Source Module and Document Type

Each NCAS module identifies detail transactions by a unique source module and document type within that source module. There are six different NCAS modules that generate detail transactions which are posted to general ledger. These modules are General Ledger(GL), Budgetary Control(BC), Accounts Payable(AP), Purchasing(PS) , Inventory(IN) and Accounts Receivable(AR). Each of these modules is identified on the tape by the source module id.  The audit tape program performs the detail audit and creates a unique record based on source system type created for each of these source ids.

All other activity is assumed to be miscellaneous interface activity. The first 160 characters of each record are the same for all transactions and are the default file layout for any activity which originates from interfaces that are posted to the NCAS through the Financial Controller. Source systems and document types not specifically listed here are treated as interfaced type transactions and given the default 160 character record layout. Interface activity can be statewide, affecting more than one agency, or agency specific. The statewide interfaces are PI (payroll interface), BI (benefits interface), BP (BPS to NCAS interface), BR (BRS to NCAS interface), and UN (university interface and interface agencies). Agency specific interfaces use a source system id which has been approved by OSC. The agency should be consulted concerning the detail audit trail to these external agency interfaced systems and their associated document types.  

The use of the source module in the audit file facilitates auditing and reporting by source system and business function within source module.

The General Ledger Module has the capacity to generate on-line entries that update the general ledger. This NCAS module is identified as source module 'GL' on the audit tape. Any transactions posted directly to the GL are identified by the document type General Ledger On-line (GLO). Currently the GL on-line screens are not accessible to most agency staff and little activity of this kind takes place. Most financial transactions must flow through the Financial Controller before they are posted to GL.

The Budgetary Control Module generates four different document types that are posted to the general ledger. This NCAS module is identified as source module 'BC' on the audit tape. The document types generated are Journal Voucher (JV), Budget Transfer (BT), Budget Create (BC), and Encumbrance Adjustment (EA).

The Accounts Payable Module generates five different document types. This NCAS module is identified as source module 'AP' on the audit tape. The document types generated from the Accounts Payable Module are Invoices (INV), Employee Reimbursements (EMP), Credit Memo (CRM), Debit Memo (DRM) and Employee Advances (ADV).

The Purchasing Module generates only one document type that is posted to the general ledger. This NCAS module is identified as source module 'PS' on the audit tape. The purchasing document type is Purchase Order (PO).

The Inventory Module generates many different document types that are posted to the general ledger. This NCAS module is identified as source module 'IN' on the audit tape. Some of the most common document types generated are Average Cost Change(ACC), Deduction Adjustment(ADJ), Addition Adjustment(AIA), Direct Issue(DI), Direct Return(DR), Order Shipment(OS), Receipt(PR), Record Movement/Usage Order Replenishment(RM), and Receipt Reversal(RRO).

The Accounts Receivable Module generates many different document types. This NCAS module is identified as source module 'AR' on the audit tape. The AR document types are Cash Application (CA), Partial Cash Application (CP), Invoice Open Item (IA), Invoice (IAI), Credit Memo (IAC), Debit Memo (IAD), Invoice Details (IDD, IDI), and Journal Write-off (JW). In the AR system, the user may define a two position reason code. When this reason code is entered on an activity for which the system generates a transaction, the GL document type becomes the two position reason code joined to the letter "G". Some examples of AR reason code document types are EQG, MIG, NTG, TOG, PTG. The agency specific reason code description in the AR system should be referenced when trying to determine the purpose of the AR transaction.

When an agency is implemented, its historical activity and balances are built in the NCAS from transactions originally posted to the DAS system. These transactions are interfaced into the NCAS through the financial controller. They are identified as source system 'DS' on the audit tape and have a unique record layout on the audit tape file. An audit of the 'DS' transactions should serve to trace an agency's history and reconcile beginning balances from DAS to NCAS.