RECEIVING-AP-LINE

DWH Archive Name: B__RECEIVING_AP_LINE

The file used to store Account Payable (invoice) lines and Receiving Entries (receivers). Payment is only made when vendor invoice lines are matched with receivers -- both within one of these Receiving/AP-Line records. Quantity receiving items are automatically matched by the system, while $ receiving items require manual matching. E-Business charges are also loaded here, but have no PO information.

Data Element Definitions for RECEIVING-AP-LINE (U-97)

Type & Level		Field Name & Attributes	Format & Length		Comp Opt	Index	Field Definition
Primary Identifiers
	1	AP-ID DB=AB CS=PP	P	9.0	N		The system assigned number and unique identifier of an Accounts Payable (vendor's invoice or credit memo, or other direct payment). This ID is used to retrieve AP items and related lines, and to identify scanned images of related source documents within the AP imaging system.
	1	PO-NO DB=AC CS=PP	P	7.0	N		The unique identifier for a purchase order.
	1	PO-LINE-NO DB=AD CS=PP	P	3.0	N		User or system assigned number which identifies a line on a PO.
	1	RECEIVING-INV-ENTRY-NO DB=AE CS=PP	P	4.0	N		A system generated sequential number assigned for each unique receiving entry and/or invoice line for a PO line. Matched receiving entries and invoice lines share the same record and Receiving-Inv-Entry-No.
SP	1	AP-ID-ENTRY-KEY DB=S0 CS=*	B	8.0	N	D	The super-descriptor composed of AP-ID and Receiving-Inv-Entry-No. This index uniquely identifies the lines (items) associated with an Accounts Payable (invoice) when there is no Purchase Order referenced. For invoices with a PO-NO, lines are uniquely identified by the index PO-No-Line-No-Inverted-Entry- Key and within those entries Receiving-Inv-Entry-No values may be duplicated.
	1	INVERTED-RECEIVING-INV-ENTRY-NO DB=AF CS=PP	P	4.0	N		An inverted value of the Receiving-Inv-Entry-No system maintained as 10000 minus the Receiving-Inv-Entry-No. This allows the PO-No-Line-No- Entry-Inv-Key to be used to obtain receiving/AP lines for a PO line in inverse order, and to determine the next entry number to be assigned.
SP	1	PO-NO-LINE-NO-INVERTED-ENTRY-KEY DB=S4 CS=*	B	9.0	N	U	The super-descriptor composed of the PO-NO, PO-LINE-NO, & INVERTED-RECEIVING-INV-ENTRY- NO. This index is used to retrieve the lowest inverted entry number for a PO line in order to determine the next entry number to be assigned. It is also used to list AP lines or Receiving entries for a PO line, and to provide unique identification of and direct access to these entries.
E-Invoice identifiers
	1	PA-EMP-ID DB=BR CS=PP	P	6.0	N		The employee ID of the person responsible for an electronic invoice charge as identified by the procurement authorization related to the charge. This field on the Receiving-AP-Line file is only used for Invoice Type 'OE' and is null for all others.
	1	E-INVOICE-VENDOR-NO DB=BS CS=PP	P	6.0	N		The vendor number for an electronic invoice charge. This value is duplicated from the Accounts-Payable file (invoice header) for electronic invoices in order to create indexes in order to segregate charges by vendor. This field on the Receiving-AP-Line file is only used for Invoice Type 'OE' and is null for all others.
	1	DATE-E-INVOICE-CHARGE-CUTOFF DB=BT CS=PP	D		N		The date by which electronic invoice charges must be approved and/or the cost center distribution changed. After this date the invoice is paid and the interface is made to accounting with the distribution defined at that time. This field on the Receiving-AP-Line file is only used for Invoice Type 'OE' and is null for all others.
	1	DATE-PRE-PAID-EXPENSE-BEGIN DB=BU CS=PP	D		N		The begining date of the period of service covered by a pre-paid expense. This and the ending period date are used to prorate the expense amount between fiscal years.
	1	DATE-PRE-PAID-EXPENSE-END DB=BV CS=PP	D		N		The ending date of the period of service covered by a pre-paid expense. This and the begining period date are used to prorate the expense amount between fiscal years.
SP	1	EMP-VENDOR-CUTOFF-RECEIVED-KEY DB=S5 CS=*	B	16.0	N	D	The super descriptor composed of PA-Emp-ID, E-Invoice-Vendor-No, Date-E-Invoice-Charge-Cutoff, and Date-Received. This index is used to list charges for an employee, eBusiness partner, and cutoff date by the date of the charges (date received).
