Requirement: If there is more than one ACRN within a contract line item, the payment office will make payment in sequential ACRN order within the line item, exhausting all funds in the previous ACRN before paying from the next ACRN.
Using the FIFO method, the ACRN value is compared to each Line Item/Subline Item to determine which ACRN funds to exhaust first. ACRN AA/0001AA would be exhausted before using funds from ACRN AB/0001AB. The user will be responsible for assigning the correct Sequence Number to the ACRN value (e.g., the user will need to link AA/0001AA to Sequence Number 1 and AB/0001AB to Sequence Number 2).
Example:
A contract is awarded with the following Accounting Classification data:
|
Line Item |
Subline Item |
ACRN |
Accounting Appropriation Number |
Funding Amt |
|
0001 |
0001AA |
AA |
5793400309475A110704040004081572806F503000 F03000 |
15,000.00 |
|
0001 |
0001AB |
AB |
8893400309475A110704040004081572806F336000 F07700 |
11,000.00 |
|
0001 |
0001AC |
AB |
8893400309475A110704040004081572806F336000 F07700 |
12,000.00 |
|
0002 |
0002AA |
AC |
2589700309475A110704040004081572806F503000 DC4000 |
14,000.00 |
|
0002 |
0002AB |
AC |
2589700309475A110704040004081572806F503000 DC4000 |
10,000.00 |
|
0002 |
0002AC |
AD |
3556661253475A110704040004081572806F336000 KA7750 |
12,500.00 |
|
0003 |
|
AE |
7765658810475A110704040004081572806F336000 C15500 |
45,000.00 |
Project Setup Data:
Project Number: USN0418
Billing Level: USN0418
The ACRN/Line Item data would be set up as follows in the Maintain ACRN Bills screen (Projects\Maintain\Billing). Within the Maintain ACRN Bills screen, you have the option of using the ACRN/Line Item combination or the ACRN/Subline Item combination, but you cannot use an ACRN/Line Item/Subline Item combination. You can mix the combinations for one project (e.g., link AA/0001AA (ACRN/Subline Item) and link AE/0003 (ACRN/Line Item) to the same project).
Using the above Accounting Classification data, let's assume you enter data into the Maintain ACRN Bills screen as follows:
|
Sequence Number |
Active |
ACRN |
Line Item |
Original ACRN Funding |
ACRN Modification Value |
Total ACRN Funded Value |
Previous ACRN Allocation Amt |
Remaining ACRN Funded Value |
|
1 |
Y |
AA |
0001AA |
15,000.00 |
0.00 |
15,000.00 |
0.00 |
15,000.00 |
|
2 |
Y |
AB |
0001AB |
11,000.00 |
0.00 |
11,000.00 |
0.00 |
11,000.00 |
|
3 |
Y |
AB |
0001AC |
12,000.00 |
0.00 |
12,000.00 |
0.00 |
12,000.00 |
|
4 |
Y |
AC |
0002AA |
14,000.00 |
0.00 |
14,000.00 |
0.00 |
14,000.00 |
|
5 |
Y |
AC |
0002AB |
10,000.00 |
0.00 |
10,000.00 |
0.00 |
10,000.00 |
|
6 |
Y |
AD |
0002AC |
12,500.00 |
0.00 |
12,500.00 |
0.00 |
12,500.00 |
|
7 |
Y |
AE |
0003 |
45,000.00 |
0.00 |
45,000.00 |
0.00 |
45,000.00 |
A Standard Bill (calculated by the Calculate Bills application (Projects\Process\Billing)) produces the following invoice amounts for Project USN0418 (SUM (MU_INVC_AMT) in BILL_EDIT_INVC_HDR).
USN0418 : 55,477.50
Calculation Logic
Calculate the AA/0001AA allocation amount by performing the following calculation:
Determine Amount Remaining to be Allocated.
Amount Remaining to be Allocated equals SUM (MU_INVC_AMT) in BILL_EDIT_INVC_HDR minus Allocation amounts already calculated for the CURRENT invoice.
|
SUM(MU_INVC_AMT) in BILL_EDIT_INVC_HDR for Project USN0418 |
55,477.50 |
|
Subtract any allocation amounts with an ACRN Sequence Number < 1: None exists. |
- 0.00 |
|
Project USN0418 Amount Remaining to be Allocated |
55,477.50 |
Determine the available AA/0001AA funding balance.
