Error correction scenarios Where you are in your workflow determines how you correct an error in direct costs. Review the table below to find a scenario that matches your situation. | When you discover the error | Correction Procedure | | While on the same grid line | Click in the field with the incorrect entry and correct it; or click Cancel line. | | While on another grid line | Move the cursor to the error. Change the entry, or click Delete line. | | After you click [Finish], but before the command ends | Cancel all windows until returned to the grid. Move the cursor to the error. Change the entry or click Delete line. | | After you exit the command (if you assign batches names manually) | If you assign batch names manually and the direct cost is in an unposted batch, reenter the batch and correct the error. | | After you exit the command (if the system automatically assigns batch names) | Enter a direct cost with the incorrect amount (or amounts) reversed. If the batch is large, you can download a direct cost batch reversal report to correct the posted entries. Be sure any General Ledger account numbers match the original accounts. Then enter another direct cost with the correct amounts and the correct accounts. See the notes below. | Add columns to your inquiry for extra, standard items, units, unit cost, ref 1, ref 2, debit, and credit accounts. When making reversals for units, enter in negative units and positive unit costs that will create a negative amount. All items need to match the original except for negative units and negative amounts. Example Original Entry | Job | Cost Code | Cat | Amount | Trans Date | Acctg Date | Debit Account | Credit Account | | 08-001 | 1-041 | OH | 35.00 | 11/30/2013 | 11/30/2013 | 10-5005 | 10-6112 | This posts the entry incorrectly to job 08-001 instead of 03-001. Correcting entry | Job | Cost Code | Cat | Amount | Trans Date | Acctg Date | Debit Account | Credit Account | | 08-001 | 1-041 | OH | -35.00 | 11/30/2013 | 11/30/2013 | 10-5005 | 10-6112 | | 03-001 | 1-041 | OH | 35.00 | 11/30/2013 | 11/30/2013 | 10-5005 | 10-6112 | Information - Correct errors made in other applications that interface and affect Job Cost (JC) in the other applications. This assures that corresponding balances in the other applications and in Job Cost will remain consistent.
- A common mistake is to try to reverse the General Ledger (GL) accounts on the correcting entry. Enter Direct Costs doesn’t work the same way that Record Entries in General Ledger does. Enter a negative amount to lower the cost on a job. The result is that it sends a negative debit and a negative credit to General Ledger. When you enter a positive amount and reverse the GL accounts, it increases the job costs. This sends incorrect entries to GL.
- You can also use the Change Entries task in Job Cost to make changes. However, Change Entries doesn’t make corrections to the application of origin and can’t change accounting dates. It sends entries to General Ledger. For more information, refer to the attachments below.
- Remember to post in all applications and check your posting journals for any rejections.
- The direct costs batch has several entries/transactions, or there's more than one batch of entries to correct. Download a direct cost batch reversal report to correct the posted entries. You can then reenter the direct costs as necessary.-
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