I

–

Required and must be input on the transaction.  The person entering the transaction must physically type in a value for this element or use function   F1  -HELP to access the data element help screen.  Once the element is found, the data can be "pulled" to the appropriate field on the entry screen (See Chapter #7 – Data Element Help).

R

–

Required on the transaction, but may either be typed in or looked-up based on one of the other data elements recorded on input.  For example, PCA’s may designate the Fund and Appropriation Number.

N

–

Not allowed on the accounting transaction.  The transaction will error if the data element is entered in the transaction or looked-up from a system profile.

Blank

–

Optional. The data may be keyed in manually, looked up and entered from a lookup screen using   F1  -HELP, looked-up from a profile, or may be left blank.

DOCD

–

The Document Date is an informational field that allows a user to enter a date related to the document that represents the transaction.  In Oregon, document date is optional for most transactions.  One possible use for DOCD would be to use it as an order date.

DUDT

–

The Due Date is used to schedule payments/receipts for Accounts Payable (A/P) and Accounts Receivable (A/R) transactions.  For A/P, this date determines the date the system will write a warrant or process a direct deposit.  For A/R, this date drives the A/R aging process.  This element can be input or calculated by the system by utilizing the effective date and information from the 53 Agency Document Control Profile.

SVDT

–

The Service Date is another informational date that can be used as needed.  Agencies may elect to use this field for agency specific purposes.

CDOC

–

The Current Document Number must be input (I) on all transactions.  The document number is a way to identify a transaction or group of related transactions.

RDOC

–

A Reference Document Number is required (R) for transactions that liquidate other transactions posted to the Document Financial (DF) Table.  These include but are not limited to encumbrances, pre-encumbrances, and billed Accounts. For all other transactions, this field is blank so that agencies may elect to enter a reference document number for informational purposes.

MOD

–

The Modifier is the code used for liquidating an encumbrance or pre-encumbrance document.  The logic for this indicator works from the DR-4/CR-4 pair of the General Ledger Posting Indicators.  It enables R⋆STARS to liquidate an encumbrance/pre-encumbrance so that the document balance is zero.  It can also be used to reactivate a previously closed or liquidated document.  It must be input (I) when needed for these transactions.  It is not allowed (N) for all other transactions.

AGCY

–

The Agency (D02 – Agency Profile) is required (R) but usually does not have to be input because it will be inferred from the user RACFID.

IDX

–

An Index (24 – Index Code Profile) is required on an agency by agency basis, depending upon each agency’s Organization Structure and controls on the 25 Agency Control Profile.  This allows an agency to decide how they want to use the coding structure.

PCA

–

A Program Cost Account (PCA – 26 Program Cost Account Profile) is required on an agency by agency basis, depending upon each agency’s Program Structure and controls on the 25 profile.  This allows an agency to decide how they want to use the coding structure.

COBJ

–

The Comptroller Object is required (R) any time one of the DR/CR pairs in the General Ledger Posting Indicators contains a nominal account (such as revenue/expenditure control).  It must be valid on the D10 Comptroller Object Profile.  It will not be allowed (N) if none of the DR/CR pairs contain a nominal account.  Comptroller Objects can be looked up by Agency Objects.

AOBJ

–

The Agency Object (D11 Agency Object Profile) is optional (blank) if the Comptroller Object is required.  If Comptroller Object is not allowed, then an Agency Object also will not be allowed (N).  If the agency is not using Agency Objects, the Comptroller Object is required for transactions that affect nominal accounts.

RVRS

–

The Reverse Code R used in the RVRS field of a T-Code will cause a reverse Comp GLA and financial table posting.  For most transactions the RVRS field is blank.  See chapter #6 – the segment on entering a reversed transaction.  There are T-Codes that may not be reversed, such as the reimbursement of a suspense account by a receipted account.

PDT

–

The Payment Distribution Type (D50 – Payment Distribution Type Profile) identifies how the system will combine transactions for warrants and direct deposits across documents, appropriated fund, or batch agencies.  This element is required (R) on Voucher Payable transactions and can be inferred from the 51 Vendor Mail Code Profile.