PROJ_ACRN_DETL.ACRN_FUNDED_AMT – PROJ_ ACRN_DETL.ACRN_BILLED_AMT
The Remaining ACRN Funded Value amount is used: 15,000.00
Allocate the smaller of the Remaining ACRN Funded Value or Amount Remaining to be Allocated.
The Project USN0418 Amount Remaining to be Allocated, 55,477.50, is greater than the Remaining ACRN Funded Value of 15,000.00 for AA/0001AA; so the system allocates 15,000.00 to AA/0001AA for the project.
Check for the existence of a Sequence Number > 1. Sequence Numbers 2, 3, 4, 5, 6 and 7 exist. Use the smallest Sequence Number remaining for the next step in the calculation.
AB/0001AB is the 2nd Sequence Number. (SEQ_NO = 2)
Verify the PROJ_ACRN_DETL.ACTIVE_FL value for the Sequence Number. If the PROJ_ACRN_DETL.ACTIVE_FL = "Y," continue calculation. If PROJ_ACRN_DETL.ACTIVE_FL = "N," end calculation.
The PROJ_ACRN_DETL.ACTIVE_FL = ‘Y’ for SEQ_NO = 2. Continue calculation.
Calculate the AB/0001AB allocation amount by performing the following calculation:
Determine Amount Remaining to be Allocated.
Amount Remaining to be Allocated equals SUM(MU_INVC_AMT) in BILL_EDIT_INVC_HDR minus Allocation amounts already calculated for the CURRENT invoice.
SUM (MU_INVC_AMT) in BILL_EDIT_INVC_HDR for Project USN0418: 55,477.50
Subtract any allocation amounts with a Sequence Number < 2
ACRN Sequence #1, AA/0001AA: 15,000.00
Project USN0418 Amount Remaining to be Allocated: 40,477.50
Determine the available AB/0001AB funding balance.
PROJ_ACRN_DETL.ACRN_FUNDED_AMT – PROJ_ACRN_DETL.ACRN_BILLED_AMT
The Remaining ACRN Funded Value amount is used: 11,000.00
Calculate the AB/0001AB allocation amount by performing the following calculation:
Allocate the smaller of the Remaining ACRN Funded Value or Amount Remaining to be Allocated.
The Project USN0418 Amount Remaining to be Allocated, 40,477.50, is greater than the Remaining ACRN Funded Value of 11,000.00 for AB/0001AB; so the system allocates 11,000.00 to AB/0001AB for the project.
Check for the existence of a Sequence Number > 2. Sequence Numbers 3, 4, 5, 6 and 7 exist. Use the smallest Sequence Number remaining for the next step in the calculation.
ACRN/Line Item AB/0001AC is the smallest remaining Sequence Number. SEQ_NO = 3.
Verify the PROJ_ACRN_DETL.ACTIVE_FL value for the Sequence Number. If the PROJ_ACRN_DETL.ACTIVE_FL = "Y," continue calculation. If PROJ_ACRN_DETL.ACTIVE_FL = "N," end calculation.
The PROJ_ACRN_DETL.ACTIVE_FL = "Y" for SEQ_NO = 3. Continue calculation.
Calculate the AB/0001AC allocation amount by performing the following calculation:
Determine Amount Remaining to be Allocated.
Amount Remaining to be Allocated equals SUM (MU_INVC_AMT) in BILL_EDIT_INVC_HDR minus Allocation amounts already calculated for the CURRENT invoice.
SUM (MU_INVC_AMT) in BILL_EDIT_INVC_HDR for Project USN0418: 55,477.50
Subtract any allocation amounts with a Sequence Number < 3:
|
ACRN Sequence #1, AA/0001AA |
- 15,000.00 |
|
ACRN Sequence #2, AB/0001AB |
- 11,000.00 |
|
Project USN0418 Amount Remaining to be Allocated |
29,477.50 |
Determine the available AB/0001AC funding balance.
PROJ_ACRN_DETL.ACRN_FUNDED_AMT – PROJ_ACRN_DETL.ACRN_BILLED_AMT
The Remaining ACRN Funded Value amount is used: 12,000.00
Calculate the AB/0001AC allocation amount by performing the following calculation:
Allocate the smaller of the Remaining ACRN Funded Value or Amount Remaining to be Allocated.
The Project USN0418 Amount Remaining to be Allocated, 29,477.50, is greater than the Remaining ACRN Funded Value of 12,000.00 for AB/0001AC; so the system allocates 12,000.00 to AB/0001AC for the project.
