UCSD Policy and Procedure Manual (PPM)
300-50 Guide to Reading the IFIS Chart of Accounts
The Early Index Inactivation (EII) application is a budget control tool that allows departments to stop certain expenditures against an index number which has exceeded or is about to exceed its allocated funding.
This is achieved by the entry of an Early Index Inactivation Date to the IFIS Chart of Accounts for a sponsored project's index number. The scope of the Early Index Inactivation process applies to prescribed Rule Classes for expenditures. These Rule Classes encompass recharges, new purchase orders and new payroll distribution-lines. For these expenditures, the department may assign an Early Index Inactivation Date to an Index Number in the IFIS Chart of Accounts. Should these expenditures occur after the Early Index Inactivation Date, IFIS will reject them.
In addition to the Early Index Inactivation Date, the IFIS Chart of Accounts also has the Inactivation Date (a.k.a. End Date). The distinction in how IFIS treats these fields for editing is as follows:
University of California policies prescribe that expenditures must comply with the policies and procedures associated with the funding source being charged. Incorporated in these policies is the requirement that expenditures can only be charged to a funding source with available funds. The Early Index Inactivation Date process has been established to comply with this requirement.
Note: On the date of entry, Early Index Inactivation dates must exceed the IFIS processing date by 2 days, or IFIS will reject the transaction. This will allow recharge departments time to download the index files with the new data.
Enter recharge entries into the JVCHDETL screen inserting the last used date in the "Detail Transaction Date" field. For example, if a customer buys goods or services on the 6th, 8th and 19th of the month, the 19th is inserted into the Detail Transaction Date field. If, in the same example, the index number were inactivated on the 15th, the purchase on the 19th would be rejected. Instructions for entering journal vouchers can be found at the BFS web site.
Recharge units using batch files may find instructions incorporating the Early Index Inactivation process.
To validate their recharges, recharge units can use the FinancialLink Chart of Accounts.
The FinancialLink Reports web page provides the following facilities in the Chart of Accounts Reports for validating charges.
The first is an index by index interactive validation that a recharge unit could use to validate charges as they are being accepted at point of sale. This process is called the Account Distribution Validation.
Using this facility, the recharge unit can enter an index number and a date to find out if it is valid for the given date. If the recharge unit also enters their rule class (a.k.a. journal type) and their account code, they can learn if their account code is a valid charge to the supporting fund source.
The second method of validation is for recharge units to create a batch file and load it up to IFIS using the IFIS Journal Voucher Validation process under the ACT COA web site to validate the file.
This process performs the Early Index Inactivation Date validity check and the fund/account validity check and returns messages regarding any problems.
Assigns the Rule Classes for application of the Early Index Inactivation Date edit which will encompass:
ACT maintains the systems capability to provide for: