Resolving Accounts Payable Accrual Errors

Errors/Issues and Possible Remedies

Error/Issue: An ACC was accidentally entered and/or the information in an ACC was incorrect and an ACL has not been processed.

Remedy: Modify the ACC to create Version 2 and change each accounting line to $0 (select Edit from the finalized ACC).

Error/Issue: An ACC was accidentally entered and/or the information in an ACC was incorrect and an ACL has been processed.

Remedy: Cancel the ACL transaction by creating version 2 (select Discard from the finalized ACL). After the ACL cancellation is finalized, modify the ACC to create Version 2 (select Edit from the finalized ACC) and change each accounting line to $0.

Error/Issue: An ACC and an ACL have been processed, and one or more lines need to be reversed.

Remedy:

1. Modify the ACL transaction by creating version 2:

• Select Edit from the Finalized ACL

• Change affected accounting lines to $0

• Change the Ref Type to Partial for affected accounting lines

• Ensure that closing BFY, Opening FY, and Current Accounting Period are used in the Header

• Validate

• Finalize the ACL modification

2. Modify the ACC document by creating version 2:

• Select Edit from the Finalized ACC

• Change affected accounting lines to $0

• Make sure the closing BFY, FY, and Accounting Period are used in the Header

• Validate

• Finalize the ACC modification (will need to be approved by OSC after period 13 close)

Error/Issue: The closing and opening year COA elements are different.

Remedy:

1. Process an ACC and ACL with the closing year COA elements.

2. Ensure the closing year COA elements that were used in the ACC/ACL are active in the opening year.

3. Process JV1STND or JVC with the opening year FY and BFY in the header and Event Type GA01 to:

• Debit Cash Expenditure with the closing year COA elements

• Credit Cash Expenditure with the opening year COA elements

4. Deactivate COA elements in the opening year if they should no longer be used after the JV docs are approved.

5. Process payment using opening year COA elements.

Note: When a reimbursable program is used, the revenue would be earned (Credit) in the closing year with the old COAs and reversed (Debit) in the opening year with the new COAs after the ACC, ACL and JVC are all processed.

Error/Issue: The closing and opening year appropriation units are the same but the rollups are different.

Remedy:

1. Process a JV1STND or JVC using Event Type XG06 to accrue expenses with the closing year appropriation units. The entry should be posted to the closing BFY/FY and period 13.

2. Process a JV1STND or JVC using Event Type XG06 to reverse the accrued expense with the opening year appropriation unit. The entry should be posted to the opening BFY/FY and current period (1, 2, etc.).