SP	1	ST-VENDOR-CUTOFF-BU-EMP-RECEIVED DB=S6 CS=*	A	21.0	N	D	The super descriptor composed of Receiving-Inv-Entry-Status, PO-Budgetary-Unit-No, E-Invoice-Vendor-No, Date-E-Invoice-Charge-Cutoff, PA-Emp-ID, and Date-Received. This index is used to list electronic invoice charges that have not been approved for an eBusiness partner and cutoff date, by BU (or for a BU), by employee and date received.
SP	1	TA-NO-CUTOFF-KEY DB=S7 CS=*	B	8.0	N	D	The super-descriptor composed of PO-NO (which is a TA-NO) & Date-E-Invoice-Charge-Cutoff. This index is used to find the E-Invoice 'T-Card' charges that have been linked to a specific Travel Authorization. PO-NO is not used for any other E-Invoice charges and therefore the only records retrieved via this descriptor should be T-Card charges.
Receiving/Invoice line data
	1	RECEIVING-INV-ENTRY-STATUS DB=AH CS=PP	A	1.0	N		Status of an invoice line or receiving entry. Possible values are: R = Receiving entry (receiver has not been matched to an invoice line), I = Invoice line which has not been matched to a receiver, C = Credit memo line not yet approved by the department, or = Approved for payment, the receiving entry and invoice line have been matched.
SP	1	AP-ID-STATUS-ENTRY-KEY DB=S3 CS=*	A	9.0	N	D	The super-descriptor composed of AP-ID, Receiving-Inv-Entry- Status, and Receiving-Inv- Entry-No. This index permits identification of any non- approved lines for an invoice.
SP	1	PO-NO-STATUS-LINE-NO-ENTRY-KEY DB=S2 CS=*	A	10.0	N	D	The super-descriptor composed of the PO-NO, RECEIVING-INV-ENTRY-STATUS, PO-LINE-NO, and RECEIVING-INV-ENTRY-NO. This index is used to retrieve and list AP lines or Receiving entries for a PO for unapproved items (status is not blank). This index is essential for the auto-matching process used with quantity receiving and can be used to list outstanding credit memos for a PO.
	1	PO-BUDGETARY-UNIT-NO DB=AG CS=PP	N	4.0	N		The standard UAF budgetary unit number which identifies the organizational entity that is to be associated with a purchase order.
	1	DATE-RECEIVING-INV-ACTIVITY DB=AK CS=PP	D		N		The last date of any update activity for a receiving entry or AP line. This value is used to identify lines needing follow-up action by listing unpaid receiving entries or unapproved invoice lines for a BU in this date sequence.
	1	DATE-E-INVOICE-ORDER DB=AK CS=PP	D		N		The order date or transaction date as reported by an eBusiness partner for an electronic invoice charge. The receipt date for goods is not permitted to be set prior to this date.
SP	1	STATUS-BU-DATE-PO-NO-LINE-NO-KEY DB=S1 CS=*	A	15.0	N	D	The super-descriptor composed of RECEIVING-INV-ENTRY-STATUS, PO-BUDGETARY-UNIT-NO, DATE- RECEIVING-INV-ACTIVITY, PO-NO, and PO-LINE-NO. This index is used to list and report entries for which receiving has been performed but no invoice has been entered, an invoice has been entered but no receiving performed, or receiving did not provide approval to pay.
	1	RECEIVING-INV-ENTRY-QTY DB=AI CS=PP	P	5.3	N		The number of units (defined by the Purchase Order unit of measure) of an item for a PO that have been received or invoiced. Quantities received and quantities invoiced are autmatically matched on a Receiving-AP-Line, and thus this may represent the receipt quantity, the invoice quantity, or both. This field is not used for '$' receiving.
	1	RECEIVING-INV-ENTRY-AMT DB=AJ CS=PP	P	8.2	N		The dollar amount approved for payment for '$' receiving, and/or the dollar amount invoiced for an item for either '$' or quantity receiving. For quantity receiving this extended price may be modified during invoice entry. Once a '$' receiving entry is matched to an invoice line, any prorated sales tax (including any excess tax) is subtracted from this amount and stored in the separate tax fields (as is always the case for quantity receiving).
Receiving data
	1	DATE-RECEIVED DB=AO CS=PP	D		N		The date on which goods were received or a service provided. This date is used in conjunction with other information in determining the University's Accounts Payable liability at any given point in time. See the AP documentation for the specific algorithm.
