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The Expense Report Cost Unpost screen is used to undo a previous post for one or many expense reports. Unposting a previous post will permanently erase any evidence of a particular post. When running an Unpost, there is no audit trail showing that the original post occurred nor will there be any audit trail that an unpost occurred. In brief, this process will delete journal transactions, general ledger entries (if created) and unmark the originating transactions, making them available to participate in another post process.
Warning: If you are interested in unposting a single expense report, be sure to select the "Show Expense Reports" List Option on the Search tab so that you can check the specific numbers you are targeting on the List tab. A common mistake is to filter by Expense Report number but not checking the Show Expense Reports option, in which case Unposting a particular financial document will not only unpost the desired expense report, but all expense reports posted along with that financial document.
Note that items posted to a closed fiscal period cannot be unposted.
Note: Intercompany (Multi-Entity) posts can be unposted as well.
This screen is available to users having any of the following roles: Administrator, P&R Administrator or GL Admin.
This screen is available with the Project Tracking and Project Portfolio family of Unanet licenses.
Topics covered on this help page include:
Search (to refine the list of expense report actuals to be included in an unpost)
List (to view additional details or initiate an unpost for one or many expense reports)
You may also be interested in:
Expense Report Cost Post (to view additional information about un-doing a post)
Using the Expense Report Cost Unpost Search screen, you can refine the list of users expense report entries that have been previously posted.
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The resulting list will resemble the following example.
The user will place a check mark next to each project to be unposted and click on the Unpost button to initiate the process. Checking the checkbox at the top of the column will toggle all active checkbox values (checked / unchecked).
Unavailable for Unpost
Entries may not be available for unposting for the following reasons:
The Unpost button will only appear if the list contains at least one project having data eligible to be unposted.
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When a specific post for an expense report is un-done (i.e. unposted), all journal transactions and general ledger entries related to that specific post are removed from the Unanet Journal and General Ledger. That is, we do not add new entries to reflect a reversal of the original post, but rather those entries that were originally added to the Unanet Journal as a result of the posting activities are simply deleted. There is no audit entry added to the system to reflect that the original post or unpost activity occurred.
Those items having been unposted will be available to be included in a subsequent post.
Note that items posted to a closed fiscal period cannot be unposted.
Do you send extracted journal entries to a downstream system?
For clients sending journal entries to downstream accounting systems, please note that even Extracted journal entries can be unposted. When using the Unpost feature pertaining to Extracted journal entries, the best practice is to make a parallel edit to your accounting system to remove the entry from the accounting system. Once reposted, the data will be picked up and sent from Unanet again to the downstream accounting system.
Once the post is run, the user will see feedback written to the screen that will indicate the expense reports included in the post. Should any unexpected issues be encountered, additional details will be written to the screen for the affected expense reports. Note that any expense reports that encounter an error during the unpost, would result in no items being unposted. Other expense reports within that same run that did not encounter issues would have their data unposted.
