This page explains how to complete some basic General Error Corrections in KFS. Your department or school may have policies or procedures that pertain to processing the GEC and should be followed if applicable.
Adding Additional FAU
The GEC can be used to add additional Full Account Unit (FAU) information to an entry, such as project codes and sub-account numbers.
Once the entry is imported to the From section, select the copy-down button.
Enter the additional FAU information, save, and submit the eDoc.
Correcting an Expense Entry
Once the entry is imported to the From section, Select the copy-down button.
In the To section, enter the correct account number into the account number field. Then save and submit the eDoc.
Correcting an Income Entry
When importing an income entry, ensure that the credit and income object code (object type IN or IC) is selected.
Select the copy-down button.
In the To Section, enter the correct account number into the account number field. Then save and submit the eDoc.
Correcting a Partial Amount of an Entry
If a portion of the amount charged to an account should have been charged to a different account, a GEC can be used to correct the entry. In this example, $60.00 was charged to GU12345. Only $40.00 should have been charged to GU12345, and the remaining $20.00 should have been charged to GU10101. Import the entry that needs to be corrected. Then select the copy-down button.
Correcting an Entry That has Already Been Imported into Another GEC
When importing an entry that has already been corrected with a GEC, the entry will not be selectable. In this example, the Charge of $49.55 was corrected using GEC document number 5663030.
Reversing a GECIf a GEC is processed in error, it can be reversed. To reverse a GEC, import all of the entries created by the GEC into the From section.
Instructions for processing a GEC to correct use tax and processing a GEC with an equipment object code can be found on the KFS Purchasing Training Guides and Resources page.
If a GEC is performed on a PALCard transaction, the user must go into the original PALCard/PCDO document and update the Notes and Attachments section of the PCDO with the GEC document number and review date.