FAS Transactions
Outlined below are the automatic transaction entries that the system makes in alio during the FAS
transactions.
BUDGET ENTRY
When running Post Budgets the following entries are created:
Expense Account
 Credit to each expenditure account (91) increasing the Budgeted amount
 Debit to the Budgeted Fund Balance Control Account (38)
 Credit to the Appropriations Control Account (51)
Posted budget entries can be viewed in Account Inquiry – Budgets tab
Revenue Account
 Debit to each revenue account (81) increasing the Budgeted amount
 Debit to the Estimated Revenue Control Account (41)
 Credit to the Budgetary Fund Balance Control Account (38)
Posted budget entries can be viewed in Account Inquiry – Budgets tab
BUDGET TRANSFER
When running Post Budgets for budget transfers the following entries are created:
Expense Account
 Debit to the “transfer from” expenditure account (91) reducing Budgeted amount
 Credit to the Budgeted Fund Balance Control Account (38)
 Debit to the Appropriations Control Account (51)
 Credit to the “transfer to” expenditure account increasing budgeted amount
 Debit to the Budgeted Fund Balance Control Account (38)
 Credit to the Appropriation Control Account (51)
Posted budget transfer entries can be viewed in Accounts Inquiry – Budgets tab
Revenue Account
 Credit to the “transfer from” revenue account (81) reducing the Budgeted amount
 Debit to the Estimated Revenue Control Account (41)
 Credit to the Budgetary Fund Balance Control Account (38)
 Debit to the “transfer to” revenue account (81) increasing the Budgeted amount
 Credit to the Estimated Revenue Control Account (41)
 Debit to the Budgetary Fund Balance Control Account (38)
Posted budget transfer entries can be viewed in Accounts Inquiry – Budgets tab
REQUISTION ENTRY
When entering a requisition, the amount will show on the Account Inquiry screen in the “PRE encumbrance
column” on the Summary tab and will reflect in the available balance for information only, however no
accounting transactions are made and amounts will not show on reports.
Entered requisitions can be viewed on the Accounts Inquiry – Requisitions tab after clicking the finish button.
Page 1 of 3
alio is a trademark of Weidenhammer Systems Corporation
Revised 3/7/2016
PURCHASE ORDERS
When running Post PO’s the following encumbrance entries are created:
 Debit expenditure accounts (91) increasing the Encumbrance column by the encumbrance amount
 Credit Reserve for Encumbrance (62)
 Debit Encumbrance Control (61)
Posted PO entries can be viewed on Account Inquiry – Encumbrance Tabs
When entering PO’s through Direct Purchase Order Entry the following encumbrance entries are created:
Entering
When entering a PO through Direct Purchase Order Entry the following encumbrance entries are created:
 Debit expenditure account (91) increasing the Encumbrance column by the encumbrance amount
 Credit Reserve for Encumbrance (62)
 Debit Encumbrance Control (61)
Changing
When changing a PO through Direct Purchase Order Entry the following encumbrance entries are created:
Original encumbrance amount or original expenditure account
 Credit expenditure account (91) decreasing the Encumbrance column by encumbrance amount
 Debit Reserve for Encumbrance (62)
 Credit Encumbrance Control (61)
Changed encumbrance amount or changed expenditure account
 Debit expenditure account (91) increasing the Encumbrance column by encumbrance amount
 Credit Reserve for Encumbrance (62)
 Debit Encumbrance Control (61)
Liquidating
When liquidating a PO through Direct Purchase Order Entry the following encumbrance entries are created:
 Credit expenditure account (91) for open PO amount decreasing the Encumbrance column
 Debit Reserve for Encumbrance (62) for open PO amount
 Credit Encumbrance Control (61) for Open PO amount
PAYMENT PROCESSING
When running Direct Payment Entry the amount shows in the “Pre Actual” column of Acct Inq summary until
posted. It is not yet an accounting transaction.
When running Payment Posting the following transaction entries are created:
 Debit expenditure account (91) increasing the Actual column expensing the amount
 Credit Accounts Payable (21)
 Debit Expenditure Control (52)
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alio is a trademark of Weidenhammer Systems Corporation
Revised 3/7/2016
Purchase Order Payment by Account
When running Payment Posting after entering PO by Account the following entries are made:
Liquidate Encumbrance with encumbrance entries:
 Credit expenditure account (91) decreasing Encumbrance column
 Debit Reserve for Encumbrance (62) for amount entered
 Credit Encumbrance Control (61) for amount entered
Expenditure transactions entries
 Debit expenditure account (91) increasing the Actual column expensing the amount entered
 Credit Accounts Payable (21) increasing liability
 Debit Expenditure Control (52) tracking what was spent
Purchase Order Payment by Line
When running Payment Posting after entering PO by Line the following entries are made:
Liquidate Encumbrance with encumbrance entries:
 Credit expenditure account (91) decreasing Encumbrance column for amount entered
 Debit Reserve for Encumbrance (62) for amount entered
 Credit Encumbrance Control (61) for amount entered
Expenditure transactions entries
 Debit expenditure account (91) increasing the Actual column expensing the amount entered
 Credit Accounts Payable (21) increasing liability
 Debit Expenditure Control (52) tracking what was spent
When running Post AP Check Print the following transaction entries are created:
 Debit Accounts Payable (21) decreasing liability
 Credit Cash (11) decreasing cash
CASH RECEIPTS PROCESSING
When entering receipt and posting with Post Cash Receipts the following transaction entries are created:
 Credit Revenue account (81) increasing Actual column
 Debit Cash Account (11) increasing cash
 Credit Revenue Control (42) tracking income
Page 3 of 3
alio is a trademark of Weidenhammer Systems Corporation
Revised 3/7/2016