Discard/Cancel a General Accounting Expenditure (GAX)

Process

This job aid describes steps to discard/cancel an approved General Accounting Expenditure (GAX).

You can only discard/cancel a GAX transaction if it has not been disbursed. 

A GAX can be reviewed to determine if it has been disbursed by opening the three-dot menu clicking on 'Transaction References' and viewing the 'Forward References' in the Forward Reference Query. If an AD or EFT transaction is displayed, the GAX has been disbursed. See the example below. If you need to address a disbursed GAX, note each circumstance is unique. Please get in touch with the CORE Help Desk for Assistance.

2. Enter the Department code in the Transaction Dept field.

3. Enter the Transaction ID in the Transaction ID field.

4. Select Search.

5. Locate the appropriate GAX transaction

6. Click the three-dot menu to the right of the appropriate selected transaction in the grid. Three dot menu > Primary Actions > Discard/Cancel. A dialog box will open to verify your intention to Discard/Cancel this transaction.

7. Select Yes 

8. This will create a Cancellation Version of this GAX transaction. Verify by clicking the transaction next to 'Draft' and the Function and Status will pop up as illustrated below. Please note, this creates a new version of this GAX transaction. In this case, it is Version 2. 

9. Add any necessary transaction comments and/or adjust the Transaction Name and Transaction Description as needed or required. Validate the transaction. Message should read 'Transaction validated successfully.

10. Submit the GAX Cancellation version for approval. Please note: This cancellation version must be processed to FINAL before the nightly cycle so the current finalized GAX transaction does not generate a payment.

11. The banner will now state 'Transaction submitted successfully'. Communicate with the approver(s) that this Cancellation version is ready for review and approval. 

12. Verify the Cancellation version is Final to complete this process.