GIFMIS USER TRAINING MANUAL
Reverse Distribu�on
Ownership
Government of Ghana
Nota�on
(N) = Navigator
(M) = Menu
(T) = Tab
(ST) = Sub Tab
(B) = Bu�on
(I) = Icon
(H) = Hyperlink
Government of Ghana
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Responsibility = AP, ACCOUNTS OFFICER, CAG
Overview
You have discovered that Invoice XX1000 was entered with incorrect accoun�ng informa�on.
The 1500 GHS should have been charged to Ac�vity 001457 instead of 001466. Adjust the
accoun�ng distribu�on lines on this invoice by reversing the original Distribu�on Lines and re-
entering the correct lines manually.
TIP: You can adjust line informa�on directly (without having to reverse the lines first) if the
lines have NOT been transferred to the General Ledger yet. A�er transfer, you will have to
reverse them in order to correct them.
Reversing distribu�on is possible only if TAX lines are not a�ached at the line level. In order to
reverse the distribu�on, the discard bu�on should be used to perform the reversal of the
distribu�on. This ensures that that tax line also is reversed.
USE KEY F11 FOR QUERY MODE. USE CTRL F11 FOR RESULT.
Create an invoice
1. Navigate to the Find Invoices window.
(N) Invoices > Entry > Invoices
2. (I) Find
Trading Partner = Galaxy Office Supplies
Invoice Number = CAGD/GS/INV001
Amount = 1500
3. (B) Find
4. (B) Ac�ons
Validate = Check
5. (B) OK.
6. (B) Ac�ons
Create Accoun�ng = Check
Final = Check
7. (B) OK
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8. (B) OK. To accept the confirma�on message.
9. (M) Tools > View Accoun�ng Events > (B) View Journal Entries
• Review the Journal Entries that the Create Accoun�ng process generated for this
invoice.
Reverse the distribu�on.
10. (T) Lines
11. Select the Invoice Line with the distribu�on coded to department 402.
12. (B) Discard
Click on
Lines Tab
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Click on Discard
line 1
The amount changes to zero.
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Click
Distributions
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14. Note that a reversal entry has been created for you automa�cally.
15. Close the distribu�on form and move your cursor to the 2 row and enter the amount, and
correct Distribu�on Line informa�on, as follows:
01.01000.70112.0100201000.010202.1020204.0000000.001457.0304300.000000.000000.2210501
Government of [Link] Fund [Link] and fiscal Aff[Link]-Controller and
Acct.2\. Improve public expendi.2.4Develop more eff[Link]fi[Link] Departmental
[Link] Metropolis - [Link]fi[Link]fi[Link] Medical Treatment
Changed the ac�vity code from 001466 to 001457
16. A�ach the tax code in the tax classifica�on field.
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17. Note: Since the reversal has takes effect, the status of the invoice shows as Needs
Revalida�on and Accounted as Par�al.
18. Ac�ons: Validate and Create Accoun�ng: Final : Ok.
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19. The invoice is validated, accounted.
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Click on All distribu�ons: shows the reversal and corrected entries.
20. (M) Tools > View Accoun�ng Events > (B) View Journal Entries
Review the Journal Entry lines, including the reversal and replacement lines
26. (I) Save
27. (I) Show Navigator
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