Mississippi Management and
Reporting System
Department of Finance and Administration
5609
MMRS MASH/Training Materials
SAAS Agency Manual
Revision Date: 01/08/2014
Revenues
Version: 3
5609 – SAAS Agency Manual Revenues
V3 01/08/2014
Table of Contents
Purpose ..................................................................................................................................... 3
Revenue Collection Process ...................................................................................................... 3
Types of Transactions ................................................................................................................ 3
Cash Receipt Transaction (CR).............................................................................................. 4
Alternate Cash Receipt Transaction (C1) ............................................................................... 9
Quick Receipt Transaction (QR)............................................................................................10
Invoice Transaction (IN) ........................................................................................................10
Quick Invoice Transaction (QI) ..............................................................................................13
Revenue Transactions ..............................................................................................................14
Revenue Transaction Approvals ...............................................................................................14
Revenue Invoice/Collection Procedures ....................................................................................14
Provider Codes .....................................................................................................................14
Invoice/Collection Processing ...............................................................................................14
Printing Cash Receipts..............................................................................................................15
Additional Steps in Revenue Accounting ...................................................................................15
MMRS/SAAS Revenue Tables..................................................................................................16
Master Tables .......................................................................................................................16
Recurring Invoice (REIN) ......................................................................................................18
Page 2 of 19
5609 – SAAS Agency Manual Revenues
V3 01/08/2014
Purpose
•
•
•
Provides detailed revenue accounting records for both financial and cost accounting
purposes.
Revenue accounting may occur on a cash or accrual basis.
Cash advances and vendor refunds may be recorded when received.
Revenue Collection Process
Each agency must determine, in accordance with GAAP, the proper time that it should record its
revenue. Revenue may be recognized in the MMRS/SAAS system either when it is earned or
when the cash is collected.
To record a revenue collection at the time the revenue is earned, an invoice is generated for the
sale of services/goods. Earned revenue is recorded by using an invoice transaction.
This process is currently used by some State agencies that provide services to other agencies.
Examples include the Attorney General's Office, which provides legal services to other state
agencies, and the Information Technology Services (ITS), which provides computer assistance.
Agencies may also provide services to entities outside of state government. An example of this
is the Secretary of State's Office, which provides many services to attorneys throughout the
State.
The procedures for using the Invoice feature of MMRS/SAAS are detailed later in this section.
Revenue is recorded when the cash is received through a cash receipt transaction. This may
occur without prior recognition of the revenue.
State agencies collect revenues from a variety of sources. Examples include federal funding
sources; revenues from the sale of goods such as souvenirs from the State parks, magazines
and other publications produced by agencies, and map sales; license sales and fees; tax
collections; and interest from investments.
These types of revenues are received by the agency and entered into MMRS/SAAS using a
cash receipt (CR) transaction.
Types of Transactions
There are five available Revenue transactions in the MMRS/SAAS system:
CR
C1
IN
QI
QR
Cash Receipt
Alternate Cash Receipt
Invoice
Quick Invoice
Quick Receipt
Descriptions of these transactions and their uses follow.
Page 3 of 19
5609 – SAAS Agency Manual Revenues
V3 01/08/2014
Cash Receipt Transaction (CR)
The Cash Receipt transaction is the most detailed of all the revenue transactions available.
This transaction provides additional referencing fields for invoice transactions previously entered
to record the revenue when it was earned. The CR consists of a header screen and a detailed
accounting line screen.
Screen 1- Data Entry Instructions
FIELD NAME
DOC ID:
DEPOSIT DATE:
ACCTG PRD (Accounting Period):
BUDGET FY (Budget Fiscal Year):
ACTION:
BANK ACCOUNT CODE:
DESCRIPTION
If entering a single document, this information
will be inferred from the Document Suspense
File. If entering the first document in a batch,
tab to this field at the top of the screen and
enter the agency code XXX, and press the
pound key (#) to initiate automatic numbering,
or enter the agency defined document
identification number. The remaining header
information is inferred from the Batch Header
Screen.
This field is automatically completed by the
system.