CI

–

The Capitalized Inventory Indicator relates to the fixed asset subsystem.  Oregon has not implemented this subsystem, so this will always be N.

1099

–

The 1099 indicator is required (R) for disbursement transactions.  It can be manually input or looked up from a combination of object indicators on the D10 profile and the 52 Systemwide Vendor Profile.

WARR

–

The Warrant Number is required (R) on certain payment transactions.  It will not be allowed (N) for all other transactions.

INVC

–

An Invoice Number is blank for most transactions.  Agencies can enter an invoice number if they choose.  The invoice number will display on the remittance advice.  For revenue and receivable T-Codes, the invoice field on the 28A profile translates to the deposit number field on the 504 Revenue/Receipts Transaction Entry screen and is required (R).

VNUM

–

The Vendor Number must be input (I) on the establishment of all accounts payable (51 & 52 profiles) and billed accounts receivable (34 Agency Vendor Profile) transactions where a reference document is not used.  When processing one of these transactions using a reference document, the vendor number is required (R) and is inferred from the reference document.

VNAM

–

The Vendor Name is required (R) and looked up from the Vendor Number or input on the transaction when a dummy vendor number is used.

VADD

–

A Vendor Address is also required (R) and looked up from the Vendor Number or input on the transaction when a dummy vendor number is used.

DMETH

–

The Disbursement Method Indicator is required (R) for payment processing.  It identifies how disbursement transactions are processed.  See chapter #10 – Expenditures.

APN#

–

The Appropriation Number (20 Appropriation Number Profile) is required (R) for most transactions. This number may be looked up from the Index or PCA.  True Treasury Suspense Accounts will not carry an appropriation number.

FUND

–

The D23 Fund Profile fund may either be input or inferred from the index or PCA.  This is the fund at the agency level.

GLA

–

A General Ledger Account (Comp GLA – D31) must be input (I) if either the DR or CR Comp GLA on the General Ledger Posting Indicators' DR/CR pairs is blank.  If the DR/CR pairs are complete (no blanks), Comp GLA entry is not allowed (N).

AGL

–

For an Agency General Ledger account (D32 Agency General Ledger Account Profile) – the Following rules apply:

AGL

 IF:

Blank

1.  Any of the T-Code GLs in the GL pairs have a D31 GL Edit Type of A (D32 Agency GL allowed).

2.  The T-Code is an "Open GL" – one or the other of the GL code fields is blank (not a pair) requiring manual input of the other GL code.

N

All of the T-Code GLs in the GL pairs have a D31 Profile GL Edit Type of S (Systemwide GLs Only) or G (Transfers only – G38 Code required).

I

1.  One of the T-Code GLs in the GL pairs has a D31 Profile GL Edit Type of D (Due To/From).

2.  Payroll T-Codes are used (T-Code 777, 851 – 863).

GRNT

–

The Grant Number (29 Grant Control Profile, D47 Grant Number Profile) is optional (blank).  Agencies will have Grant Numbers if they are using the Grant Structure to track specific sources of revenue, such as federal grants.  This may be looked up by a PCA or Index.

SUBG

–

The Subgrantee Number (31 Subgrantee Control Profile) is optional (blank).  Agencies may elect to use Subgrantees as part of the Grant Structure.

PROJ

–

The Project Number (27 Project Control Profile, D42 Project Number Profile) is optional (blank).  Agencies will have Project Numbers if they are tracking revenue and expenditure for specific projects.  The Project Number may be looked up by a PCA or Index.

MULT

–

The Multipurpose Code is optional (blank). It may be used for informational purposes by agencies.

G38#

–

A GASB 38 Transfer Number is entered when required (R) for reporting under GASB Statement 38 Para.14.  It consolidates the Agency and the appropriate D23 fund elements.

