscal year, enter the desired, open fiscal year. You cannot enter future budget fiscal years.

New/Modification [Action]

Default is New [E] . Valid values are:

New [E]

Indicates that this is a new document.

Modification [M]

Indicates that this document is modifying a previously accepted document. This allows you to add lines to a previous document, change the amounts on existing lines (not codes), or cancel a line (decrease a line amount to zero). To change codes in an existing line, you must cancel that line and reenter a new line. You can recorded both these lines on the same document by selecting Modification [M] .

Bank Account

Required. All lines recorded on a cash receipt must be deposited to the same bank account. See Bank Account (BANK) for valid values.

Cash Account

Default offset cash accounts are inferred from Bank Account (BANK). Enter an offset cash account if:

The system does not use the default offset cash account in Bank Account (BANK).

You want to override the account recorded in Bank Account (BANK). The offset cash account code represents the account debited as a result of this document.

If you enter an account code, you are overriding the offset cash account for all lines on the document.

Comments

Optional. Enter a descriptive note.

Document Total

Required. Enter the unsigned net amount of all lines on the document. To compute this amount:

1. Add all the increase amounts,

2. Add all the decrease amounts,

3. Subtract the smaller of these amounts from the larger, and enter that amount.

Calculated Doc Total

Display only. This amount is system-computed and displays the total of the line amount.

Reference Doc

Conditional. It is required for revenue documents and vendor refunds. Also required for balance sheet documents if Reporting Category is entered. Enter the transaction code, agency and number of the referenced Receivable (RE) document to which the cash will be applied.

Ref Line Number

Optional. Enter a unique number for each document line.

Vend/Prov/Cust

Conditional. Required on vendor refunds if Vendor Control Option on System Control Options (SOPT) is Yes [Y] . Refer to Vendor (VEN2) for valid vendor codes. If the Advanced Receivables Option on System Control Options (SOP2) is Yes [Y] . Refer to the Customer Information (CUST) or Provider (PROV) table for valid values.

Fund

Required. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. Enter the fund receiving the revenue. Refer to Fund Index (FUND) for valid values.

Agency

Required. Enter the agency receiving the revenue. Refer to Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.

Org/Sub

Conditional. Organization is required on revenue documents if Revenue Budget Organization Option is Y (required on budget and accounting) on Fund Agency Index (FAGY) for this line's fund/agency combination. If this line is a vendor refund, it is controlled by the Expense Budget Organization Option on Fund Agency Index (FAGY). Refer to Organization Index (ORGN) for valid values.

Sub-Organization is controlled by the Sub- Organization Required on Spending option or the Sub- Organization Required on Revenue option on Organization (ORG2). Otherwise, this field is optional and used for reporting purposes only. Refer to Sub-Organization (SORG) for valid values. You must enter an organization before you can enter a sub- organization.

Activity

Conditional. Required on revenue documents if Revenue Budget Activity Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). If this line is a vendor refund, it is controlled by Expense Budget Activity Option on Fund Agency Index (FAGY). Enter a valid activity from Activity Index (ACTV).

Rev Srce/Sub

Conditional. Revenue Source is required on all documents except balance sheet documents or vendor refunds. Refer to Revenue Source Index (RSRC) for valid values.

Sub-Revenue is required if Sub-Revenue Source Required on Revenue Source (RSR2) is Yes [Y] for the revenue source used. Otherwise, this field is optional. Refer to Revenue Source Index (RSRC) for valid values. You must enter a revenue source before you can enter a sub-revenue source.

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.

Function

Conditional. Default is inferred from Organization (ORG2); or from Activity (ACT2), if a function code is not entered on Organization (ORG2). Required on revenue documents if Revenue Budget Function Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). If this line is a vendor refund, it is controlled by Expense Budget Function Option on Fund Agency Index (FAGY). Refer to Function ( FUNC ) 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.

Object/Sub

Conditional. Object is required on vendor refunds. Otherwise, leave this field blank. Refer to Object Index (OBJT) for valid values.

Sub-Object is required on vendor refunds if the Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (Extended) (EEX2). Otherwise, this field is optional on vendor refunds. This field should be blank when object is not entered. Refer to Sub-Object (SOBJ) 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.

Rept Category

Conditional. Required on vendor refunds if Reporting Category on Agency (AGC2) is: Required [Y] or Required on Expenditure Transactions [3] . Required on revenue documents if Reporting Category Required on Revenue Transaction is Yes [Y] on Agency (AGC2). Required on balance sheet documents if Reporting Category on Balance Sheet Account (BAC2) is Required on Documents [Y] for the balance sheet account entered.

Otherwise, this field is optional. Refer to Reporting Category (RPTG) for valid values.

BS Account

Conditional. Required if this line is a balance sheet document. Enter a deferred revenue account if the line is recording a cash advance. If this account is a type 23, ensure that it is a non-cash asset account. See Balance Sheet Account Index (BACC) for valid values.

Amount

Required. If this is a new line, enter the dollar amount of the item(s) described on this line. If this line is a modification to a previous line, enter the amount of the change over (under) the previous amount. The decimal point is optional, but you must enter two digits for cents.

Def/Inc/Dec

Default is Default [blank] . Required if modifying Amount . Valid values are Decrease [D] and Increase [I] .

Partial/Final

This field is automatically set using the short and overpayment tolerances from Revenue Option by Agency and Revenue Source (ROAR) if agencies have set up ROAR. Otherwise, this field is set using the short and overpayment tolerances from Revenue Options (ROPT).

Description

Optional. Enter a descriptive note.