Check for the existence of a Sequence Number > 3. Sequence Numbers 4, 5, 6, and 7 exist. Use the smallest Sequence Number remaining for the next step in the calculation.
AC/0002AA is the fourth Sequence Number. (SEQ_NO = 4)
Verify the PROJ_ACRN_DETL.ACTIVE_FL value for the Sequence Number. If the PROJ_ACRN_DETL.ACTIVE_FL = "Y," continue calculation. If PROJ_ACRN_DETL.ACTIVE_FL = "N," end calculation.
The PROJ_ACRN_DETL.ACTIVE_FL = "Y" for SEQ_NO = 4. Continue calculation.
Calculate the AC/0002AA allocation amount by performing the following calculation:
Determine Amount Remaining to be Allocated.
Amount Remaining to be Allocated equals SUM (MU_INVC_AMT) in BILL_EDIT_INVC_HDR minus Allocation amounts already calculated for the CURRENT invoice.
SUM(MU_INVC_AMT) in BILL_EDIT_INVC_HDR for Project USN0418: 55,477.50
Subtract any allocation amounts with a Sequence Number < 4:
|
ACRN Sequence #1, AA/0001AA |
- 15,000.00 |
|
ACRN Sequence #2, AB/0001AB |
- 11,000.00 |
|
ACRN Sequence #3, AB/0001AC |
- 12,000.00 |
|
Project USN0418 Amount Remaining to be Allocated |
17,477.50 |
Determine the available AC/0002AA funding balance.
PROJ_ACRN_DETL.ACRN_FUNDED_AMT – PROJ_ACRN_DETL.ACRN_BILLED_AMT
The Remaining ACRN Funded Value amount is used: 14,000.00
Allocate the smaller of the Remaining ACRN Funded Value or Amount Remaining to be Allocated.
The Project USN0418 Amount Remaining to be Allocated, 17,477.50, is greater than the Remaining ACRN Funded Value of 14,000.00 for AC/0002AA; so the system allocates 14,000.00 to AC/0002AA for the project.
Check for the existence of a Sequence Number > 4. Sequence Numbers 5, 6 and 7 exist. Use the smallest Sequence Number remaining for the next step in the calculation.
AC/0002AB is the 5th Sequence Number. (SEQ_NO = 5)
Verify the PROJ_ACRN_DETL.ACTIVE_FL value for the Sequence Number. If the PROJ_ACRN_DETL.ACTIVE_FL = "Y," continue calculation. If PROJ_ACRN_DETL.ACTIVE_FL = "N," end calculation.
The PROJ_ACRN_DETL.ACTIVE_FL = "Y" for SEQ_NO = 5. Continue calculation.
Calculate the AC/0002AB allocation amount by performing the following calculation:
Determine Amount Remaining to be Allocated.
Amount Remaining to be Allocated equals SUM (MU_INVC_AMT) in BILL_EDIT_INVC_HDR minus Allocation amounts already calculated for the CURRENT invoice.
SUM(MU_INVC_AMT) in BILL_EDIT_INVC_HDR for Project USN0418: 55,477.50
Subtract any allocation amounts with a Sequence Number < 5:
|
ACRN Sequence #2, AA/0001AB |
- 11,000.00 |
|
ACRN Sequence #3, AB/0001AC |
- 12,000.00 |
|
ACRN Sequence #4, AC/0002AA |
- 14,000.00 |
|
Project USN0418 Amount Remaining to be Allocated |
3,477.50 |
Determine the available AC/0002AB funding balance.
PROJ_ACRN_DETL.ACRN_FUNDED_AMT – PROJ_ACRN_DETL.ACRN_BILLED_AMT
The Remaining ACRN Funded Value amount is used: 10,000.00
Allocate the smaller of the Remaining ACRN Funded Value or Amount Remaining to be Allocated.
The Project USN0418 Amount Remaining to be Allocated, 3,477.50, is less than the Remaining ACRN Funded Value of 10,000.00 for AC/0002AB; so the system allocates 3,477.50 to AC/0002AB for the project.
Check for the existence of a Sequence Number > 5. Sequence Numbers 6 and 7 exist. Use the smallest Sequence Number remaining for the next step in the calculation.
AD/0002AC is the 6th Sequence Number. (SEQ_NO = 6)
Verify the PROJ_ACRN_DETL.ACTIVE_FL value for the Sequence Number. If the PROJ_ACRN_DETL.ACTIVE_FL = "Y," continue calculation. If PROJ_ACRN_DETL.ACTIVE_FL = "N," end calculation.
