Ledger Review

GLRS - Auto-Annotation

Note: This page discusses the General Ledger Review System, which is the system being used by UC Davis for ledger review through June 2015.  Starting with the July 2015 ledgers, a new Ledger Review process will be used at UC Davis.

Auto-Annotation is a feature where the system automatically marks transactions on the ledger as having been reviewed. Auto-Annotation is recorded nightly. Auto-annotation does not work with Chart H plans. Departments should not use auto-annotation if they feel that their internal controls are not adequate to ensure accuracy, appropriateness and compliance when processing transactions. Instead, a full review of the general ledger should be performed.

Your department can use auto-annotation if the DaFIS/KFS/UCD Buy/MyTravel document initiator can confirm that the document is accurate and appropriate by:

  1. independently assessing compliance with all relevant policies, regulations, terms, and conditions related to the transaction OR
  1. confirming that the transaction was authorized by someone with the appropriate authority to request the transaction and with knowledge of the relevant policies, regulations, terms, and conditions (e.g., department chair, PI, MSO).

To qualify for auto-annotation, a transaction must:

  • Have an origin code of 01. Only documents created in DaFIS Transaction Processing (TP), the Kuali Financial System (KFS), and MyTravel will qualify.
  • Be approved by at least two FIS users who are in the same organizational hierarchy (See examples) as the account being charged. The document initiator is considered an approver for the purpose of determining a document's eligibility for auto-annotation. The document approver (e.g., account manager, delegate or ad hoc approver) who attests to the validity and propriety of the document counts as the second approver. NOTE: For Shared Services Center (SSC)-initiated documents ONLY, there isn't the auto-annotation requirement for two users within the same organizational hierarchy.
  • Not have critical fields modified during routing. If the following were modified during routing, auto-annotation will not occur, unless the document is approved by someone else in the same hierarchy structure after the modifications are made:
    • fiscal period
    • chart
    • account
    • object
    • description/payee
    • amount

Auto-annotation looks at documents on a line-by-line basis. In other words, a document distributed among multiple accounts that are in separate review plans may receive auto-annotation on an account under one review plan, but may not for a different account on another plan where auto-annotation was not selected.

There is no dollar limit on transactions that can be auto-annotated. Per PPM 330-11 transactions not qualifying for auto-annotation must be reviewed by someone other than the final department approver of the transaction (typically, the final department approver is the DaFIS/KFS account manager or delegate). See examples of how auto-annotation works.

What should I do when a transaction that should have auto-annotated, didn't?

If something that you expected to auto-annotate didn't, manually annotate it. Next, figure out why it didn't auto-annotate. Here are some possible reasons:

  • An approver modified the: Fiscal Period, Chart, Account, Object, Description/Payee, or Amount field while the document was in routing
  • The approvers are not in the same linear organizational hierarchy (see examples)
  • The transaction occurred before the auto-annotation feature was selected for the plan (auto-annotation is not retroactive)

Supplemental content

General Ledger Review Menu