POST SEQ

In R⋆STARS the posting sequence is used when transactions are posted in batch edit mode 0 or 1.  It indicates the order in which R⋆STARS will post the transactions within a batch.  Valid values include:

1

–

budget

3

–

expenditures

2

–

revenue

4

–

all other transactions

REG NO

Register Numbers are set up in the system and represent the transaction activity register (control report) on which the transaction will appear.  Valid values include:

1

–

budgetary

2

–

encumbrances/pre-encumbrances/expenditures

3

–

revenue/receipts

4

–

cost allocation/grant project billing

5

–

journal entries

6

–

warrant register

WW IND

Warrant Writing Indicator tells the system if a warrant or direct deposit is written from the transaction.  A value of 0 in this field indicates that a warrant will not be written for the transaction, a value of 1 means that a warrant has been issued as a result of the transaction.

D/I

The Direct/Indirect Indicator field will have a D or I or will be blank.  All transactions that are entered by agencies are considered direct.  Transactions generated through the cost allocation subsystem are considered indirect.  If this is optional (blank), the system assumes the transaction is direct.

WAR CANCL TC

The Warrant Cancellation Transaction Code field will contain another T-Code number that represents the T-Code that would be used to cancel or 'stop pay' a warrant or direct deposit that had been written.  SFMS Operations enter cancellation and 'stop payment' transactions.

PYTC

Oregon is not using Prior Year Transaction Code at this time.

FUTMY

The Future Month/Year Indicator tells the system whether the transaction can be posted to a future month or year.  Transactions such as budgets and encumbrances may be entered for future financial months or year.  Valid values are Y (yes) or N (no).

GEN-TC

Another T-Code is entered in the Generate Transaction Code field when four DR/CR pairs are not enough; when additional balance types need to be recorded; or when the generation of another transaction would reduce the overall number of T-Codes needed.

DT

The (Generate) Document Type is the document type used on the Generate T-Code (explained above) or Generate Accrual Transaction (explained below).

ACCR TC

The (Generate) Accrual Transaction Code allows the user to enter the transaction.  Then, on the first day of the next effective month, the system reverses the transaction using the T-Code in this field.  Note:  On any given T-Code there cannot be both a Generated T-Code and a Generate Accrual T-Code.

TR TC

Treasury T-Code will not be used since the treasury function is interfaced with SFMA in Oregon.

INTERFACE IND

There are ten Interface Indicator fields.  Oregon is currently using two of them.  The first indicates transfers between agencies, and the second is used for reconciliation reporting.  Not all T-Codes have a Treasury indicator.  This position indicator determines how and if the transaction interfaces to the Treasury.  Valid indicators for the first position are as follows:

1

–

Normal Interface to Treasury

2

–

CSD Specific Indictor

G

–

AFS Specific to Prior Biennium Check Cancellation

Blank

–

No Interface to Treasury

The second field (position) is the cash reconciliation indicator. The cash reconciliation reports use this indicator to separate and subtotal the different types of transactions.  These breakdowns then correspond to the reports Treasury produces for their indicator types.  Not all transaction codes need this indicator.  Codes currently used include the following:

C

–

Warrant/Checks Cancelled

M

–

Other Transfer to SFMS (Liquidate payroll A/R for Non-SFMS Agency)

S

–

Suspense Account Transfer (Transactions posted to suspense account 10503 – Payroll – are reported as T – Transfers.)

T

–

SFMS Receipted to SFMS Receipted Transfer

Blank

–

Not On Cash Reconciliation Report

PAY LIQ TC

The Payment Liquidation Transaction Code field may contain a Transaction code used to liquidate a payable and create a warrant or direct deposit.

PAY RED TC

The Payment Redemption Transaction Code field may contain a Transaction code used to record the redemption of a warrant or direct deposit.

CUM POST IND

The Cumulative Post Indicator will always be Y, except for when allocating encumbrance transactions.  A Y indicates that this transaction will post cumulatively to financial months.  A value of N will post to only the month identified by the effective date on the transaction.

BAL TC

The Balance Transaction Code designates another T-Code that must be entered in a second transaction in the same batch and document number to balance this transaction.  T-Codes for transfers and Due To/From transactions will have a balancing T-Code.  See the chapter on Entering Transactions – Advanced Topics.

