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Creating a General Accounting
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This job aid is for creating a General Accounting Expenditure (GAX) transaction.
1. Navigate to the Transaction Catalog
From the home page click the search drop-down menu. (REMINDER: You can return to the home page by clicking the "Home" icon on the top menu)
Select the Transaction Catalog
2. Create a new GAX transaction
On the transaction catalog enter the following information: The criteria provided below are for example purposes. Use information relevant to you.
Enter GAX in the Code field.
Enter your Department in the Dept field.
Enter your Organizational Unit Code in the Unit field (optional).
Enter Transaction ID prefix, if needed.
Click the Create Box
Check mark the Auto Numbering check box
Click the Continue Box.
3. Enter the following information in the Header tab
A blank GAX transaction screen will open. The GAX ID number, created via the auto-numbering process, is located at the top of the GAX. Each GAX transaction contains five “information tabs.” These “tabs” are titled Header, Vendor, Accounting, Posting and Summary. As shown below, new GAX transactions open in the Header tab. This tab contains a General Information section where you can enter:
Transaction Name
Transaction Description
NOTE: There shouldn't be any other information entered on the Header tab outside of the General Information subsection.
4. Enter Payment Data into a GAX
In creating a GAX, you will want to enter information that is appropriate to your payment. The data here is presented solely as an example.
In the Vendor tab, select the Insert New Line button (click '+' on left).
This creates a blue highlighted line and causes the fields to become active. Enter the following information on the General Information Tab. The criteria provided below are for example purposes. Use information relevant to you.
Vendor Customer Code (VC*014235)
Address Code (CN001 - Sheriffs Dept)
Vendor Contact ID (optional)
Enter the following information on the Disbursement Options Tab. The criteria provided below are for example purposes. Use information relevant to you.
Disbursement Category (AGSP)
Handling code (M1) (See Handling Code documentation from IDS on the various handling codes and how they are used)
If needed, select Yes for the Single Check field
NOTE: If there are multiple invoices or you need to split out multiple lines on the same invoice, use multiple accounting lines with the appropriate vendor invoice number and incremented vendor invoice line number.
5. Populate the Accounting line
Within the Accounting tab, select the Insert New Line button (click '+' on left). This creates a blue highlighted line and causes the fields to become active.
Expand the carat on the left in the new line and you will notice there are six “tabs” titled General Information, Payment Instructions, Open/Closed Details, Reference, COA , and Additional Amounts.
Enter the following information:
Event Type
Line Amount - enter the amount of payment
Line Description - Inputting information is helpful as it goes to InfoAdv
On the Payment Instructions section, enter :
Vendor Invoice Number (must be unique, not on VIR)
Vendor Invoice line 1
Vendor Invoice Date
Check Description
NOTE:
It is important to add a check description as this rolls onto the EFT remittance and the check stub.
Best practice is to leave Bank field blank. This will infer a code of "8" which will process the note against the correct account.
On the Chart of Accounts (COA), enter
all applicable fields on the Fund Accounting tab. The criteria provided below are for example purposes. Use information relevant to you.
Fund (4 digit number): 1000
Dept: AAAA
Unit: 1000
Appropriation Unit: AGC15CORE
Object: 4100
6. Validate the transaction
Select the Validate button.
Look near the top of the GAX to see the results of the validation process.
If there are no errors, you will see “Transaction validated successfully”
If there are errors, go back to correct. Note – one correction may resolve multiple error messages; thus, Save and Validate after each correction.
After all errors have been corrected and the GAX transaction has been validated, it can be submitted for review and approval. To do so, select the Submit button.
Look at the top of the GAX to see the results of the submission process. The message should state Transaction Submitted Successfully.
To exit the GAX, select the Close button.
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