The PROJ_ACRN_DETL.ACTIVE_FL = "Y" for SEQ_NO = 6. Continue calculation.
Calculate the AD/0002AC allocation amount by performing the following calculation:
Determine Amount Remaining to be Allocated.
Amount Remaining to be Allocated equals SUM (MU_INVC_AMT) in BILL_EDIT_INVC_HDR minus Allocation amounts already calculated for the CURRENT invoice.
SUM(MU_INVC_AMT) in BILL_EDIT_INVC_HDR for Project USN0418: 55,477.50
Subtract any allocation amounts with a Sequence Number < 6:
|
ACRN Sequence #1, AA/0001AA |
- 15,000.00 |
|
ACRN Sequence #2, AB/0001AB |
- 11,000.00 |
|
ACRN Sequence #3, AB/0001AC |
- 12,000.00 |
|
ACRN Sequence #4, AC/0002AA |
- 14,000.00 |
|
ACRN Sequence #5, AC/0002AB |
- 3,477.50 |
|
Project USN0418 Amount Remaining to be Allocated |
0.00 |
Determine the available AD/0002AC funding balance.
PROJ_ACRN_DETL.ACRN_FUNDED_AMT – PROJ_ACRN_DETL.ACRN_BILLED_AMT
The Remaining ACRN Funded Value amount is used: 12,500.00
Allocate the smaller of the Remaining ACRN Funded Value or Amount Remaining to be Allocated.
The Project USN0418 Amount Remaining to be Allocated, 0.00, is less than the Remaining ACRN Funded Value of 12,500.00 for AD/0002AC; so the system allocates 0.00 to AD/0002AC for the project.
Check for the existence of a Sequence Number > 6. Sequence Numbers 7 exists. Use the smallest Sequence Number remaining for the next step in the calculation.
AE/0003 is the 7th Sequence Number. (SEQ_NO = 7)
Verify the PROJ_ACRN_DETL.ACTIVE_FL value for the Sequence Number. If the PROJ_ACRN_DETL.ACTIVE_FL = "Y," continue calculation. If PROJ_ACRN_DETL.ACTIVE_FL = "N," end calculation for this ACRN and move to next ACRN, if any.
The PROJ_ACRN_DETL.ACTIVE_FL = "Y" for SEQ_NO = 7. Continue calculation.
Calculate the AE/0003 allocation amount by performing the following calculation:
Determine Amount Remaining to be Allocated.
Amount Remaining to be Allocated equals SUM (MU_INVC_AMT) in BILL_EDIT_INVC_HDR minus Allocation amounts already calculated for the CURRENT invoice.
SUM (MU_INVC_AMT) in BILL_EDIT_INVC_HDR for Project USN0418: 55,477.50
Subtract any allocation amounts with a Sequence Number < 7:
|
ACRN Sequence #1, AA/0001AA |
- 15,000.00 |
|
ACRN Sequence #2, AB/0001AB |
- 11,000.00 |
|
ACRN Sequence #3, AB/0001AC |
- 12,000.00 |
|
ACRN Sequence #4, AC/0002AA |
- 14,000.00 |
|
ACRN Sequence #5, AC/0002AB |
- 3,477.50 |
|
ACRN Sequence #6, AD/0002AC |
- 0.00 |
|
Project USN0418 Amount Remaining to be Allocated |
0.00 |
Determine the available AE/0003 funding balance.
PROJ_ACRN_DETL.ACRN_FUNDED_AMT – PROJ_ACRN_DETL.ACRN_BILLED_AMT
The Remaining ACRN Funded Value amount is used: 45,000.00
Allocate the smaller of the Remaining ACRN Funded Value or Amount Remaining to be Allocated.
The Project USN0418 Amount Remaining to be Allocated, 0.00, is less than the Remaining ACRN Funded Value of 45,000.00 for AE/0003; so the system allocates 0.00 to AE/0003 for Project USN0418.
Check for the existence of a Sequence Number > 7. None exists, end calculation.
Summary of Allocation Amounts:
|
ACRN |
Line Item |
Allocation Amount |
|
AA |
0001AA |
15,000.00
|
|
AB |
0001AB |
11,000.00 |
|
AB |
0001AC |
12,000.00
|
|
AC |
0002AA |
14,000.00 |
|
AC |
0002AB |
3,477.50 |
|
AD |
0002AC |
0.00 |
|
AE |
0003 |
0.00 |
|
Total Allocation |
55,477.50 | |