Posting

Overview

Posting is the most fundamental of GUS activities. By analogy, what we call ‘posting’ would be akin to writing an entry in a checkbook register. When writing an expense in the checkbook register, a user would update the account total. This provides an immediate understanding of the total funds available and is a measure to protect against overdraft.

Posting is the entering of a credit or debit that affects the available balance of a specific sub (which is specific to an account fund). There are several ways to post transactions in GUS, for example:

  • the posting Screen allows for the manual posting of expenses
  • making a purchase order creates a post
  • the sciquest module allows for the automated liening of POs
  • Payroll liens will affect the total of available funds

Posting

As mentioned in the Overview, posting (in GUS) is a record of financial activity. The most direct way of posting is to manually record an expense.

When the form initially loads, there are several parts of the form that are outlined in red, these are the parts of the form that must be filled in with data to create an expense.

posting

Purchase Order

NOTE: this part of GUS was created before Sciquest was a campus service. Today, this area is largely for tracking Flexcard purchases.

Purchase orders can be created from within GUS or the web interface to GUS. When a purchase order is created, the record (once approved) can create a lien, the lien can then be posted against (e.g. Flexcard allocation or invoice), increasing the expenses and decreasing the lien.

Sciquest Posting

Sciquest (which has been branded under the name Gateway) is a system of record that is authoritative. GUS receives PO and invoice information from Gateway and has no knowledge of ‘carts’ or ‘requisitions’.

sciquest