A/S DOC AMT

The Add/Subtract Document Amount may be either + or -.  This is used to calculate the net document amount rather than having to calculate absolute value.

DF

–

The Document Financial Table contains the balance of each outstanding pre-encumbrance, encumbrance, account receivable, due to/from account, deposit liability and travel advance.

AP

–

The Appropriation Table contains appropriation balances and revenue, expenditure, and encumbrance balances.

AB

–

The Agency Budget Table contains agency budget balances and revenue, expenditure, and encumbrance balances.

CC

–

The Cash Control Table contains the balance of available cash by fund.

GP

–

The Grant Table contains the budgets, expenditures, and revenues of a grant.

PJ

–

The Project Table contains the budgets, expenditures, and revenues of a project.

12

–

Cash Revenue

17

–

Accrued Expenditures

14

–

Accrued Revenue

20

–

Transfer in ‑ Cash

15

–

Cash Expenditures

21

–

Transfer out ‑ Cash

M

–

Detail transaction must find a matching record

N

–

Detail transaction must not find a matching record

Blank

–

No match control

1

–

DR 1

3

–

DR 2

5

–

DR 3

7

–

DR 4

2

–

CR 1

4

–

CR 2

6

–

CR 3

8

–

CR 4

1

–

Current Document Number

2

–

Reference Document Number

AB

–

Agency Budget or Financial Plan

CR

–

Cash Receipt

AL

–

Allotment

EE

–

Encumbrance (Non-ADPICS)

AP

–

Appropriation

JV

–

Journal Vouchers

AR

–

Accounts Receivable

VP

–

Voucher Payable (Non-ADPICS)

BT

–

Balanced Transfers

ZE

–

Payment Liquidation

CA

–

Cost Allocation

ZW

–

Warrant Redemption

1

–

Budgetary

4

–

Expenditures and Disbursements

2

–

Revenues and Receipts

5

–

Journal Vouchers

3

–

Pre-encumbrances and Encumbrances

G

–

Companion Entry

DAFQ28C0 000 RPT  01      (   )  (   )  (   )  (   )  (   )  (   )   RUN DATE: 11/25/13 TIME: 19:36:32 R⋆STARS

CYCLE: 11/25/13 19:28 6089  CFY:07 CFM:05 LCY:06 LCM:03 INAE:N  FICHE:

DAFQ28C0                                         TRANSACTION CODE REFERENCE LISTING                                      PAGE: 259

                                                          AS OF 11/25/2013

******************************************************************************************************

TCODE: 411  EXPEND TRANSFER OUT/ENCUMBRD (W/IN AGY)

DESCRIPTION:   TO TRANSFER CASH OUT VIA GENERAL FUND TRANSFERS

               BETWEEN FUNDS WITHIN AN AGENCY AND LIQUIDATE AN

               ENCUMBRANCE FOR A BUDGETED TRANSFER.  MUST BE

              PROCESSED WITH TC 412 AS A BALANCED ENTRY.

DR1:  3500  EXPENDITURE CONTROL - CASH                  CR1:  0070  CASH ON DEPOSIT WITH TREASURER

DR2:                                                    CR2:

DR3:                                                    CR3:

DR4:  3011  FUND BALANCE RESERVED FOR ENCUMBRANCES      CR4:  2735  ENCUMBRANCE CONTROL

EDIT INDICATORS:

  DOCD:    DUDT:    SVDT:    CDOC: I  RDOC: R  MODI: I  AGCY: R  IDX :    PCA :    COBJ: R

  AOBJ:    RVRS:    PDT : N  CI  : N  1099:    WARR: N  INVC:    VNUM:    VNAM:    VADD:

