The General Error Correction (GEC) document is used to correct inappropriate or erroneous accounting string data for general ledger entries generated from other financial transactions.
Please note that excessive use of the GEC document can be an indicator of poor internal departmental controls.
When should it be used?
The General Error Correction (GEC) document should be used for the correction of actual errors. For example, if a Payment Request document is paid on an incorrect account, the General Error Correction (GEC) document can be used to move the expense to the correct account(s).
The GEC is also to be used for ANY transfers citing Federal accounts.
When shouldn't it be used?
This document is NOT to be used if you are splitting expenses, such as those made in UCD Buy. The Distribution of Income and Expense (DI) document should be used in that case.
The GEC should also not be used if a correction is needed to a transaction that posted on an Internal Billing (IB) document. The correct way to clear the charge to the department is to process another IB document.
See the PDF of the instructions for citing equipment on a GEC document.
Zero Dollar Lines
Sometimes you may notice zero (0.00) dollar lines are retrieved when doing a search on the General Ledger Entry Lookup. This is usually due to the district use tax which can be $0 depending on the zip code; it is displayed as a separate line so that the university can ensure that it is calling the tax service properly.
General Ledger Entry Lookup
The Origin Code and Document Number fields reflect the number of the document that the transaction originally appeared on. This can be for a document that originated in KFS, or it can be for a document that originated outside of KFS on a feed. Note: Accounting lines using object code 72RS for allocating administrative costs will not require the reference document information. To locate a feed number:
- Run the Feeder System Transaction Detail (212) in FIS Decision Support for the account and desired time period to locate the expense.
- On the resulting report, the transactions will be broken down by a two-digit alphanumeric code identifying where they originated (e.g., Facilities, Communication Resources, etc.). Locate the specific expense you are transferring.
- On your KFS document, the origin code indicated in FIS Decision Support should be entered in the Origin Code field. The document number listed in FIS Decision Support should be entered in the Document Number field. The number must be entered as described, or the system will not recognize the number.
Changing Object Code 0060 (Income)
In order to ensure that financial transactions posting to Object code 0060 (Income) are not incorrectly changed, please follow the instructions below:
- If moving a transaction from object code 0060 (Income) to another account/sub-account etc, but leaving the object code as 0060, you may process a Distribution of Income and Expense (DI)document.
- If you want to change a transaction object code from 0060 to an expense or expense reimbursement, please contact General Accounting before proceeding
Inactive Object Codes
If moving an expense associated with an Object code that is no longer active in KFS, a different, active object code will default when you return the transaction to the front screen of the GEC document, and an informational message in KFS will also alert you. This Object code substitution will only occur for inactive Object codes and will ensure that inactive data does not post to the General Ledger (GL).
Note: During fiscal close, there is a Year-End version of the General Error Correction (GEC) document in the Year End Transactions section of the Main Menu. If you need to post a Year-End General Error Correction during year-end fiscal close, please complete the Year-End General Error Correction document.