G/L Error Correction

The G/L Error Correction screen displays automatically if any errors are encountered during the printing of certain G/L update reports. The G/L Error Correction screen is disabled when the post to G/L checkbox on the General Ledger Installation screen is cleared for a specific module.

Use this screen to make any necessary corrections before proceeding with the report printing and update. The errors for current line box helps you locate errors that need correcting, and clicking the Expand button displays the year and period associated with the transaction date.

Note: If you do not have level 8 security for that module, you will receive an error message. If you do not have adequate security to correct these errors, it is recommended that you review the update report. Searching for the word ERROR will help identify the records in question. You will then need to contact your supervisor for assistance.

The modules and data entry screens that display the G/L Error Correction screen are listed below:

  • Accounts Payable

    • Vendor Invoices > Update

    • Vendor Invoices > Reverse > Reverse Open Invoice Entry / Update

    • Payments G/L Detail Report/Update

  • Accounts Receivable

    • Customer Invoices > Update

    • Cash Receipts / Adjustments Entry > Update

  • Human Resources - Any of the following accrual exceptions may cause the G/L Error Correction screen to open in Human Resources:

    • An employee's current home department is not set up in G/L Department File Maintenance.

    • The specified accrual G/L account codes are not set up in G/L Department File Maintenance.

    • The accrual date stored in the Employee file is later than the accrual date specified on the Vac/Hol/Sick G/L Accrual starting screen; the date specified in the Employee file will display on exceptions report.

    • Vac/Hol/Sick G/L Accrual Report/Update

    • Reverse Vac/Hol/Sick G/L Accrual / Update

  • Inventory Control

    • Inventory Transaction Report / Update

  • Payroll - After corrections are recorded, click OK, and a new copy of the Payroll G/L Report will be produced automatically. If all errors have been resolved, the Payroll G/L Summary Update screen will then display.

    • Payment Processing > Update Payroll

Error Corrections

Errors shown on the G/L Error Correction screen must be corrected before completing the update. Corrections can be made on this screen, or you may cancel out of the screen to make changes elsewhere in Spectrum. The chart below shows the different error types along with suggestions on how to clear them.

Error Message

Indicates

Resolution Suggestions

INVALID G/L ACCOUNT

The G/L code entered does not exist in the General Ledger Master file.

Options include:

  • Change to an existing G/L code.

  • Exit the screen; in the General Ledger module, set up the code.

  • Add the code on the fly (appropriate security required).

G/L ACCT NOT USED

G/L code does not have an Active or Inactive status.

Options include:

  • Change to an Active or Inactive G/L code.

  • Exit the screen; in the General Ledger module, change the status on the code.

  • Change the code on the fly (appropriate security required).

INVALID YEAR & PER

Transaction not within processing dates.

Check the processing dates in all companies that the payroll posts to.

One Step Update:

Cancel the update, review posting dates and restart the update.

Two Step Update:

Open the date range to allow the transaction to post through. As the G/L is always the second update, we recommend that you allow the transactions to post in order to keep the other modules in balance with the G/L.

Note: In the event that this is an incorrect G/L period, make a manual journal entry to reclassify to the correct period.

G/L ACCT/COST CENTER MISMATCH

The G/L code used is not allowed for this cost center.

This error can display if the cost center feature is enabled in the Enterprise Installation screen.

Options include:

  • Cancel the update and add this cost center to the G/L code.

  • Add the cost center to the G/L code on the fly (appropriate security required).

For audit purposes, changes made in this window are recorded in a log file during the update to G/L. The G/L Error Correction Change Log is located on the General Ledger > Period End menu.

Note: Enhanced security is provided for the G/L Error Correction screen. If the user initiating the update does not have level 8 security authorization, a warning message displays. It is recommended that the user review the updated report; searching for the word, ERROR helps identify the records in question. The user will then need to contact the supervisor for assistance.

Field Descriptions

Fields

Descriptions

Seq

The sequence number assigned by the software displays.

Comp

The company code displays.

Date

The transaction date displays, but changes are allowed. Click the Expand button to display the Year and Period fields. Be sure to record the same period for all lines where you amend the date. The software will verify Debits = Credits for each period before permitting the update to proceed. When the period is changed for a transaction posting to a direct job cost or direct equipment cost account, the General Ledger balances will be posted to the new period. Payroll transactions recorded in the subsidiary ledger have already been recorded for the prior period.

Account code

The G/L account code displays, but changes are allowed.

If the G/L account code is invalid on a particular line, but the Year and Period fall within the current processing date range, you will only have access to the G/L account field.

When changing account codes, a warning message will display if a 'Not Used' account is reset and the direct cost setting of the new account does not match the old account.

Employee code

Debit

Credit

The employee code, debit amount, and credit amount display.

Memo - G/L

One of the following messages will display in this column:

  1. Invalid G/L Account

  2. G/L Account Not Used

  3. Invalid Year and Period – If this message displays the Errors for current line field will display the module and company that is being validated.

  4. Multiple Errors – This message displays when both the G/L account is invalid and when it is not used, and when the date is outside the processing date range.

Expand

Clicking this button displays the fiscal Year and Period associated with the transaction date.

Errors for current line

This box lets you know exactly where you need to make corrections before you proceed to preview the report and run the update. Errors include: "G/L account not used," "Invalid G/L account," and "Invalid Year and Period." If the cost center feature is enabled in the Enterprise Installation screen, then the "G/L Account/Cost Center Mismatch" error can display.