  DMTH: N  APN#: R  FUND: R  GLA : N  AGL : N  GRNT:    SUBG:    PROJ:    MULT:    G38#: R

    POST SEQ: 2  REG NO: 5  WW IND: 0  D/I IND: D  WAR CAN TC:      PRI YR TC:      FUTMY: N

GEN- TC:      DOC TYPE:   ACCR TC:      TR TC:      INTERFACE INDS 1-10: 1  T

  PAY LIQ TC:      PAY RED TC:      CUM POST IND: Y  BAL TC: 412  A/S DOC AMT: -

COMP OBJECTS: I 6200 - 6200

GL ACCTS:

  DOC TYPES:    1: BT   2: BI   3:      4:      5:      6:      7:      8:      9:      10:

BATCH TYPES:    1: G    2: 2    3: 4    4: 5    5:      6:      7:      8:      9:      10:

TREAS CAT:

FILE POSTING INDICATORS:

  DF: + 03 LIQUIDATIONS                                        + 04 PYMT/COLLECTIONS

  AP: ‑ 18 ENCUM OUTSTANDING                                   + 15 CASH EXPENDITURES

  AB: ‑ 18 ENCUM OUTSTANDING                                   + 15 CASH EXPENDITURES

  CC: + 15 CASH EXPENDITURES

  GP: ‑ 18 ENCUM OUTSTANDING                                   + 15 CASH EXPENDITURES

  PJ: ‑ 18 ENCUM OUTSTANDING                                   + 15 CASH EXPENDITURES

 STATUS CODE: A

28A            EFF START DATE: 06/01/1990       EFF END DATE: 12/31/9999     LAST PROC DATE: 09/02/2003

28B            EFF START DATE: 06/01/1990       EFF END DATE: 12/31/9999     LAST PROC DATE: 11/20/2003

001 – 099

Budgetary Transactions

100 – 199

Revenues, Receipts, Receivables

200 – 299

Pre-Encumbrances, Encumbrances, Expenditures, Disbursements

300 – 399*

System Generated

400 – 599

Intra-agency transfers / Journal Vouchers (including Fixed Assets)

600 – 699

Conversion to SFMS

700 – 759

Interagency Transfers

760 – 763

Deposit Liability Transfers

766 – 776

Suspense Account Activity

790 – 899

Central and Agency Specific Activity

900 – 949*

Year-end (SARS)

950 – 960*

ADPICS Interface

965 – 999*

Auto-Reverse

101

–

Establish Intergovernmental Receivable (Federal) Billed (Invoice)

102

–

Establish Intergovernmental Receivable (Local) Billed (Invoice)

103

–

Establish Account Receivable – Other Billed (Invoice)

104

–

Establish/Adjust Account Receivable – Other Unbilled

105

–

Establish/Adjust Intergovernmental Receivable (Federal) Unbilled

107

–

Adjust Account Receivable – Other – Billed

109

–

Establish Account Receivable  – Transfer In – Billed (Invoice)

110

–

Adjust Intergovernmental Receivable (Federal) Billed

111

–

Adjust Intergovernmental Receivable (Local) Billed

118

–

Reclassify Accounts Receivable – Prior AY

129

–

Write Off Uncollectible Account Receivable – Billed

130

–

Write Off Uncollectible Account Receivable – Unbilled

135

–

Establish Receivable for Cash Refund of Expenditure

136

–

Adjust Receivable for Cash Refund of Expense

171

–

Adjust Account Receivable – Transfer In – Billed

174

–

Establish Account Receivable Billed – Transfer In – No Invoice

188

–

Establish Receivable – Federal – Billed (Grant/Project/CMIA)

193

–

Establish Receivable – Other – Billed (Grant/Project/CMIA)

197

–

Establish Intergovernmental Receivable – Federal – Billed – No Invoice

198

–

Establish Intergovernmental Receivable – Local – Billed – No Invoice

199

–

Establish Account Receivable Other Billed – No Invoice

213

–

Accounts Receivable – Add Suffix to Document

214

–

Negative Accounts Receivable – Add Suffix to Document

019

–

Agency Budget Adjustment without Allotment

020

–

Establish Agency Original Budget without Allotment

022

–

Agency Budget Allotment (See Allotments later in this chapter)

