Receivable (RE)

The Receivable (RE) document bills customers for the goods or services they have received. It can post either to a revenue account or, in case of reimbursements, to an expenditure account.

Receivable Text (RETX) can be accessed by selecting Text Exists on the Other Attributes tab and selecting Additional Description from the Edit menu. Note that the document must be edited or saved first


Date of Record	Defaults to the current date. Enter the date ( mm dd yy ) of the receivable event.
Accounting Period	Default is inferred based on Date of Record . If entered, ensure that it is open. You cannot enter a future period.
Budget FY	Default is current fiscal year. If entered, ensure that it is open. You cannot enter a future fiscal year.
New/Modification/Cancellation [Action]	Blank defaults to New [E] for new entry. Select Modification [M] to indicate modification of a previously entered document. This allows the addition of new lines, increases/ decreases to existing line amounts or canceling of a line. (You must use a Receivable Credit Memo (RM) document to decrease the document total). Select Cancellation [X] to cancel an existing document. If you want to cancel an existing document, the document cannot have been referenced in any way. For example, you cannot cancel a receivable that is referenced by a Vendor Invoice (VI) document.
Billing Code	Defaults from Customer Information (CUS2) if a billing code is entered there. Required if no billing code is entered on Customer Information (CUS2). Enter the code that identifies the billing profile for invoice or statement generation. See Billing Profile (BPRO) for valid values.
Customer Code	Required. Enter the customer who is billed. See Customer Information (CUS2) for valid values.
RE Due Date	Optional. Date on which payment for the receivable is due. Enter this field ( mm dd yy ) only if Billing Code specifies invoice processing. If blank and the billing code specifies invoices, it defaults to: Receivable Date + Receivable Due Date Lag (from Billing Profile (BPRO) or Revenue Options (ROPT)) If blank and Billing Code specifies statements or both invoices and statements, it defaults to: Next statement date (based on the statement day) + Receivable Due Date Lag (from Billing Profile (BPRO) or Revenue Options (ROPT))
Third Party	Default is cleared [ N ]. If selected [ Y ], the invoice generated is sent to the third party specified on Customer Information (CUS2) for the entered customer. The name and address are inferred from Third Party Billing (TPAR) rather than Customer Information (CUS2).
Document Tot	Required. Enter the unsigned net amount of all lines entered on the document. To compute this amount for modification documents: 1. Add together the increase amounts. 2. Add together the decrease amounts. 3. Subtract the lesser of these from the greater and enter this amount.
Calculated Tot	The net total of the line amounts is computed by the system and displayed.
Line	Required. Enter a unique, two-digit number for each document line.
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 for which the revenue was earned. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.
Org/Sub	Conditional. Required on revenue lines if Revenue Budget Organization Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting). Required on expense lines if the Expense Budget Activity Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting). Otherwise, the organization is used for reporting purposes only. See Organization Index (ORGN) for valid values. Sub-Organization is required on revenue transactions if Sub-Organization Required on Revenue is Required [Y] for a new document on Organization (ORG2); or on expenditure transactions if Sub-Organization Required on Spending is: Required [Y] , or Required on Expenditure Transactions [3] . See Sub-Organization (SORG) for valid values.
Org/Sub
Activity	Conditional. Required on revenue lines if Revenue Budget Activity Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting). Required on expense lines if the Expense Budget Activity Option on Fund Agency Index (FAGY) is Y required on budget and accounting) or A (required on accounting). Otherwise it is used for reporting purposes only. See Activity Index (ACTV) for valid values.
Rev Srce/Sub	Conditional. Required on all revenue transactions. Enter the revenue source that defines the type of revenue recorded on this line. See Revenue Source Index (RSRC) for valid values. Sub-Revenue is required if Sub-Revenue Source Required on Revenue Source (RSR2) is Yes [Y] . See Sub-Revenue Source (SREV) for valid values.
Rev Srce/Sub
Description	Optional. Enter any additional information about a line here.
Appr Unit	Required. 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.
Function	Conditional. Required if Expense Budget Function Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting) and if the receivable is referencing and expense budget line.
Object/Sub	Conditional. Required on reimbursement transactions only. Leave blank otherwise. See Object Index (OBJT) for valid values. Sub-Object is required on reimbursement transactions only if Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (Extended) (EEX2). Leave blank if Object is not entered. See Sub-Object (SOBJ) for valid values.
Object/Sub
Job Number	Conditional. Required on revenue transactions if Job Number Required on Revenue is Required [Y] ; or Required if Job Number Revenue is Required on Activity [A] on Organization (ORG2). Required on expenditure transactions if Job Number Required on Spending on Organization (ORG2) is Required on Expenditure Transactions [3] or Required if Job Number Spending is Required on Activity [A] . See Job Index (JOBT) for valid values.
Rept Cat	Conditional. Required on revenue transactions if Reporting Category Required on Revenue Transaction is Yes [Y] on Agency (AGC2). Required on expenditure transactions if Reporting Category on Agency (AGC2) is: Required on Pre-encumbrance Transactions [1], Required on Encumbrance Transactions [2], or Required on Expenditure Transactions [3]. See Reporting Category (RPTG) for valid values.
BS Account	Conditional. Required on balance sheet transactions; leave blank on revenue transactions. See Balance Sheet Account Index (BACC) for valid values.
Rate Code	Conditional. Required if Amount is blank. Enter the code used to define the billing rate per unit of measure. See Billing Rate (BRTE) for valid values.
Quantity	Conditional. Required if Rate Code is entered. Enter the number of units consumed by the customer.
Unit	Conditional. Required if Rate Code is entered. Enter the unit of measure of the goods consumed by the customer. If Rate Code is entered, this field is inferred from Billing Rate (BRTE).
Amount	Conditional. Required if either Rate Code or Number of Units is not entered. This is the dollar amount of the items described on the line. You can enter this manually, or let the system compute it as: Billing rate (based on Rate Code ) * Number of Units . If this is a modification of a previous line, enter the amount of the increase or decrease here. The decimal point is optional, but you must enter two decimal places for cents. Default/Increase/Decrease indicates whether this field is added or subtracted from the original amount.
Def/Inc/Dec	Defaults to Default [blank] . Valid values on a modification transaction are Increase [I] or Decrease [D] . Valid values on a new transaction are Default [blank] or Increase [I] . Selecting Decrease [D] on a new transaction indicates that the receivable is establishing a credit balance.