This field is automatically completed by the
system based upon the transaction date.
This field is automatically completed by the
system except during the lapse period.
During the lapse period (July and August),
this field must be entered.
This field will default to E for a new entry. To
modify a previous document, enter M.
Enter 01 which is the generic account code
associated with a treasury fund or enter a
valid code from the Bank Account Table
(BANK).
Page 4 of 19
5609 – SAAS Agency Manual Revenues
FIELD NAME
CASH ACCOUNT:
COMMENTS:
DOCUMENT TOTAL:
UNIDENTIFIABLE INVOICE:
CALCULATED DOCUMENT TOTAL:
INVOICE RECONCILIATION:
V3 01/08/2014
DESCRIPTION
This field is automatically completed by the
system based on the Special Accounts Table
(SPEC). The user may enter a different cash
account.
This field can be used to enter additional
information about the transaction. Only the
first twelve characters will be entered into the
system.
Enter the document total (the net amount of
all lines on the document).
This field is used when the invoice for this
receipt is not identified. The system defaults
to "N" but may be overridden with "Y.”
Entering "Y" creates a receivable entry until
such time that the invoice is known.
This field is automatically computed by the
system.
If the Cash Receipt is to be reconciled with
the proper invoice, enter "Y.” If not, the
system will default to "N."
NOTE: If the cash Receipt is to be
reconciled, another cash receipt transaction
must be entered to reverse the receivable
entry established in the unidentifiable invoice
field.
Press ENTER and Screen 2 appears.
Screen 2 - Data Entry Instructions
Page 5 of 19
5609 – SAAS Agency Manual Revenues
FIELD NAME
LINE NUMBER:
REF DOC ID (Reference Document
Identification):
REF LINE NO (Reference Line Number):
VEND/PROV/CUST
(Vendor/Provider/Customer):
NAME:
BILLING CODE:
RECVG FUND (Receiving Fund):
LOC CODE (Location):
COLL FUND (Collecting Fund):
AGENCY:
ORG/SUB-ORG (Organization/Suborganization):
APPR UNIT (Appropriation Unit):
ACTIVITY:
V3 01/08/2014
DESCRIPTION
Enter the line number, beginning with 01.
Required if referencing an invoice or a travel
transaction; enter the appropriate transaction
code, agency code, and transaction number.
Required if referencing an invoice or a travel
transaction; otherwise it remains blank. Enter
the line number from the reference
transaction for the revenue being received. If
this line is an adjustment to a previously
entered line, the code used must be the same
as the one on the original line.
This field is optional. If this line is referencing
an invoice on which a provider code was
entered, the system will infer the code from
the invoice. Remains blank on balance sheet
transactions. For travel transactions, this
must be the same number as the reference
document.
Vendor is required on vendor refunds if the
Vendor Control Option in the System Control
Options Master Table (SOPT) is "Y.”
The vendor/provider/customer name is
inferred from the code entered above.
Enter the billing code from the Charge Class
Table (CHRG).
Enter the fund number where the monies are
to be deposited. If the monies are being
deposited in the State Treasury, enter 2999.
When depositing from sources outside of
state government, use agency's fund number.
This is an optional field used for reporting
purposes. Enter the location code from the
Agency Location Table (ALOC) if applicable.
Enter the four-digit fund number of the
agency to be credited with the revenue
collected. If this line references an invoice,
this field will be inferred.
This is inferred from the fund field.
This optional field may be used for reporting
purposes. If a transaction containing an
organizational/sub-organization code was
referenced, this field is inferred.
This field will be completed by the system.
This optional field is used for reporting
purposes. Enter the four-character activity
code if applicable. If this references an
invoice, it will be inferred by the system.