023

–

Agency Budget – Unschedule

024

–

Establish / Adjust Agency Revenue Budget

002

–

Appropriation Allotment (Batch Type 1 or 7, Document Type AL)

022

–

Agency Budget Allotment (Batch Type 1, Document Type AL)

004

–

Appropriation Transfers Out

005

–

Appropriation Transfer In

007

–

Appropriation Adjustments / Revisions

008

–

E-Board Appropriation Adjustment / Revisions

010

–

Establish Original Appropriation – Capital Projects

011

–

Appropriated Capital Projects Adjustment

012

–

Establish Original Appropriation

014

–

Appropriation – Unschedule

137

–

Collection of Account Receivable Expenditure Refund - Billed

141

–

Collection of Note/Mortgage/Contract/Other/Tax Recievable–Non Capitalized, Governmental

142

–

Lien/Note/Mortgage/Contract/Tax/Other Receivable – Non-Capitalized, Proprietary/Fiduciary

146

–

Collection of Interest Receivable – Other Unbilled

147

–

Collection of Interest Receivable – Other Billed

148

–

Collection of Interest Received Designated

149

–

Cash Receipt For Sale of Fixed Assets – Proprietary/Fiduciary/Governmental

150

–

Cash Receipt for Return of Unreimbursed Advance

151

–

Record Unidentified Receipt

162

–

Record Receipt of Deposit Liability – No Document Support

165

–

Record Receipt of Deposit Liability

168

–

Adjust Receipt of Deposit Liability

170

–

Receipt of Deferred Revenue

172

–

Refund of Expenditure

175

–

Collection  Intergovernmental Receivable – Federal – Unbilled

176

–

Collection Accounts Receivable – Other – Billed

177

–

Collection of Account Receivable – Other – Unbilled/Mass Transit Receivable  

178

–

Collection of Intergovernmental Receivable – Federal – Billed

179

–

Collection of Intergovernmental Receivable  – Local – Billed

190

–

Receipt of Revenue not Accrued

191

–

Receipt for Miscellaneous Liability

203

–

Encumbrance not Pre Encumbered (Non-ADPICS)

204

–

Encumbrance – Pre Encumbered (Non-ADPICS)

205

–

Adjust Existing Encumbrance (Non-ADPICS)

206

–

Cancel Encumbrance (Non-ADPICS)

212

–

Encumbrance – Add Suffix to Document

060

–

Agency Expenditure Financial Plan

061

–

Agency Revenue Financial Plan

062

–

Agency Transfer In Financial Plan

063

–

Agency Transfer Out Financial Plan

070

–

Project Billable Budget

071

–

Project Expendable Budget

073

–

Project Billable Units Budget (Statistics)

075

–

Grant Billable Budget

076

–

Grant Expendable Budget

078

–

Grant Billable Unit Budget (Statistics)

200

–

Establish a Pre Encumbrance (non-ADPICS)

201

–

Adjust Pre‑Encumbrance (non-ADPICS)

202

–

Cancel Pre‑:Encumbrance (non-ADPICS)

TC Out

TC In

Description

704

705

Quasi External Expenditure / Reduction of Expense (A/R)

718

719

Quasi External Expenditure (Encumbered) / Revenue  (A/R)

722

723

Quasi External Expenditure / Revenue  (No A/R)

730

731

Quasi External Expenditure / Revenue  (A/R)

740

741

Quasi External Expenditure / Reduction of Expense (No A/R)

220

–

Revenue Refund Payable / Transfer to Comptroller Unit, OHSU

221

–

Voucher Payable – Not Encumbered, RTI Type R only

222

–

Voucher Payable – Not Encumbered

223

–

Unreimbursed Advance – Not Encumbered

225

–

Voucher Payable – Encumbered

226

–

Voucher Payable – Pre Encumbered

229

–

Liquidate Unreimbursed Advance

230

–

Expense of Unreimbursed Advance

235

–

Return Unidentified Receipt to Depositor

287

–

Return Deposit Liability to Depositor, No Document Support

290

–

Return Deposit Liability to Depositor