Introduction
This quick reference guide describes how to create a General Accounting Expense (GAX) transaction in FINET.
A GAX document is a payment document. It is most often a “stand-alone” payment request that does not require a previously processed purchase order. It can also be copied forward from a General Accounting Encumbrance. (GAE)
Creating a GAX
There are 2 methods for creating a GAX transaction:
• Copy Forward from a GAE
• Create a stand-alone, non-referencing GAX
Copy Forward from a GAE
1. From the home page, click on the Transaction Catalog quick link. Search for an open GAE transaction you need to pay. Once you enter the criteria, click the Search button to return search results.
2. There you will identify the GAE you are going to pay. From the results, select the three-dot menu.
3. From the drop-down menu, select Primary Actions
• Select Copy Forward from the Primary Actions.
• Verify the GAX line is selected at the top. The Copy Forward window will show you the types of transactions that can be created from the transaction you started from.
4. Enter:
• Transaction Department: The department number for which this GAX is being created.
• Transaction Unit: Optional but used for routing purposes.
• Transaction ID: Prefix for transaction number. It may start with the last two digits of the current fiscal year.
5. Click the Auto Numbering checkbox.
6. Click OK button in the upper-right corner.
The GAX draft is created.
Create new stand-alone GAX
1. From the home page, click on the Transaction Catalog quick link.
2. Click the Create button in the upper-right corner.
3. Enter:
• Transaction Code: GAX
• Transaction Department: The department number for which this GAX is being created.
• Transaction Unit: Optional but used for routing purposes.
• Transaction ID: Prefix for transaction number. It may start with the last two digits of the current fiscal year.
4. Click the Auto Numbering checkbox.
Whether you copy forward or create the GAX as a stand-alone transaction, FINET creates the new transaction with the Header, Vendor and Accounting tabs.
Header tab
There are no fields that need to be entered in the PRC Header. You can skip to the Vendor tab.
Vendor tab
The GAX is a simple transaction and handles the same way as the PRC. Expand the Vendor Line to view additional options.
1. Create the line by clicking the insert button.
2. Enter:
• Vendor Number field: Enter the vendor Number or select from the pick list.
• Address Code field: Use the pick list to look up and select the address code if there is no default address.
• Handling Code
• Single Check
Click on the Show More line, to view more disbursement options, if needed.
Accounting tab
1. Create the line by clicking the insert button.
2. Enter:
• Line Amount
• Vendor Invoice Number
• Vendor Invoice Line
• Vendor Invoice Date
• Fund
• Department
• Unit
• Appropriation Unit
• Object
3. Expand the line to view the line descriptions.
The Expand Line includes additional fields for:
• General Information:
Event Type
Accounting Template
• Chart of Accounts
Additional Cost Accounting Codes
• Payment Instructions
Check Description
• Reference
Information about the GAE, if applicable
To complete the transaction click Validate and Submit buttons, located in the upper right corner of the transaction.
Finalizing the Transaction
After you click submit, if the transaction requires approval it will update to Pending status. The transactions will route to the same worklists, but the approver can approve the transaction without going to the worklist.