Standard Operating Procedure
The General Ledger Transfer (GLT) e-doc is used to adjust, transfer, or correct transactions that have posted to the general ledger. It makes it easier to move transactions by allowing you to search for the transaction data that exists in the general ledger. Pending transactions cannot be selected. You can transfer entries that are eligible to be corrected based on origin code, document type and balance type.
The GLT e-doc:
- Prevents partial transfers and transfers for more than the original transaction.
- Prevents multiple corrections of the same document.
- Prevents transactions from being transferred multiple times, tagging the original transaction as “already adjusted.”
- Maintains an audit trail by automatically cross-referencing the transaction.
- Reduces the amount of manual input required to make changes to accounts, transactions, or accounting lines by pre-populating existing information.
Tips for Using GLT e-docs
Do not use a GLT for...
- Labor or fringe benefits
- Fund transfers
- Gift corrections (please contact AA&D for corrections)
- Changing the balance of a deposit
Note: Units must not prepare corrections of balances on an Advance Deposit (AD) unless they have been contacted by or have contacted Accounting.
Restrictions for Processing
- Entries must be posted to the general ledger before they can be corrected.
- Documents with pending entries cannot be corrected.
- Negative amounts are not allowed.
- Transaction descriptions cannot be edited.
- The From and To sections must be populated.
- The GLT e-doc must be in balance.
Completing a GLT e-doc
- 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 select the transaction processed, and copy and modify the object code in the To section. This action will debit the expense object code in the From section and credit the income object code 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 search for and return the credit of $5.38 on the 6385 object code in the From section, copy details to the To section, and put the account that should receive the credit to the 6385 object code in the To section.
- Billing processed that needs to be reversed. The original entry was a debit to accounts receivable and a credit to an income object code. To reverse the entry, return one line of the entry, copy and change the object code to the other side.