Page 6 of 19
5609 – SAAS Agency Manual Revenues
FIELD NAME
REV SRCE/SUB-REV (Revenue/SubRevenue Source):
PROJ NUMBER:
REPT CAT (Reporting Category):
BS ACCOUNT (Balance Sheet Account):
OBJ/SUB-OBJ (Object/Sub-Object Code):
DESCRIPTION:
AMOUNT:
V3 01/08/2014
DESCRIPTION
Enter the revenue source code and subrevenue source code if needed. This field
remains blank for balance sheet transactions
(then balance sheet account must be filled in)
or vendor refunds (then object must be filled
in). The code used must be valid in the
Revenue Source Master Table (RSRC). If
this line references an invoice, this code will
be inferred by the system.
This optional field is used for project reporting
purposes. Enter if applicable.
This optional field is used for reporting
purposes.
This field usually remains blank; enter only if
this line is a balance sheet transaction.
Examples of when a balance sheet account is
used on a cash receipt transaction include
closing a petty cash account, redeeming a
Certificate of Deposit, or recording deferred
revenue (cash advance).
If the coded Balance Sheet Account is a type
02 or 03, the account must be a non-cash
asset account as the offsetting entry is cash.
Required on vendor refunds. Leave blank
otherwise. The code used must be valid in
the Object Master Table. If this line
references an invoice, this code will be
inferred by the system.
Optional, for reporting purposes only. Enter
information about this line. The first 30
characters will be stored in the computer. If
this line is modifying a previously entered
line, a new description can be entered.
If this is a new line; enter the dollar amount of
the item(s) described on this line.
If this line is a modification to a previous line,
enter the amount of change over (under) the
previous amount. Do not code a sign (+ or -);
the INC/DEC column indicates whether this is
to be added or subtracted from the original
amount. The decimal point is optional, but
two digits must be coded for cents.
Page 7 of 19
5609 – SAAS Agency Manual Revenues
FIELD NAME
I/D (Increase/Decrease):
V3 01/08/2014
DESCRIPTION
Required if making an adjustment. Code the
following:
D
I
P/F (Partial/Final):
Decrease
Increase
Leave blank for new lines.
Optional. This column indicates whether the
line is a final receipt against an invoice line,
or if it is only a partial receipt. Code this
column according to the following rules:
P for Partial Receipt - The P is
optional.
F for Final Receipt (Final receipts do
not have to equal the amount on the
IN.)
If this line makes the total amount received
equal to the IN line amount, then the IN line
will be closed automatically; and the "F" is
optional.
If this cash receipt line makes the total
amount received less than the IN amount and
it is desired to force a close (the invoice was
in error), the "F" is required.
PRIVACY FLAG:
If this cash receipt line makes the total
amount paid more than the IN amount, the
transaction will be rejected.
A selection of “No” will default the “PrivacyFlag” field to “N” on all agency payment
voucher transactions. The agency may
change the default value as needed per
transaction. If blank is chosen, the agency
must enter a “Y” or “N” in the “Privacy-Flag”
field per payment voucher transaction.
1. If entering an individual document, tab to the ACTION field and enter Q (for Quick Edit).
Read the messages at the bottom of the screen. If errors are indicated make the necessary
corrections.
2. To apply approvals to an individual document, tab to the Function field and enter A (for
approval). The message at the bottom of the screen should read DOCUMENT APPROVED.
3. Tab to the Function field and enter E to end data entry and return to the Suspense File.
Page 8 of 19
5609 – SAAS Agency Manual Revenues
V3 01/08/2014
Alternate Cash Receipt Transaction (C1)
The C1 transaction has the capability of multiple lines of entry. When the C1 transaction is
accepted in MMRS/SAAS, it is given a CR transaction code.
Screen 1
Screen 2
Data Entry Instructions
The Alternate Cash Receipt (C1) transaction does not provide as many fields for referenced
transactions as does the Cash Receipt (CR) transaction. The C1 does provide multiple lines of
entry. The data entry instructions provided for the Cash Receipt transaction should be followed
for the fields contained on the C1 transaction.
Page 9 of 19
5609 – SAAS Agency Manual Revenues
V3 01/08/2014
Quick Receipt Transaction (QR)
This transaction is not entered directly into the MMRS/SAAS system by online agencies. The
Quick Receipt is generated from agency interfaces. The Bureau of Financial Control also
records revenue for offline agencies by means of the QR transaction. The QR transactions are
loaded into the Document Suspense File (SUSF). When QRs are loaded to the tables and
ledgers, the transaction code is updated to reflect a CR transaction.
