Basic Processing Concept

As soon as the accounting lines are entered into the system, the transactions are created and stored in the General Ledger Pending Entries Table. After the transactions are finalized through the workflow, they are extracted and processed by the Scrubber. The Scrubber validates transactions, generates offsets and accumulates expenditures for further processing. It also removes the error transactions into a separate file (“demerge”). Then the Poster Job generates Indirect Cost Recovery transactions and posts the “scrubbed” transactions to the Balance Table.

General Ledger Correction Process (GLCP)

When the errors are demerged during the scrubber process, they must be corrected by the General Ledger Correction Process. Initiation of the GLCP document is restricted to members of the KFS-SYS Operations role.

image2012-3-19 9:18:15.png

The GLCP document allows users to correct errors in several ways. The method chosen for correction determines which tabs on the document are active and which are inactive. The possible correction methods are as follows:

Database/Using Criteria Corrections: This method allows you to select and make corrections to a file from the Origin Entry Group table. Changes are made by specifying search criteria to identify the rows of data you want to alter and the changes.

File Upload/Using Criteria Corrections: This method allows you to upload an existing file from an external source and specify search criteria that identify the rows of data you want to alter and specify the changes you want to make to these rows. Use this option when you have a file from an external source to upload to the KFS and want to make changes in the KFS before submitting the document.

File Upload/Manual Edit Corrections: This method allows you to upload an existing file from an external source and manually make corrections to that file before adding it for processing. Use this option when you want to work on the corrections on your computer and upload the file; if necessary, you can manually make changes in the KFS before submitting the document.

Database/Remove Group from Processing: This method allows you to remove the selected origin entry group from processing during the next batch cycle.

Correction Process Tab

The Correction Process tab is used to select the system (Database or File Upload) and the edit method (Using Criteria or Manual Edit) to be used for corrections. After a selection is made, click select. This opens up available options on the other tabs of the document.

image2012-3-19 9:19:32.png

Documents in System Tab

The Documents in the System tab displays the files available for editing. The Documents in System list is populated when you click select in the Correction Process tab.

image2012-3-19 9:20:16.png

This list contains files that are in the Origin Entry Group table. These files are created by the accounting cycle at the various steps of G/L processing, such as the running of 'Scrubber, in the generation of ICR entries, or the generation and posting of reversals.

Click the name of the file you want to correct and use the action buttons at the bottom of the tab to take an action on this file. The options available are loading a group and copying a group to the desktop.
Click load group to display the selected file on the Search Results tab and make it available for editing using the fields on the Edit Criteria tab.
Click the sort button to sort the data in the Search Results section by the values in the selected column.

Edit Criteria Tab

This is the tab where you would enter the criteria to select the transactions and change the transactions. Once you apply changes to the transactions, verify the transactions in the Options and Actions tab and submit the document.

Example 1

This example shows how to change the Document Type from PRJE to DI and feed the transactions back into the scrubber step

Select Method

image2012-3-19 9:20:35.png

Select Transactions

image2012-3-19 9:20:48.png

image2012-3-19 9:21:2.png

Enter Edit Criteria

Enter the criteria for selecting the transactions to change from. For example, to select the transactions with the Document Type of ‘PRJE’, select the field, Document Type and enter the value of “PRJE” and click add.

image2012-3-19 9:21:20.png

To change the above document types to “DI”, select the field “Document Type” and enter the value of “DI” and click add.

image2012-3-19 9:21:35.png

Adding Group

Click add button by Add Groups.

image2012-3-19 9:21:50.png

Verify Output Group

To verify that the changes have taken, click show by the Show Output Group in the Edit Options and Actions tab.

image2012-3-19 9:22:7.png

image2012-3-19 9:22:23.png

Submit Document

Submit the document.

Observe the message in the upper left corner.

image2012-3-19 9:22:47.png

Example 2

This example shows how you can upload the transactions to the application server using the GLCP document.

Downloading a File to Modify

Select General Ledger Correction Process menu

image2012-3-19 9:23:4.png

Select Database and Using Criteria, and click select.

image2012-3-19 9:23:17.png

Select the File to Download

image2012-3-19 9:23:28.png

Click copy group to desktop

image2012-3-19 9:23:41.png

Save the file on your desktop and open the file and edit the transactions.

image2012-3-19 9:23:59.png

Save the file after editing is done.

Uploading the Edited File

image2012-3-19 9:24:29.png

Select File Upload, Using Criteria. Click select.

image2012-3-19 9:24:37.png

Browse and select the document and click load document.

image2012-3-19 9:24:50.png

Search result will show the content on the screen.

image2012-3-19 9:25:5.png

Finally click submit

image2012-3-19 9:25:19.png

Browser not supported