2.6.7 Expired or closed Accounts Figure 17 Figure 18 An Account can have an Expiration Date but not been closed yet. Figure 19 When the expiration date is defined, the Continuation Chart code and Continuation Account Number are required. This Continuation Account is the Account where any new/outstanding transactions for the expired account should be posted to. Figure 20 When an Account with an expiration date is used in the Accounting Lines Tab, after the expiration date, the following error message will be displayed: Figure 21 The accounting line will give a warning with the options to Choose to Override (to use the expired Account anyway) or Use the recommended continuation account or Use a different account. The Continuation Account or different Account need to be entered manually. If the transaction is on the day of expiration, the system will accept the account number (e.g., if the expiration date is 01/04/2014 and you are entering the accounting line on 01/04/2014, you will not be warned). When the account closed flag is selected, transactions may no longer post against the account. An error message will be displayed. The account may not be closed if there any balances or pending transactions against it. Only a system supervisor user can reopen a closed account. Figure 22
The document should be reviewed and the action requested should be taken at the bottom of the screen. 2.6.12 Disapprove a document Figure 30 The document may be disapproved. The person who disapproves is required to provide an explanation. A disapproved transaction cannot be revived. It can be copied to a new transaction allowing the initiator to make changes to whatever data was incorrect. Figure 31 The Status in the Document Header is updated to: Disapproved Figure 32 A note is displayed in the Notes and Attachments Tab to show who disapproved the document and the reason. 2.6.13 Copy a document Figure 33 An existing document can be copied for recurring transactions. By copying an existing E-doc you copy all the data entered into that E-doc. It is therefore extremely important to ensure that all the necessary input fields are adjusted for the new purpose. 1. Open the E-doc that you wish to copy.
2.7 Definition and purpose of GL E-docs DI Distribution of Income and Expense GEC General Error Correction TF Transfer of Funds RJV Journal Voucher (Restricted) PE Pre-Encumbrance Definition and purpose To distribute or move income, expenses, assets and liabilities between accounts and sub-accounts or to close accounts. To fix an incorrect transaction. To transfer funds as a contribution, cover an overdraft or fulfil a funding commitment. A transaction, that does not involves correction, distribution, transferring or setting aside funds, needs to be posted to GL. To set aside or earmark funds for future anticipated expenses or commitments. Also to disencumber open encumbrances created with the PE. Routing Initiator: Initiate Initiator: Initiate Initiator: Initiate Initiator: Initiate Initiator: Initiate Fiscal Officer: Approve Fiscal Officer: Approve Fiscal Officer: Approve Fiscal Officer: Approve Fiscal Officer: Approve Account Supervisor: Approve Account Supervisor: Approve Account Supervisor: Approve Account Supervisor: Approve Final Campus Reviewer: Approve Campus Reviewer: Approve Campus Reviewer: Approve Campus Reviewer: Approve Final Final Final Final Additional Routing: To Asset Manager when Asset type objects are used. Additional Routing: To Asset Manager when Asset type objects are used. Users All users All users All users All users All users Transaction example An Account has paid expenses (for example travel costs) on behalf of 2 other Accounts. Distribute the expense to these Accounts. Stationary (inventory store purchase) was bought against an incorrect account. Correct this error by moving the expense to the correct combination. Refer to the incorrect transaction’s document number. A dean of a faculty transfer research funds from his account to the school’s account for a research project. You have received income on the “Recovered Operating Costs” income object. You need to journalize this income to the expense object involved. You need to set aside funds for a future payment to an artist who is painting a mural. You need to encumber the funds to be able to pay the artist when the job is completed.
DI Distribution of Income and Expense GEC General Error Correction TF Transfer of Funds RJV Journal Voucher (Restricted) PE Pre-Encumbrance Characteristics From / To Sections From / To Sections From / To Sections Debit / Credit Encumbrance / Disencumbrance No backdating No backdating No backdating Allow backdating No backdating No Reversal Date No Reversal Date No Reversal Date No Reversal Date Reversal Date Automatically generates Cash Available object code (7991) offset entries Automatically generates Cash Available object code (7991) offset entries Automatically generates Cash Available object code (7991) offset entries Automatically generates Cash Available object code (7991) offset entries Automatically generates Pre-encumbrance Reserve object code (8857) offset entries Year-end version Year End Distribution of Income and Expense (YEDI) Year End General Error Correction (YEGEC) Year End Transfer of Funds (YETF) No year-end version No year-end version Business Rules Object types in the From and To section must balance Object types in the From and To section must balance The total in the From section must equal the total in the To section. Debits must equal credits – must balance. At least one accounting line in the document – either Encumbrance or Disencumbrance The same object type in the From section must be used in the To section. The same object type in the From section must be used in the To section. You may only use “Internal Transfer” objects – divided into 4 groups: Operating costs, Salaries, Bursaries and Capital. At least one debit and one credit line should be entered. An accounting line may contain only a debit or a credit, not both. Only object codes with an object type code of EE or EX (expenses) Always use the corresponding expense and income objects in the From and To sections Different object types can be used in the Debit and Credit lines. Negative amounts are not allowed Zero amount and/or negative amount accounting lines are not allowed. Only active/open Accounting Periods can be used Encumbrances must be reversed before or on 31 December of a financial year. You can only post Actual Balance Type transactions