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Important Notes:

Submit a Multiple Correcting Entry Request to correct multiple Expense Reports, Invoice Payments, or P-Card

  • Payables Correcting Entries are submitted to correct payables transactions like invoices processed through Procurement and Vendor Services including invoices applied to a purchase order (PO), internal payments, and PCard transactions.

  • Visit the Correcting Entries Matrix for guidance to correct other activity like payroll or Accounts Receivable transactions.

Step 1: Access the Campus Transaction Dashboard for Payables

  1. Navigate to the My Organization tab within Bronco Hub and select Boise State Reporting.

  2. Locate the Payables - Campus Transaction Dashboard Report in the Budget & Finance section and launch the dashboard. For step by step instructions on running the dashboard, follow the instructions in the Payables - Campus Transactions Dashboard job aid.

Step 2: Locate transaction details

  1. Locate transaction numbers for the entries in need of correction within the Payables - Campus Transactions Dashboard.

    1. You will need the Transaction Number, Transaction Line Number, Net Amount, and the complete original funding string for each transaction you are correcting.

Step 3: Download the Multiple Correcting Entry Template

  1. Download the Multiple Correcting Entry Template from the Multiple Correcting Entry Excel templateSmartsheet form.

Warning

ALWAYS download a new template for payables correction requests. Do not save and re-use templates. Re-using templates will results in a processing error and your request will be rejected.

Step 4: Complete the Multiple Correction Template

  1. For each entry, input the Transaction Number, Transaction Line Number, Net Amount, and complete original funding string by copying and pasting from the Campus Transactions Dashboard Payables Report. Each transaction must have a transaction number.

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Tip

If your departmental business process is to notify additional participants when a correcting entry is submitted, enter their Boise State email(s) in the notification field(s) labeled Notify 1 and Notify 2. These individuals will receive a notification email once the transaction is submitted, if there are changes made, and if the correction is approved and posted. Save the document.

Step 5: Access the Multiple Correcting Entries Request Smartsheet Form

  1. Navigate to University Forms and Documents to access Access the Accounts Payables Multiple Correcting Entry Request form.

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Step 6: Complete the Multiple Correcting Entry Request Form

  1. Enter the following details:

    1. Preparer Name,

    2. Preparer Department, and

    3. Preparer Email

  2. If the correction is project-related, check the box indicating the transaction is using a project segment.

  3. Upload your saved version of the Multiple Correction Template in the File Attachments section of the form.

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What’s next:

Upon submission, you will receive a tracking number via an email notification and the form will be routed to Procurement and Vendor Services for processing. Once they receive your request, each of the submitted lines will be assigned a tracking number. You can track your submission using the tracking number provided in the notification on the UFS Request Tracker which is located on the Procurement and Vendor Services site.

Once the correction is complete, you’ll receive a completion notification. test

End of Process

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Need help with the steps above?

If you need assistance with the process outlined above, reach out to p2p_payables@boisestate.edu.

If you have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.