Post-Processing
• If the trip type generates encumbrances, the system uses the information in the Accounting Lines tab to generate General Ledger pending entries after you save or submit the document.
• If HOLD_NEW_FISCAL_YEAR_ENCUMBRANCES_IND = Y and FiscalYearMakerJob has not been run to create the next fiscal year and the trip end date is in the next fiscal year, the encumbrance will be held in a separate table. Once FiscalYearMakerJob has been run, Travel Authorizations with trip end dates in the new fiscal year will create encumbrances in the new year, period one. The temReleaseHeldEncumbranceJob will need to be run to release encumbrances created prior to running FiscalYearMakerJob so they can post into the new fiscal year, period 1.
• SEND_NOTIFICATION_DOCUMENT_TYPES determines for which Travel Authorization document type notifications will be sends when Travel Authorization documents change status or become final. Available Travel Authorization document types are Travel Authorization (TA), Travel Authorization Amendment (TAA) and Travel Authorization Close (TAC).
• If the TEM Profile indicates that the user wants to receive email notifications when the Travel Authorization changes status or becomes final, an email will be sent with the subject line specified in CHANGE_NOTIFICATION_SUBJECT, component Travel Authorization.
• If VENDOR_PAYMENT_ALLOWED_BEFORE_FINAL_APPROVAL_IND = N, then the TEM Doc # will be masked until the Travel Authorization is fully approved, the Organization Document Number will be updated with the TEM Doc # and the Vendor Payment button will be available to initiate a Disbursement Voucher for a payment related to the trip. If Y, then the TEM Doc # will not be masked, the Organization Document Number will be populated with the TEM Doc # and the Vendor Payment button will display on save or submit.
• VENDOR_PAYMENT_REASON_CODE specifies the Payment Reason Code that will be used on the DV when initiated with the Vendor Payment button.
• If INCLUDE_TRAVELER_TYPE_IN_TRIP_ID_IND = Y, the traveler type will be listed as part of the TEM Doc #.
• Duplicate Trip warnings will be provided for Travel Authorizations for the same traveler and date ranges, if there is a Travel Authorization that matches, it will check to see if any Travel Reimbursements have been processed against the existing Travel Authorization.
• If Travel Reimbursements exist, it will compare the dates on the Travel Reimbursement against the new Travel Authorization.
• If Travel Reimbursements do not exist, it will compare the dates on the Travel Authorization.
• If there are multiple Travel Reimbursements and the trip date was changed on a Travel Reimbursement, new Travel Authorizations will validate against the earliest and latest trip date.
• If the dates match, or are within the range as determined by the DUPLICATE_TRIP_DATE_RANGE_DAYS parameter, a warning will be provided on submit and approval.
• When the Travel Authorization is fully approved:
• If an advance has been requested and the payment method is Check/ACH, the payment will be extracted into Pre-Disbursement Processing (PDP).
• If an advance has been requested and GENERATE_INVOICE_INV_FOR_TRAVL_ADVANCE_IND = Y:
• An AR Invoice document will be created and blanket approved and added to the View Related Documents tab. The Billing Chart and Org, invoice item code, and number of days that will be added to the trip end date to determine the invoice due is controlled by the settings in TRAVEL_ADVANCE_BILLING_CHART_CODE, TRAVEL_ADVANCE_BILLING_ORG_CODE, TRAVEL_ADVANCE_INVOICE_ITEM_CODE, and DUE_DATE_DAYS, respectively.
• If a Customer does not already exist for the Traveler, a Customer document will be created and blanket approved with the Customer Type specified in parameter CUSTOMER_TYPE_CODE
• The system updates the Invoice Document Number field on the Travel Authorization document.
• The receivable posts to the same account from which the advance was disbursed.
Initiating a Travel Authorization
Request