G/L Error Correction - Field Descriptions

Use the table below for reference when completing the fields on this screen.

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:

  • Invalid G/L Account

  • G/L Account Not Used

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

  • 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.

Making 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).