	1	TICKET-NO DB=AP CS=PP	A	15.0	N		The ticket, receipt, packing slip or other unique number issued by the vendor with the delivery of goods. Most often used for identifying specific blanket order purchases. This value is entered during receiving.
	1	PAYMENT-APPROVAL-CD DB=AQ CS=PP	A	1.0	N		Depricated Jan 2012. Formerly receiving approval or not: G = Good (stored as blank) U = Unapproved eInvoice charge to be paid anyway R = Refund requested for an eInvoice charge T = Travel card charge turned into a personal receivable Payment is to be held: D = Damaged I = Installation not complete S = Shipment incorrect F = Further follow-up action required C = Dept disapproved CM
MU	1	RECEIVING-COMMENT DB=BG CS=PP Max Occ=3 HD=__COMMENT	A	72.0	N		DWH Archive Name: B__RECEIVING_AP_LINE__COMMENT Comment field for additional information regarding the receiving data.
	1	REOPEN-PO-LINE DB=BH CS=PP	A	1.0	N		A code associated with a credit memo line indicating whether the cooresponding PO line should be reopened. An affirmative response will re-encumber funds and should be used when another invoice from the vendor for the item is expected. Possible values are: Y = Yes, reopen the PO line or N = No, do not reopen the line (stored on the DB as blank).
	1	E-CHARGE-LOCAL-TAX-CD DB=BN CS=PP	A	2.0	N		Identifies a locality in Arkansas and the effective tax rate associated with an electronic charge for which 'use tax' has been calculated. This may be assigned (selected based upon a 'ship to' code) or a default value assumed for a specific electronic charge (AP line). For e-charges, the line amount is considered the total invoice amount for use tax calculation purposes.
	1	APL-TEXT-ID DB=BO CS=PP	A	16.0	N		The key for accessing extended text for an AP line (receiving entry) stored on the UAF-TEXT file. This text is used to annotate and explain or justify the receiving entry or AP line.
AP line data
	1	TAX-EXEMPTION-CD DB=AL CS=PP	A	1.0	N		A code which indicates whether a purchase is exempt from sales or use tax, and if so for what reason. Possible values are: = Subject to sales/use tax D = Prescription drugs S = Feed, seed, & fertilizer F = Farm machinery N = Items for resale G = Gasoline O = Other exempt items E = Organization is exempt X = Tax exemption must be determined by Purchasing.
	1	ACCOUNT-NO DB=AM CS=PP	N	8.0	N		General ledger account number used to classify the specific type of financial activity represented by a given transaction. The account number is composed of: 99 - Account or budget category 9 - Account class 99999 - Lowest level identifier. For expenditures (class 5) this is the state mandated object code.
	1	VOUCHER-TYPE DB=AY CS=PP	A	4.0	N		A code which identifies the state Fund, Character Code, and Appropriation Code of a University of Arkansas expenditure (required for state reporting and reconciliation), and is used to identify the next voucher number to be assigned for each of these for both current and old year vouchers. The first character is C (Cash) or S (State).
	1	PAYMENT-1099-CD DB=AN CS=PP	A	1.0	N		Identifies a payment or a proposed payment (PO line) as being subject to 1099 reporting. Potential 1099 purchases are identified on the PO via a follow-up code. When it has been determined that the payment is subject to 1099 reporting, this value is set either on the PO or Invoice. Possible values are: Y = A payment subject to 1099 reporting N = Not subject to 1099 reporting (stored on the data base as blank)
	1	ITEM-UNIT-PRICE DB=AS CS=PP	P	8.5	N		The price of one unit of an item as defined by the associated code which identifies a unit of measure (ITEM-UNIT-CD). (For dollar receiving this is the same as the Item-Extended-Price.)
	1	INVOICE-ITEM-FREIGHT-AMT DB=AT CS=PP	P	5.2	N		The freight charges attributed to an item by the system for the purpose of cost distribution.
	1	INVOICE-ITEM-TAX-AMT DB=AU CS=PP	P	6.2	N		The sales (less any excess tax tax) or use tax attributed to an item by the system for the purpose of cost distribution.
	1	INVOICE-ITEM-EXCESS-TAX-AMT DB=BW CS=PP	P	5.2	N		The excess tax amount attributed to an invoice line by the system for the purpose of dating the accounts receivable associated with the excess tax based upon the receiving date of the line.
	1	INVOICE-ITEM-MISC-AMT DB=AV CS=PP	P	4.2	N		The miscellaneous invoice amount attributed to an item by the system for the purpose of cost distribution.