Invoice Transaction (IN)
The Invoice transaction is used to recognize revenue when it is earned and to generate a
document for invoicing for services issued or goods delivered. The IN consists of a header
screen and a detailed accounting line screen. This transaction provides more account code
flexibility than the QI described below.
Screen 1 - Data Entry Instructions
FIELD NAME
INV DATE (Invoice Date):
ACCTG PRD (Accounting Period):
BUDGET FY:
ACTION:
DESCRIPTION
Enter the date to be associated with these
transactions, usually the current date, in
MMDDYY format. If left blank, the system will
infer the date the transaction is accepted.
The accounting period is inferred from the
invoice date.
This field is automatically completed by the
system except during the lapse period.
During the lapse period (July and August),
this field must be entered.
For a new entry, enter E. To modify a
previous document, enter M.
Page 10 of 19
5609 – SAAS Agency Manual Revenues
FIELD NAME
PROVIDER CODE:
INVOICE TYPE:
COMMENTS:
DOCUMENT TOTAL:
OFF BILL REC ACCT (Off-set Billed
Receivable Account):
CALCULATED DOCUMENT:
PROVIDER NAME/ADDR/ZIP:
INV ATTACH IND (Invoice Attached
Indicator):
V3 01/08/2014
DESCRIPTION
Required if using the Invoice Printing facility
discussed in the chapter on revenues in the
MMRS/SAAS User Guide, Vol. II. Enter the
code of the person or organization that owes
the amounts listed on this document. The
code used must be valid in the Provider
Master Table (PROV). If this document is an
adjustment to a previously entered document,
the code must be the same as the one on the
original document.
This is an agency-defined field used for
reporting purposes.
This field is inferred from the provider code
(#5 above). The comments associated with
the provider will be printed on the invoice.
Enter the document total (the net amount of
all lines on the document).
This field is automatically completed by the
system. If a different offset billed receivable
account is desired, it may be entered if it is a
valid account code.
This field is automatically computed by the
system.
This field is inferred from the provider code.
If an invoice is attached, indicate by entering
a "Y" for Yes.
Press ENTER and Screen 2 appears.
Page 11 of 19
5609 – SAAS Agency Manual Revenues
V3 01/08/2014
Screen 2 – Data Entry Instructions
FIELD NAME
LINE NO:
FUND:
AGENCY:
ORG (Organization):
SUB ORG (Sub-organization):
APPR UNIT (Appropriation Unit):
ACTIVITY:
OBJ (Object Code):
SUB OBJ (Sub-object):
REV SRCE (Revenue Source):
SUB REV (Sub Revenue Source):
PROJECT NUMBER:
DESCRIPTION
Enter the line number beginning with 01. If
this line is an adjustment to a previously
entered line, the code used must be the same
as the one on the original line.
Enter the code of the fund that is to receive
the revenue listed on this line. The code
used must be valid on the Fund Master Table
(FUND). If document action is "M,” the code
must match the original transaction.
Enter the code of the agency (XXX) that is to
receive the revenue listed on this line. The
code used must be valid on the Agency
Master Table (AGCY), and the fund/agency
combination must be valid in the
Fund/Agency Master Table (FAGY). If
document action is "M,” it does not have to be
coded.
This optional field is used for reporting
purposes. Enter the four-digit organization
code if applicable.
This optional field is used for reporting
purposes. Enter the two-character suborganization code if applicable
This field defaults from the fund number.
This optional field is used for reporting
purposes. Enter the four-character activity
code if applicable.
Required on reimbursement transactions;
otherwise, remains blank. The code used
must be valid in the Object Master Table
(OBJT).
This field remains blank.
Enter the code that defines the type of
revenue recorded on this line. The code
used must be valid in the Revenue Source
Master Table (RSRC). If document action is
"M,” this code does not have to be entered.
This field remains blank on balance sheet
and reimbursement transactions.
