Cost Transfers - Reworking Expenditure Batches in GA

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Distribution

Comptroller

GM Award Manager^*

GM Project Manager^*

GM Transaction Specialist^*

GM Billing 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 Reworking Expenditure Batches in GA

The following instructions detail reworking transaction batches in GA.

NOTE: You would follow the following steps if you want to make a change in a batch before it is released.

In the case of errors, a general accounting or osp reviewer will notify you via e-mail) from to rework your submitted Expenditure Batch in GA with specifics of what must be reworked and why.

General Accounting http://www.virginia.edu/finance/genacct/resources.html

Error codes http://www.virginia.edu/finance/genacct/OGM%20Cost%20Transfers.htm

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

Finding your Batch

1. Navigate to the Expenditure Batches window.

2. From the menu bar select [View], [Find] or select the Flashlight icon on the toolbar.

In this example the parameters were %NLH8U% a wild card to query on all batches with NLH8U in the batch name. If querying on a specific batch name the Expenditure Batches window would open for that batch only.

The Expenditure Batches Summary window opens.

From the Expenditure Batches Summary window you can do the following:

Submit a batch with the Status of Working
Open a batch (if reworking a batch remember to check the box for “All Negative Transactions Entered As Unmatched”
View Expenditures window

Steps in Reworking Transaction Batches

Note: The Batch name field can not be modified once a batch has been saved. The field is protected against update.

3. Select [Rework] (if the Status is Submitted).

Batch status returns to working

4. 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).

5. Select [Expenditures].

6. Select the expenditure line(s) that need changes and make the changes.

Note: The organization field can not be modified; if the organization is incorrect select the delete icon on the menu bar and at the same time all of the transactions under the Organization will be deleted and will have to be entered again.

7. Save your work.

Note: Some Schools and Departments require a review of Actual Expenditure Batches before submission to Accounting Services or Office of Sponsored Programs for final review and approval. In those cases, the Batch Creator would save the batch then notify the viewer (i.e. E-mail, phone etc.) that a batch or batches have been created and ready for review.

8. Close the expenditure form.

9. Select [Submit] on the Batch form.

Note: When the status is Submitted it is ready for review by Account Services or Office of Sponsored Programs.

End of activity.

Effective: 01/27/10

Revision: 9

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