Using a GAEC to Adjust a GAE
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There are times where an adjustment is necessary on a GAE. There are a number of different scenarios that could happen but this guide will deal with the specifics of one scenario that demonstrates both a reduction and an increase to a GAE. Depending on your situation use the increase information or the decrease information as needed. This job aid will cover a payment made against the wrong GAE where multiple GAE exist for the same vendor. We need to correctly show the open amount on each GAE so will be adjusting one GAE up and the other GAE down by the same total amount. For this example, we have two GAE’s.
Navigate to Global Search Bar and enter GAE.
Select General Account Encumb.
2.On the Financial Transaction Page confirm Transaction Code.
Enter Transaction ID.
Click Search button.
3. The transaction will populate in the grid, Click the Transaction ID hyper link.
4. On GAE1 there is 1 payment that was made with a Closed Amount of $200.00.
4. You can find these payments by expanding the 3 dot menu and selecting Transaction References.
5. On the Forward Reference Query page click the Forward button.
6. The payment for $200 is found on the GAX under the Summary tab.
7. Create a GAEC by opening GAE Transaction that had the payment applied to it.
Expand the 3 dot menu and click Copy Forward from the Primary Actions menu.
8. From the Copy Forward Page select GAEC as Target Transaction Code from the grid.
Enter Transaction Dept.
Check Auto Numbering.
Click the OK button.
9. On GA Encumbrance Correction page select the Accounting tab.
Click the Caret to expand options.
Select General Information sub section.
Enter PR20 in the Event Type field to add back that amount to the GAE.
10. While remaining in the Accounting section select the Reference sub section.
Enter the inverse Line Amount. (Using parentheses to indicate the amount is inverse.)
Select Inverse as the Reference Type.
11. While remaining in the Accounting section click the "+" symbol to insert a new line.
Click the Caret to expand options.
Select the General Information Sub section.
Enter Line Amount.
Select PR21 as the Event Type for the GAE that needs to be reduced.
12. While remaining in the Accounting section select the Reference sub section.
Enter Referenced Transaction Code.
Enter appropriate Referenced Vendor Line.
Select Partial as Reference Type.
Enter Referenced Transaction Dept.
Enter Referenced Transaction ID.
Enter Referenced Accounting Line.
Click Validate button.
Click Submit button.
