Reverse Subledger Transactions


Concept

In this topic, you will learn how to reverse a subledger transaction.


Steps:

  1. Click the Transactions Maintenance menu item to begin the process of reversing a subledger transaction.

    Step 1
  2. You may search using any combination of fields.  You are required to use at least two fields to conduct the search.  This example will focus on posted transactions for a specific award and fiscal year within a certain date range.

    Step 2
  3. Enter the information into the Fiscal Year field.

     

    For this example, enter a valid value e.g. "2010".

    Step 3
  4. Enter the information into the PR/Award No. field.

     

    For this example, enter a valid value e.g. "P268K100142".

    Step 4
  5. Click the button to the right of the Transaction Status field to display the list of transaction statuses.

    Step 5
  6. Select the Transaction Posted list item for this example.

    Step 6
  7. Click the Vertical scrollbar to scroll down to the remaining search fields.

    Step 7
  8. You may narrow your search by ACCS, Accounting Period, Transaction Dates or Effective Dates.  For this example, a Transaction Date Range has been completed.

    Step 8
  9. Next you must indicate what action you would like to take with the data which is retrieved by the system.

    Step 9
  10. Click the Reversal option to search for transactions which are eligible to be reversed by the system.

    Step 10
  11. Click the Search button to search for transactions which meet the criteria.

    Step 11
  12. Click the Vertical scrollbar to scroll down and view the search results.

    Step 12
  13. Note:  You may select one, many or all awards to reverse by using the individual Select boxes or by using the Select All function.

    Step 13
  14. This example will focus on reversing a single transaction.

     

    Click the Select button to mark Transaction 26565106.

    Step 14
  15. Click the Reverse Transaction(s) button to reverse the transaction you selected.

    Step 15
  16. The Reverse Subledger Transactions screen displays.  Note:  You are required to supply comments (the reason) for the reversal or reversals.  You may apply a general comment to all the transaction reversals or a separate comment for individual reversals by clicking the appropriate button or link.

     

    Click the Vertical scrollbar to scroll down.

    Step 16
  17. Click the Enter Comments link to enter a comment for the single reversal you are processing.

    Step 17
  18. The Enter Reverse Comment screen displays.  Enter the desired information into the Enter Reverse Comment field.

     

    For this example, enter a valid value e.g. "refund processed in error".

    Step 18
  19. Click the Continue > button to return to the Reverse Subledger Transactions details screen.

    Step 19
  20. Click the Vertical scrollbar to scroll down.

    Step 20
  21. Click the Continue > button to continue to the Summary screen.

    Step 21
  22. Click the Submit button to submit and save your work.

    Step 22
  23. The system displays a message asking if you are certain that you want to reverse the transaction.

     

    Click the Yes option to confirm.

    Step 23
  24. Click the Continue > button to continue to the Confirmation tab.

    Step 24
  25. The system displays a message indicating that the reversal was successful.

     

    Note:  If you would like to reverse additional transactions, you may click Done and return to the search screen to repeat the process.

    Step 25
  26. Click the Go To Home button to return to the My Home Page screen.

    Step 26

Congratulations!

 

You have successfully reversed a subledger transaction.