This field is used for reporting purposes.
Enter the two-character code if applicable.
Remains blank on balance sheet and
reimbursement transactions.
This optional field is used for project reporting
purposes.
Page 12 of 19
5609 – SAAS Agency Manual Revenues
FIELD NAME
REPT CATG (Reporting Category):
BS ACCT (Balance Sheet Account):
TXT FLG (Text Flag): Optional.
ITEM CODE:
DESCRIPTION:
I/D (Increase/Decrease):
AMOUNT:
LOCT (Location):
V3 01/08/2014
DESCRIPTION
This optional field is used for reporting
purposes.
This field remains blank.
Enter one of the following if desired:
D Display only text
Y Yes, to print text on Invoice
This field may be used to indicate the class of
goods and services and assign a standard
cost or rate per unit. The code must be valid
on the Charge Class Table (CHRG).
This field is used to enter additional
descriptive information if desired.
Required if making an adjustment. Code the
following:
D Decrease
I Increase
Leave blank for new lines.
Enter the dollar amount of this line. If this is a
modification, enter the amount of change
from the previous amount.
This is an optional field used for reporting
purposes. Enter the location code from the
Location by Agency Table (ALOC) if
applicable.
1. If entering documents in a batch, at the end of the last document in the batch, tab to the
Function field and enter QB (for Quick Edit Batch). If entering an individual document, Q
should be performed after entering the data from that document. Read the messages at the
bottom of the screen. If errors are indicated make the necessary corrections. If no errors
are found, the message will indicate that the document needs to be verified.
2. To apply approvals to an individual document, tab to the Function field and enter A (for
approval). The message at the bottom of the screen should read DOCUMENT APPROVED.
3. To schedule for processing, tab to the Function field and enter E (for End) or F (for Finish).
Quick Invoice Transaction (QI)
The QI transaction consists of a single data entry screen. The QI can only be used for invoicing
items with a revenue source code; balance sheet accounts and expenditures codes cannot be
recorded on this transaction. This transaction does not contain the optional account code fields.
For example, the sub-organizational account code field is excluded from this screen.
Page 13 of 19
5609 – SAAS Agency Manual Revenues
V3 01/08/2014
Revenue Transactions
•
Invoices may be entered into MMRS/SAAS either through the Document Suspense
file or within the Master Tables.
•
The Master Table data entry function for invoices is used for recurring invoices.
•
Cash Receipt transactions may only be entered from the Document Suspense File.
Revenue Transaction Approvals
•
The Invoice transaction has five levels of approval. All approvals are applied at the
agency level.
•
The Cash Receipt has five levels of approval. The first four levels are applied by the
agency. The Bureau of Financial Control has the fifth approval level, which is
applied when a cash receipt document is submitted for review.
Revenue Invoice/Collection Procedures
Provider Codes
Prior to using the invoice/collection feature of MMRS/SAAS, agencies must establish provider
codes. The provider codes are similar to vendor codes as they indicate the entity to receive the
invoice. The provider code consists of 11-digits.
The provider codes are maintained on the Provider (PROV) Table. This table is maintained by
the Department of Finance and Administration. To request a provider code be added to the
PROV Table, a written request must be made on the required form and submitted to the Bureau
of Financial Control. The form should contain a code of A (Add), the provider name, and
provider address. A comment field, which will be printed on the invoice, may also be included.
To change a provider code or the name and address of a previously created provider code, the
required provider code form should be submitted with a code of C (Change).
Invoice/Collection Processing
The invoice/collection process consists of the following steps:
1. Revenue is earned and billable.
2. The revenue is recognized, and an invoice is entered into MMRS/SAAS using the
Invoice (IN) transaction.
3. The invoices must go through one nightly processing cycle for MMRS/SAAS to update
before the invoices may be printed.
Page 14 of 19
5609 – SAAS Agency Manual Revenues
V3 01/08/2014
4. The user agency must then go into the Agency Print Control Master Table (APCT) to
check the print dates of the invoices to see if they are correct or if they require change.
