Ledger Review

GLRS - Corrections

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.

As you review your ledgers you may find that corrections are needed. In some departments, the reviewer makes the corrections. Check with your plan manager to see who in your department is responsible for making corrections.

How do I find the transactions that need correcting?

  1. From the Ledger Review menu, click Unreviewed Transactions Report.
  2. Click the box for Show Uncorrected Transactions Only.
  3. Click View Report. All transactions marked with an X (invalid) or a question mark (other follow-up required) should be corrected.

How do I make corrections?

The method used to make corrections depends on the problem. The following procedures apply to problems created by your department; for problems created by a different department (e.g., recharges), contact that department.

Problem  Solution 
Incorrect Full Accounting Unit (FAU)  This includes the chart, account, sub-account, object, sub-object, and project. Complete a DaFIS document to correct the error. See Cost Transfers for details. 
Wrong amount  If a vendor was overpaid and cashed the check, contact them to issue a credit memo or refund check.

If a vendor was overpaid, is not owed money (e.g., a duplicate payment), and returned the check, fill out the Cancel Check Form.

If a vendor was overpaid, is not owed money, and did not return the check, fill out the Stop Payment Form.

If the vendor was underpaid and the Pay in Full indicator on the last approved VI was Yes, do the following:

For DPOs

  • Create a new DPO *
  • Create a VI for the new DPO
For POs
  • Create a Change Purchase Order/Business Agreement (CO) to reopen the PO.
  • Once the CO is fully approved, create a VI.
  • On the VI, go to the Accounting Distribution screen and make sure the Lien Reduction field shows 0.
  • Complete an Error Correction (EC) document to correct the object code.
For DPOs and POs
  • If a VI cannot be processed due to a credit (e.g., AP Credit Memo, Cancel Check, Cancel Open Payable), create an AP Direct Charge (DC) document; enter the purchase order number in the Tracking Number field.

* An alternative to creating a new DPO is to create a VI against the closed DPO; however, doing so will create a negative lien. To have General Accounting clear the negative lien, complete the Lien Clearing Request Form.

Wrong vendor   If the vendor returned the check, then complete the Cancel Check Form to cancel payment to the incorrect vendor. Next, initiate payment to the correct vendor. If the vendor cashed the check, contact them for a refund. In addition, pay the correct vendor. 

Do I need to update the ledgers after making corrections?

No, you don't need to update the ledgers to meet your monthly ledger review obligation; however, check with your plan manager on protocol. Some departments want the reviewer to go back to a transaction and mark it as being corrected. That can be done as follows:

  1. Log into DaFIS Decision Support (DS).
  2. On the main menu, click General Ledger.
  3. Click General Ledger Review.
  4. On the Ledger Review menu, click Unreviewed Transactions.
  5. Checkmark the Uncorrected Transactions Only? box.
  6. Click the an X or a question mark next to the account (not the one next to the document number) for the transaction you want to mark as corrected.
  7. Mark the Corrected box so that a checkmark appears.
  8. In the Notes field, enter a note. If you don't want to add details, just type an "x" or "corrected". If you want to add details, add something like, "correction made on DaFIS document number 01-xxxxxxxxx".
  9. Click Save.
  10. On the Unreviewed Transactions Report, you'll now see a a C where an an X or a question mark existed before. Note: Correcting a transaction does not change its validity. In other words, if it was marked invalid, it remains invalid; you are just indicating that a correction has been made.
  11. Repeat the above process for the rest of the transactions you'd like to mark as corrected.

Supplemental content

General Ledger Review Menu