Other Attributes View


RE Type	Optional. Enter the type of receivable document. S The receivable is a summary receivable and not for billing to customers. I Receivable contains only interest lines. All lines must contain the interest revenue source from Revenue Options (ROPT). (Modifying receivables only.) L Receivable contains only late fee lines. All lines must contain the late fee revenue source from Revenue Options (ROPT). (Modifying receivables only.)
Text Exists	Select the Text Exists flag to access Receivable Text (RETX) through the Additional Description tab in order to enter text. If selected [Y], the text flag on Open Receivable Header Inquiry (OREH) will be checked when the RE is processed.
Off Bld Rec Account	Default is inferred from Revenue Source Index (RSRC) or System Special Accounts (SPEC). Enter the balance sheet account used to record the offset entry. See Balance Sheet Account Index (BACC) for valid values that are also assets. This is the offset billed receivables account for all of the receivable lines.
Adjustment Reason Code	Required if modifying or canceling RE. Enter the Reason Code that specifies the reason for modifying or canceling this RE. See Receivable Adjustment Reason (REAR) for valid values.
Instruction Code	Defaults to Instruction Code on Billing Profile (BPRO) for billing codes which specify invoices. Enter the code used to specify that special instructions are printed on an invoice. For statements, do not enter this field; it defaults from Billing Profile (BPRO) when the statement is generated.
Comments	Optional. Enter a description of the document. Comments are used as transaction descriptions on customer statements.

Customer Details View


Name	Conditional. Required and must be entered manually if the RE Type is not S (summary). If the customer is not miscellaneous, the name is inferred from Customer Information (CUS2) and cannot be changed.
Address, City, State, Zip	Conditional. Required and must be entered manually if the RE Type is not S (summary). If the customer is not miscellaneous, the name is inferred from Customer Information (CUS2) and cannot be changed.