RPO payment generation information

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RPO Encumbrance Tips
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RPO payment generation information
Scenario 1. If RPO is entered on 9/22/04 using a
monthly schedule with dates of service from
7/1/04 to 6/30/05, MMARS will make one payment a
night until the back payments are caught up. Each
night when the batch cycle runs a Recurring
Invoice Document (RIN) document gets created if
the RIN goes to Final, a payment request document
(PRM) gets created. So over the course of three
nights the July, August and September payments
will be sent out.
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RPO payment generation information
Scenario 2. An RPO is entered on 7/1/04 using a
monthly schedule with dates of service from
7/1/04 to 6/30/05 but due to budget issues no
payments go out for July, August or September
even though RIN documents for each months
payments go to a Final status. On the night of
9/22/04 when the budget issues are cleared, three
payment documents are processed in the nightly
cycle and are collapsed into one disbursement for
July, August and September.
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Tips and pitfalls to avoid when modifying an RPO
commodity line
A. If you decrease a commodity line to 0.00
(this includes out year lines) or to what has
been expended, and there is still a record on the
Scheduled Invoice Table (SIG) for that commodity
line that has not been paid, you must go to SIG
and put that commodity line on HOLD for each
record out there that has not been paid. There
may only be one record, but if there are multiple
records put each on HOLD.
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Example A
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Department must check this field
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Tips and pitfalls to avoid when modifying an RPO
commodity line
B. If there are two commodity lines for a current
year and you decrease one of those lines to
0.00 or to what has been expended, make sure you
put that SIG commodity line record on HOLD. If
you forget, no payment will go out against the
active line until you put the zero dollar
commodity line on HOLD. The payment request
document will not generate a payment for a zero
dollar commodity line. If you dont put it on
HOLD it will effect future payments.
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Tips and pitfalls to avoid when modifying an RPO
commodity line
C. If you are reducing a commodity line to 0.00
you may see this error
You get this error on a Line Type of Item when
you reduce the list price to zero, to avoid this
common error, do not modify the list price just
reduce the quantity to zero. The quantity
multiplied by the list price will equal zero,
0x50 0.
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Tips and pitfalls to avoid when modifying an RPO
commodity line
D. If you are trying to reduce a commodity line
down to what has been expended you may encounter
the following error message
If you see this error message, go to the
commodity line that is triggering it. Notice that
the closed amount and the closed contract amount
are not equal. In the following example
44,488.44 has been expended but the user is
getting the above error message when validating
the document.
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(No Transcript)
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Tips and pitfalls to avoid when modifying an RPO
commodity line
D. The Closed Contract amount in this case is
greater than the Closed amount because the
commodity line is being referenced by a Recurring
Invoice Document (RIN) for 44,844.44 An RIN
document went to FINAL for 44,844.44 but for
some reason the Payment Request document (PRM)
referencing that RIN never went to Final. The
Closed Contract amount represents the total
amount of all the RINs that reference the
commodity line. The Closed amount represents the
closed amount of the corresponding accounting
lines These may not be equal if a payment
document has not gone to FINAL
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Tips and pitfalls to avoid when modifying an RPO
commodity line
D. In order to reduce this commodity line to what
has been expended, decrease the RIN document
(that has not been paid) down to zero. That
record on SIG should also be put on HOLD along
with any other records for that commodity line
that have been paid.
This RIN needs to be reduced to 0 and both of
these records need to be put on HOLD
SIG Table
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Tips and pitfalls to avoid when modifying an RPO
commodity line
E. If you are trying to reduce a commodity line
that has a Line Type of ITEM to what has been
expended, you may not be able to if you
previously modified the quantity and unit
price. For example, if the Quantity was
originally 1 with a unit price of 25,000 and a
recurring payment amount of 1,200 and a payment
goes out, the quantity and accounting line amount
are liquidated. The accounting line has a closed
amount of 1,200 and the commodity line has a
closed quantity of .048 Next the Department
modifies the quantity to 25000 and changes the
unit price to 1.00 and then another payment goes
out. The accounting line is now closed for 2400
and the commodity lines closed quantity amount
is now 20.8333.
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Tips and pitfalls to avoid when modifying an RPO
commodity line
E. After the second payment goes out, the
department decides to reduce the line down to
what has been expended. It is easy enough to
reduce the the accounting line to the expended
amount the problem is modifying the commodity
line so that it calculates the expended contract
amount correctly. In this case the closed
quantity is 20.8813, that amount times the unit
price needs to equal the expended amount. In this
case the unit price would need to be
115.20018432029491247185995497593, the system can
not accept this number, if you round up the value
will be greater than the expended and if you mod
down the number will be less than the expended.
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Tips and pitfalls to avoid when modifying an RPO
commodity line
Solution Example E
E. In this scenario, the department will have to
copy forward to a PRC entering 0.00 commodity
line with an indicator of Final. This will close
the line out completely and revert the unexpended
amount back to the appropriation. Note remember
to put the appropriate commodity line on HOLD on
SIG.
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Tips and pitfalls to avoid when modifying an RPO
commodity line
F. If you are modifying an RPO to extend dates
you may need to add a new commodity line. For
example, if you are on a monthly payment schedule
and your commodity line goes from 7/1/04 to
8/30/04 and it is now September 8th and you want
to extend the dates to 12/31/04 you will need to
add a new commodity line that begins on 9/1/04 to
12/31/04. Once a payment schedule date is
reached, a payment document is processed and a
new record for that line is added to SIG. So,
since the line ended 8/30/04 it didnt create a
new SIG record. The system thinks the line has
generated all of its payments. Extending the
line to 12/31/04 will not put another record on
SIG for September, you will have to create a new
commodity line with the dates from 9/1/04 to
12/31/04.