When entering the beginning and ending dates in the APCT Table, it is recommended
that the first and last days of the month be entered in the event that additional invoices
are generated during the course of the month; this would prevent the user from having to
go back into the tables each time that an invoice is generated during the month.
5. Invoices may be printed at the agencies' remote printers or at DFA.
6. If the invoices are printed at DFA, an invoice header must be set up in order to have the
agency's name printed on each invoice. The user must contact the designated person at
DFA to provide notification when invoices are ready for the job to be run.
When the invoices have been printed, the designated person at DFA will contact the
user to provide notification that the invoices are ready to be picked up. Invoices printed
by DFA may be picked up in the Management Information System Division.
7. When payment is remitted and the revenue is actually received, the cash collection is
recorded using a cash receipt transaction. The cash receipt should include references
to the invoice transaction.
Printing Cash Receipts
In order to submit a written document to the Bureau of Financial Control, the agency must either
screen print the cash receipt document on a form containing places for signature, or manually
prepare and submit a Cash Receipt Input form.
Additional Steps in Revenue Accounting
Two additional steps may sometimes be involved in revenue accounting:
1. Cash advances may be recorded when revenue is received before it has been earned;
thus, these advances should be recorded as deferred revenue. A cash receipt
transaction may be used to record deferred revenue.
2. After the revenue is actually earned, the unearned receipts must be reclassified as
earned revenue. A Journal Voucher (JV) transaction is used to reclassify the deferred
revenue.
Page 15 of 19
5609 – SAAS Agency Manual Revenues
V3 01/08/2014
MMRS/SAAS Revenue Tables
Since multiple receipts can occur against one invoice, many of the master tables are open item
tables.
Master Tables
The following tables are used to record information concerning revenue collection.
TABLE NAME
APCT - Agency Print
Cycle Table
BBAL - Balance Sheet
Account Balance Table
CHRG - Charge Class
Table
HOCR - Open CR
Header Table
INHD - Invoice Hold
Table
INRP - Invoice Reprint
Table
INTX - Invoice Text
Table
ITYP - Invoice Type
Table
LOCR - Open CR Line
Table
DESCRIPTION
This table identifies the
scheduled print date by
agency and fiscal year.
This table contains balance
sheet account balances for
funds and is updated by
accounting transactions. The
balances are shown for
Account Types 01, 02, and 03.
This table is used to establish
different classes of goods and
services and to assign each a
standard cost or rate per unit.
This table contains header
information for Cash Receipt
transactions.
This table allows the user to
prevent the printing of invoices
for an indefinite period of time.
This table allows the user to
reprint an invoice that has
already been printed without
re-entering it into the system.
This table stores text
associated with Invoice
transactions.
This table defines valid invoice
type codes that group similar
invoice categories.
This table contains detailed
accounting line information for
Cash Receipt transactions.
KEY
Fiscal Year,
Agency
MAINTAINED
BY
Agency
Fund, Balance
Sheet Account
System
Fiscal Year,
Charge Class
DFA
Cash-Receipt
Agency, CashReceipt Number
Transaction ID
System
Invoice Agency,
Invoice Number
Agency
Invoice Number,
Provider
Number, Invoice
Line Number,
Text Line
Number
Fiscal Year,
Agency, Invoice
Type
Cash-Receipt
Agency, CashReceipt Number,
Line Number
Agency
Agency
DFA
System
Page 16 of 19
5609 – SAAS Agency Manual Revenues
TABLE NAME
OINH - Open Invoice
Header Table
OINL - Open Invoice
Line Table
PAYD - Payment Detail
Table
PNAM - Provider Name
Table
PRIN - Printed Invoice
Table
PROV - Provider Table
REIN - Recurring Invoice
Table
SPIS - Special
Instruction Table
V3 01/08/2014
DESCRIPTION
KEY
This table contains summary
information on all outstanding
and some recently closed
invoice documents.
This table lists all outstanding
and some recently closed
invoice lines. All of the invoice
information at the line level
appears in this table, including
closed and collected amounts.
