General Error Correction (GEC)

This e-doc is used to correct inappropriate or incorrect accounting string data posted to the general ledger.

Tips for GEC e-docs

The GEC e-doc is used to correct previously posted transactions and must be approved by a fiscal officer or a delegate.

Do not use a GEC for...

• Labor
• Transfer of funds
• Gift corrections (please contact AA&D for corrections)
• Changing the balance of a deposit

Note: Units are not to prepare corrections of balances on an Advance Deposit (AD) unless they have been contacted by or have contacted Accounting.

Restrictions for Processing

• Negative amounts are not allowed
• "Ref Origin" is required

• Most are 01
• See the appendix in the General Error Correction Standard Operating Procedure for easy ways to identify the origin code.

Completing a GEC e-doc

• The From section will always be the opposite of the normal balance of the object code
• Can be processed either with data in both sections or only in the From or To sections

Examples:

• The original transaction was a credit to an account receivable (AR), but it should have been income. The fix would be to record the AR in the To section and income in the To section
• The original transaction was recorded as an expense reimbursement on an AD, but it should have been recorded as income. The fix would be to record the expense in the To section and the income in the To section. 
• The original transaction used a supplies object code, but it should have been postage. The fix would be to record the supplies object code in the From section and the postage object code in the To section.  
• The original transaction was a credit to a conference and seminar object code, 6385, on a Procurement Card Document (PCDO) and you need to move it to another account. The fix would be to put the account that is to receive the credit of $5.38 on the 6385 object code in the From section, and put the account that is having the credit to the 6385 object code removed in the To section.