Use of "Accounting Date" in the Transfer of Expense (TOE) System

The TOE system reviews the "Accounting Date" field to verify whether the transfer will be considered low or high risk, when transferring to a project.

Brandon Johnson
2 minutes

Oracle Cloud

Navigate to the TOE Login page.

Click "Create".

Selecting the appropriate Requesting FRU from the dropdown menu.

In this demonstration, we'll use "ICBT Institute for Collaborative Biotechnologies" as the Requesting FRU.

Select the appropriate TOE Source.

In this demonstration, we are selecting GL as the TOE Source.

Click the "+" icon to add a new line.

The TOE system is now looking at the "**Accounting Date"**--NOT the "Expenditure Item Date"--to verify whether the expense is within 120 days and whether the transfer is low or high risk.

Accounting Date is the date when the entry hits the ledger. Source/Target Transaction Date (also called Expenditure Item Date) is the date when the money was spent, which typically is the date when an item was purchased. Generally, the Source/Target Transaction Date will be a date prior to the Accounting Date as it can take multiple days for the transaction to flow into the system and hit the ledger. There can be exceptions to the rule where the money is spent for prepayment - and that is why it's important to correctly set the Source/Target Transaction Date for GL to Project transactions in the TOE system.

The Source/Target Transaction Date still needs to be within the Period of Performance of the project and must be provided with the correct expense date when transferring from a GL String.