This table provides customer
payments made by payment
date and unpaid balance.
This table reflects provider
names and numbers in
alphabetical order. It is
another view of the Provider
Table.
This table lists all invoices for
which vendor invoices have
been printed and the date that
each was printed.
This table defines codes of
entities from which revenue
may be received.
This table provides information
that the system uses to
automatically create an Invoice
transaction on a regular basis.
This table contains codes for
special instructions that may
be needed for reference
purposes.
Invoice Agency,
Invoice Number
MAINTAINED
BY
System
Invoice Agency,
Invoice Number,
Line No
System
Provider Code,
Invoice Number,
CR Number
Provider Name
System
Transaction ID
System
Provider Code
DFA
Provider,
Agreement
Number
Agency
Instruction Code
Agency
DFA
Page 17 of 19
5609 – SAAS Agency Manual Revenues
V3 01/08/2014
Recurring Invoice (REIN)
A Recurring Invoice is entered into MMRS/SAAS using the Recurring Invoice Master Table.
The coding instructions for entering data into this table follow.
FIELD NAME
PROVIDER:
PROVIDER NAME:
AGREEMENT:
BILL FREQ (Billing Frequency):
STATUS:
EFF DATE (Effective Date):
EXP DATE (Expiration Date):
LAST SEL DATE (Last Selected Date):
DESCRIPTION
Enter the code of the provider that is to
receive this invoice. The provider code must
be valid in the Provider Table (PROV).
This field is inferred by the system from the
Provider Table (PROV).
Enter the agreement number that applies to
this invoice generation process.
Enter the code which reflects how often the
document should be generated and added to
the Document Suspense File. Valid codes
are:
M Monthly billing
Q Quarterly billing. Agreements are
selected in the first, fourth, seventh,
and tenth accounting periods.
Y Yearly billing. Agreements are
selected on the anniversary month of
the agreement.
If the provider agreement is to be passed by
or "held" from a billing run, enter H before the
transaction generation process is run.
Enter, in MMDDYY format, the calendar date
on which documents should start being
generated.
Enter, in MMDDYY format, the calendar date
on which documents should cease being
generated.
This field is completed by the system which
updates this field with the last date on which
a document was generated.
Page 18 of 19
5609 – SAAS Agency Manual Revenues
FIELD NAME
FUND:
AGY:
ORG/SUB (Organization/Sub-organization
Code):
ACT (Activity):
REV/SUB:
RCAT (Reporting Category):
BS ACCT (Balance Sheet Account):
JOB:
INV TYPE (Invoice Type):
SUBMIT AGY:
OFF BLD REC (Offset Billed Receivable):
CHARGE CLASS:
AMOUNT:
DESC (Description):
V3 01/08/2014
DESCRIPTION
Enter the four-digit number of the fund that is
to receive the revenue listed for this line.
Enter the code of the agency (XXX) that is to
receive the revenue listed for this line.
This optional field is used for reporting
purposes. Enter the four-digit organization
code if applicable. Enter the two-character
sub-organization code if applicable.
This optional field is used for reporting
purposes. Enter the four-character activity
code if applicable.
Enter the revenue source code that defines
the type of revenue recorded on this line.
The code must be valid in the Revenue
Source Master Table (RSRC). The twocharacter sub-revenue code is entered if
applicable.
This optional field is used for reporting
purposes.
This field remains blank.
This optional field is used for project reporting
purposes.
This agency-defined field is used for reporting
purposes.
Enter the agency code of the agency
submitting the recurring invoice.
This field is automatically completed by the
system. If a different offset billed receivable
account is desired, it may be entered if it is a
valid account code.
Enter the charge class code. The code must
be valid in the Charge Class Table (CHRG).
Enter the amount for which the invoice is to
be generated. If the amount is not known,
the system will state "Fill-In.” When the
invoice is generated and placed on the
Document Suspense File (SUSF), the
amount can be entered.
Enter a description if desired.
Tab to the ACTION field and enter A (to Add). Press ENTER. The message will read ALL
LINES ADDED.
Page 19 of 19