Guide to Accounts Payable Liability Object Code 9041
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1 Guide to Accounts Payable Liability Object Code 9041 Table of Contents What is Accounts Payable Liability Object Code 9041?... 2 What are the typical accounting entries for the above documents and activities?... 2 What reporting tools are available to monitor 9041 activity during the year?... 2 What reporting tools are available to monitor 9041 activity at fiscal year-end?... 2 What are the differences between the year to date reports and the year-end reports?... 3 Where are reports in IUIE?... 3 What is the key use of the reports documented above?... 3 Appendix A Year to Date 9041 Reports... 4 Appendix B Fiscal Year-end 9041 Reports... 9 Revision history Guide to Accounts Payable Liability Object Code May Page 1 of 13
2 What is Accounts Payable Liability Object Code 9041? The Accounts Payable liability object code, object code 9041, is used to record offset expense entries from payment request (PREQ) documents, offset credit entries from credit memo (CM) documents, and pre-disbursement processor (PDP) disbursement offset entries for the university s general ledger activity. What are the typical accounting entries for the above documents and activities? 1. Creation of a payment request document at time an Accounts Payable processor submits a created PREQ document a. Debit the general ledger account and expense object code b. Credit the general ledger account and liability object code (9041) 2. Disbursement of payment request via PDP actions a. Debit the general ledger account and liability object code (9041) b. Credit the general ledger account and cash object code (8000) 3. Creation of a credit memo document at time an Accounts Payable processor submits a created CM document a. Debit the general ledger account and liability object code (9041) b. Credit the general ledger account and expense object code 4. Disbursement of credit memo via PDP actions a. Debit the general ledger account and cash object code (8000) b. Credit the general ledger account and liability object code (9041) Note: following disbursement of a payment request or a credit memo, the 9041 balance will zero out the general ledger account and 9041 object code for a given transaction. What reporting tools are available to monitor 9041 activity during the year? There is a suite of five reports in IUIE that facilitate monitoring 9041 activity during the year Payment Request (Year to Date) - PURAP - IE_KFS_PUR_AP_9041_PREQ_PAYABLES Credit Memo (Year to Date) - PURAP - IE_KFS_PUR_AP_9041_CM_PAYABLES KFS GL Detail (Fiscal Year Present) - IE_KFS_PUR_AP_9041_GL_DETAIL KFS GL Detail (Year to Date) Datagroup - PUR_AP_9041_GL_DTL_V Out Of Balance (Year to Date) - IE_KFS_PUR_AP_9041_OUT_OF_BAL Reference: Appendix A Year to Date 9041 Reports for additional report detail. What reporting tools are available to monitor 9041 activity at fiscal year-end? There is a suite of five reports in IUIE that facilitate monitoring 9041 activity at fiscal year-end Payment Request (Year End) - PURAP - IE_KFS_PUR_AP_9041_SNPSHT_PREQ_PAYABLES Guide to Accounts Payable Liability Object Code May Page 2 of 13
3 Credit Memo (Year End) - PURAP - IE_KFS_PUR_AP_9041_SNPSHT_CM_PAYABLES KFS GL Detail (Year End) - IE_KFS_PUR_AP_9041_SNPSHT_GL_DETAIL KFS GL Detail (Year End) Datagroup - PUR_AP_9041_GL_DTL_SNPSHT_V Out Of Balance (Year End) - IE_KFS_PUR_AP_9041_SNPSHT_OUT_OF_BAL Reference: Appendix B Fiscal Year-end 9041 Reports for additional report detail. What are the differences between the year to date reports and the yearend reports? The key differences between the year to date reports and the year-end reports are documented in the table below. Year to Date Reports The Year to Date Reports data is current as of the prior business day. This means that the report should be run on the first business day of the month to collect a record for the prior month s 9041 detail. Year to Date Reports do not include the post-back period* details. The data is current as of the prior business day. Year-end Reports The Year-End Reports are static, also known as a snap shot, for the 9041 object code detail at fiscal year-end. In other words, the 9041 object code detail is frozen in time. Year-end reports include the post-back period*. * Definition for post-back period: KFS is designed to book expense entries to the prior fiscal year if a PREQ s corresponding invoice has a billing date of <= June 30 and is processed during the first days of July. At Indiana University, the post back period ends the first business day following July 4. In calendar year 2015: The post back period ends on July 6, This means the reports are ready to use on July 7, Where are reports in IUIE? The reports are in the following folder in IUIE. Location Kuali Financial/Departmental Resources/Payment Requests What is the key use of the reports documented above? The reports above give quick access to a list of PREQ and CM documents that have not yet disbursed. The list is used to monitor budget activity. The list is used to study aged transactions for determining the reason disbursement has not yet occurred. Guide to Accounts Payable Liability Object Code May Page 3 of 13
4 Appendix A Year to Date 9041 Reports The Year to Date 9041 Reports are current as of the prior business day. There are not archive copies. Fiscal staff is advised to run The Year to Date 9041 Reports for the unit s accounts on the first business day of the month. This action allows saving a unit s 9041 account detail for the prior month end as needed Payment Request (Year to Date) - PURAP - IE_KFS_PUR_AP_9041_PREQ_PAYABLES This report returns payment request detail for PREQ documents that are currently enroute for fiscal review and not yet disbursed or that fully routed and approved but still pending disbursement. The output format Native BIRT Report View returns to a webpage. BIRT Report View provides the option to export the detail to an Excel workbook and other formats. Guide to Accounts Payable Liability Object Code May Page 4 of 13
5 Credit Memo (Year to Date) - PURAP - IE_KFS_PUR_AP_9041_CM_PAYABLES This report returns credit memo detail for CM documents that are in either status Awaiting AP Review or Complete but not yet disbursed. The output format Native BIRT Report View returns to a webpage. BIRT Report View provides the option to export the detail to an Excel workbook and other formats. Guide to Accounts Payable Liability Object Code May Page 5 of 13
6 KFS GL Detail (Fiscal Year Present) - IE_KFS_PUR_AP_9041_GL_DETAIL The report returns general ledger entry detail for object code 9041 for the fiscal year specified. The report includes a Sort Key in the far right hand column that pairs offsetting entries. This format allows those rows to be hidden or deleted when researching remaining entries. The report initiator is encouraged to limit output by specifying fiscal year and should select the report output as Send to Completed Reports, or use the report 9041 FIS GL Detail (Year to Date) Datagroup report instead. The report will most likely deliver a time out error if either listed option is not used. The datagroup report can be returned directly to an Excel workbook. Guide to Accounts Payable Liability Object Code May Page 6 of 13
7 KFS GL Detail (Year to Date) Datagroup - PUR_AP_9041_GL_DTL_V The report returns general ledger entry detail for object code 9041 for the fiscal year specified. The report includes a Sort Key in the far right hand column that pairs offsetting entries. This report has an advantage over the report 9041 KFS GL Detail (Fiscal Year Present) since returns data more quickly and directly to an Excel workbook. The report initiator is encouraged to limit output by specifying fiscal year. The input and output parameters are shown below. It is recommended to select All Columns and to select the Output format MS Excel (XLS). Guide to Accounts Payable Liability Object Code May Page 7 of 13
8 Out Of Balance (Year to Date) - IE_KFS_PUR_AP_9041_OUT_OF_BAL This report compares the results of the payment request report and the credit memo report against the results of the GL report. This BIRT report also returns balance information with the ability to drill down to the detail. Select Show Zero Balances to return all accounts according to the input parameters. Do not select Show Zero Balances when the desire is to find out of balance general ledger accounts for research and resolution. The definition of a 9041 out of balance is when the payment request document total subtracting the credit memo document total does not equal the 9041 general ledger balance for the account in question. The report initiator should Send to Completed Reports when running as Show Zero Balances. The report will most likely deliver a time out error if it is not sent to completed reports. Guide to Accounts Payable Liability Object Code May Page 8 of 13
9 Appendix B Fiscal Year-end 9041 Reports The key differences for Year to Date 9041 reporting and Fiscal Year-end 9041 reporting are documented in the table below. Year to Date Reports The Year to Date Reports data is current as of the prior business day. This means that the report should be run on the first business day of the month to collect a record for the prior month s 9041 detail. Year to Date Reports do not include the post-back period* details. The data is current as of the prior business day. Year-end Reports The Year-End Reports are static, also known as a snap shot, for the 9041 object code detail at fiscal year-end. In other words, the 9041 object code detail is frozen in time. Year-end reports include the post-back period*. * Definition for post-back period: KFS is designed to book expense entries to the prior fiscal year if a PREQ s corresponding invoice has a billing date of <= June 30 and is processed during the first days of July. At Indiana University, the post back period ends the first business day following July 4. In calendar year 2015: The post back period ends on July 6, This means the reports are ready to use on July 7, Appendix B will not repeat comments from Appendix A. Key differences are documented in Appendix B Payment Request (Year End) - PURAP - IE_KFS_PUR_AP_9041_SNPSHT_PREQ_PAYABLES There is an input parameter for Snapshot Fiscal Year. Input the 4 digit year for the complete fiscal year period you desire. For example, input 2015 for a report run on July 7, 2015 or later. Guide to Accounts Payable Liability Object Code May Page 9 of 13
10 Credit Memo (Year End) - PURAP - IE_KFS_PUR_AP_9041_SNPSHT_CM_PAYABLES There is an input parameter for Snapshot Fiscal Year. Input the 4 digit year for the complete fiscal year period you desire. For example, input 2015 for a report run on July 7, 2015 or later KFS GL Detail (Year End) - IE_KFS_PUR_AP_9041_SNPSHT_GL_DETAIL There is an input parameter for University Fiscal Year (Snapshot). Input the 4 digit year for the complete fiscal year period you desire. For example, input 2015 for a report run on July 7, 2015 or later. Input the University Fiscal Year (GL) similarly as the full fiscal year reported, 2015, in this example. Guide to Accounts Payable Liability Object Code May Page 10 of 13
11 KFS GL Detail (Year End) Datagroup - PUR_AP_9041_GL_DTL_SNPSHT_V There is an input parameter for Snapshot Fiscal Year (transactions >= FY2006). Input the 4 digit year for the complete fiscal year period you desire. For example, input 2015 for a report run on July 7, 2015 or later. Input the University Fiscal Year (GL) similarly as the full fiscal year reported, 2015, in this example. Select All Columns for the report output and select MS Excel (XLS) for the output format similarly to the Year to Date report. Guide to Accounts Payable Liability Object Code May Page 11 of 13
12 Out Of Balance (Year End) - IE_KFS_PUR_AP_9041_SNPSHT_OUT_OF_BAL There is an input parameter for Snapshot Fiscal Year (transactions >= FY2006). Input the 4 digit year for the complete fiscal year period you desire. For example, input 2015 for a report run on July 7, 2015 or later. Guide to Accounts Payable Liability Object Code May Page 12 of 13
13 Revision history Date Authors Comments May 2015 CAS, JFF, KWM Create and publish. Guide to Accounts Payable Liability Object Code May Page 13 of 13
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