Creating a General Accounting Encumbrance (GAE) Transaction

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This job aid describes the actions taken to create a General Accounting Encumbrance (GAE) transaction.

Navigate to Global Search Bar and enter GAE.

Select General Account Encumb.

highlight global search bar for GAE

2. On Financial Transaction Page.

Confirm the appropriate Transaction Code has populated in Transaction Code field.
Enter appropriate Transaction Department.
Click the Create button.

highlight create button and fields

3. On Create Transaction Page:

Check Auto Numbering box.
Click Continue Button.

highlight create transaction fields

4. In the General Accounting Encumb page select the Header Tab.

Expand the General Information sub section.
Enter Transaction Name.
Enter Transaction Description.
Click Save button.

highlight GAE Header tab fields

5. On the General Accounting Encumb page select the Vendor tab.

Click the + symbol to insert new line.
Click the Caret to expand the line.
Select the appropriate Vendor Customer from picklist.
Select appropriate Address Code from picklist.
Click the Save button.

highlight GAE vendor tab fields

6. On the General Accounting Encumb page select the Accounting tab.

Click the + symbol to insert new line.
Click the Caret to expand the line.
Select the General Information sub section.
Select the appropriate Event Type from picklist.
Enter the Line Description.
Enter the Line Amount.
Click the Save button.

highlight GAE accounting tab general information subtab fields

7. Select COA subsection.

Enter Fund, Department, Unit, Appr. Unit and Object.
Click Save button.
Click Validate button and Submit button.

highlight GAE accounting tab coa subtab fields

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