Frequently Asked Questions

Recall Button

Question: Is the initiator the only person who can recall a document? 

  • Answer: Yes

Question: Is there a Return/Recall button available for PCard or SET documents?

  • Answer: No

Question: If the initiator is also the fiscal officer on the account, will the recall button work for them?

  • Answer: Yes, as long as they recall it before the next person in the routing takes action.

General Error Correction Document

Question: Does your correcting GEC entry have to balance?

  • Answer: Yes

Question: Can you leave remaining balances on an account?

  • Answer: Yes, as long as the document balances on the correcting side.

Question: Why do we no longer have the FROM and TO option?

  • Answer: The terminology and functionality has been changed to be more accurate and less confusing.  The REVERSING line is where the accounting line you want to back out or undo will be listed.  The CORRECTING line is where the new or correct accounting lines will be listed.

Question: On a GEC, do I have to select all accounting lines associated with the change?

  • Answer: Yes, you need to select each accounting line that needs to be changed.

Question: Is there still an import feature in GEC to correct multiple accounting entries?

  • Answer: There is no longer the ability to import a template in the reversing section (previously known as the FROM section) of the GEC.  However, you can make corrections by document number or by account number instead. Note: There is import functionality in the Correcting section.

Question: If you were to click on the original doc, will it tell you the GEC number?

  • Answer: The original document will not list any GECs that are associated with that document.  However, if you try to perform a GEC for accounting lines that have already been corrected, you will not be able to select that accounting line. 

    One cool new feature is the addition of a column called “GEC Document Number” to the  General Ledger Entry Lookup for GEC search queries.  If a document in the search results has been corrected with a GEC, there will be a GEC document number listed in the GEC Document Number field.

Question: Will the GEC still give us an error if the balance is not enough and we need to do a DI instead?

  • Answer: There is a change in functionality for GECs that no longer allow you to free enter an amount in the Reversing section.  Instead, you will be able to select a line item that you want to correct (and the amount is already populated).  For this reason, you won’t get an error.  However, if you need to make correction which is grant related which has crossed years, you will need to create a DI.

Question: Will functionality of reversing use tax (i.e. having two “To” lines) be the same?

  • Answer: Yes, you would select the lines associated with use tax which would be reflected in Reversing section and nothing in the Correcting. When you reverse an accounting line, the use tax associated with that line will automatically be reversed as well.

Question: If twos users are working on a GEC document, will you be able to tell when one user has completed their changes?

  • Answer: If User A creates a GEC and then saves it, the User B will see the saved document when looking at the original transaction.  If, after User A saves the document, User B tries to submit a second GEC for the same accounting lines the system will prevent it.  If User A has not saved the GEC, than User B will be unaware that a GEC is being created related to the original transaction.

Miscellaneous Questions

Question: Are there any changes related to Designated Campus Colleagues (DCC)?

  • Answer: There is no change to roles/policies related to authorized signatures, permissions or routing for DCCs.

Question: Is there any update on the travel module?

  • Answer: Due to a number of issues with the Travel Entertainment Module (TEM), the TEM module has been discontinued and is not available in the 7.0 version upgrade we are moving to.  While Kuali is exploring a relationship with Concur (a travel company), there is currently no travel module.