Cost Transfers - Naming Expenditure Batches in GA

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Distribution

Comptroller

GM Administrator^*

GM Setup Specialist^*

GM OSP Setup Specialist^*

GM Billing Specialist^*

GM Award Manager^*

GM Project Manager^*

GM Transaction Specialist^*

Related Procedures

Expenditure Batches in GA

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Steps in Entering & Adjusting Transaction Batches

The following instructions detail entering transaction batches directly into GA.

Grants Accounting
N ® Expenditures ® Pre-Approved Batches ® Enter Actuals
Expenditure Batches

1. Navigate to Enter Actuals and open the Expenditure Batches window.

Naming Expenditure Batches

2. Name your batch according to UVa conventions.

UVa Convention

A for actuals - your email login - USER ID (in CAPS)- date (DDMMYY) - a 3-digit sequential number
For example: A NLH8U 200505 001

NOTE: GA module does not force the UVa naming convention for expenditure batches. As of August 2007, manual expenditure batches are required to have the correct naming convention. Expenditure batches with an incorrect name will be returned to the creator of the batch to delete and redo. The name field cannot be changed after entering expenditure transactions.

Status defaults in as "Working".

The "created" region identifies who created the batch and on what date. This is populated by user login information.

3. Enter the ending date.

Select the LOV and select today’s date from the calendar. The date of the Sunday that falls after your expenditure date will default in. (This is GA functionality.)

Note: The ending Date does not indicate which month the batch is to be recorded in. The day in which the batch is released and processed (this will be part of the nightly process) dictates which month the batch is recorded in.

4. The expenditure class of "Usages" will default in.

5. The description defaults in as "Usages".

This field can be modified to provide further identification for the batch.

6. Check the "All Negative Transactions Entered as Unmatched" checkbox.

If not checked the system looks for a matching positive transaction, and gives you a "second chance" when you are in the expenditures screen to confirm that you mean to enter the matching transactions(s).

7. Enter control Totals and Count as needed.

Entering 0 in the Totals field will ensure the batch is balanced.

The Control Amount field is useful if you are breaking down an entry into several lines, because it will not allow you to go over the control amount.

The count is related to the number of different organizations you will be using in the batch detail entry section. (For example if you are using 3 orgs, one for credit and two for expending (debiting) your count would be 3.)

See guidelines for what kind of information must be provided and what information should be provided.

Accounting Services Department

Grants and Contracts (OSP) Financial and Administrative Policies and Procedures

Your next action will be to click [Expenditures]

End of Naming Expenditure Batches.

Effective: 01/27/2010

Revision: 2

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