	1	INVOICE-ITEM-DISCOUNT-AMT DB=AW CS=PP	P	4.2	N		The discount amount attributed to an item by the system for the purpose of cost distribution. This value merely indicates the availability of the discount. The discount taken code indicates whether the discount was actually earned and taken.
	1	RECEIPT-DOCUMENT-NO DB=BP CS=PP	P	8.0	N		A numerically assigned unique identifier of an electronic charge. Primarily used for associating an image of a receipt with the charge, but also used as an alternate unique identifier of a charge (in addition to the AP-ID and Receiving-Inv-Entry-No). This value is commonly pre-fixed with a D for P-Card charges or a T for T-Card charges.
	1	RECEIPT-IMAGE-EXIST-CD DB=AR CS=PP	A	1.0	N		A code indicating whether an electronic image has been created for a receipt. Y = Yes, an image exists, N = No, an image has not been created (stored on the data base as blank), or X = No image is required for the associated charge.
Expense accounting data
	1	DATE-EXPENSE-EFFECTIVE DB=AX CS=PP	D		N		The date an associated expense is effective within accounting. This date defines the accounting period of the expense. For AP items, this value is set in batch when the accounting expense transaction is generated and the encumbrance is relieved.
	1	DATE-CANCEL-EFFECTIVE DB=BQ CS=PP	D		N		The effective date for accounting purposes of a cancellation.
PE	1	INVOICE-ITEM-DISTRIBUTION-GROUP DB=AZ CS=* Max Occ=10 HD=__DIST_GRP					DWH Archive Name: B__RECEIVING_AP_LINE__DIST_GRP Periodic repeating group containing the cost centers and NET invoice line amount (extended price + proportional sales/use tax, freight & miscellaneous charge - proportional discount) to be charged to each.
	2	CO-CENTER-NO DB=BA CS=PP PE=INVOICE-ITEM-DISTRIBUTION-GROUP	P	15.0	N		A combination of the company number and the cost center number from the UAF chart of accounts. The primary identifier of financial ownership and responsibility.
	2	CO-CENTER-NET-AMT DB=BB CS=PP PE=INVOICE-ITEM-DISTRIBUTION-GROUP	P	8.2	N		The expense amount charged to a cost center resulting from an approved invoice. Sales (less any excess tax) or Use tax, freight, and any discount are first distributed accross all invoice lines. These are then combined with the extended price of the item to yield the net expense of the item. This amount is then distributed across the CCCs according to the options specified on the PO or based upon input specifications when there is no referenced PO.
	2	DEPT-ACCT-CATEGORY DB=BC CS=PP PE=INVOICE-ITEM-DISTRIBUTION-GROUP	A	8.0	N		A pre-defined code used to categorize expenses, income, and other financial activity at a summary level which is of use to departments in managing their funds.
	2	DEPT-ACCT-PROJECT DB=BD CS=PP PE=INVOICE-ITEM-DISTRIBUTION-GROUP	A	2.0	N		A free form value which may be assigned to expense, revenue, or other financial transactions in order to categorize those amounts for later retrieval and processing (in batch).
Audit and control data
PE	1	UPDATE-HISTORY-GROUP DB=BI CS=* Max Occ=6 HD=__UPD_HIST					DWH Archive Name: B__RECEIVING_AP_LINE__UPD_HIST The periodic repeating group which identifies the time and user performing selected updates. PE occurrences are defined for: 1 - Initial AP line entry 2 - Initial Receiving entry 3 - Update of AP line 4 - Update of Receiving entry 5 - Posting of accounting updates related to disbursing approval 6 - Posting of accounting updates related to cancelation
	2	TIME-OF-UPDATE DB=BJ CS=UA PE=UPDATE-HISTORY-GROUP	T		N		Date and time that a record or associated item was last updated on the data base.
	2	UPDATED-BY-USER DB=BK CS=UA PE=UPDATE-HISTORY-GROUP	A	8.0	N		The Natural user ID (USER-ID) of the last user to update a record or associated item.
	2	DEVICE-CD DB=BL CS=UA PE=UPDATE-HISTORY-GROUP	A	1.0	N		A code identifying the environment from which an update occurred, as defined by the first character of *DEVICE (used to populate this value). Possible values are: A = Asynch (web), V = Video (3270 monochrome), C = Color (3278/3279), or B = Batch.
	1	TIME-STAMP DB=AA CS=UA	B	8.0	F		This field is used to uniquely identify each update to a record. Each time a record is updated, this field should be assigned the value of the Natural function *TIMESTMP. Programs should check to see if this field has changed from the time they first read a record until the time they read the record with hold. This will determine if someone else has altered the record.