The first step is check to make sure there are no outstanding payments. To do this go to “Document Search” and select Purchase Order. In the section labeled “Custom Fields” enter the LAF you are a looking to disable. Click go. Gateway will return search results for all PO’s issued on that account string. Under “Settlement Status” you want to see “Fully Received, Fully Invoiced, Fully Matched”.
Yes, the Department DSA or someone responsible for Accounts will be able to close them out. Then Validation will occur and the Account will not be available in the dropdown menu.
Ensure you have their UCSB NETID (ask them for it) and look them up by first and last name.
If the Account is recycled to a different department, then it’s not a problem as the new department will have different Cost Centers and Project Codes. If it’s recycled in the same department, please work with Accounting and Purchasing.
Yes, you can have many Project Codes for one Account.
Yes, your DSA or DPA can set up limits in the GMC based on the following:
- Under $500
- $500 - $2500
- $2,500 - $5,000
- $5,000 - $10,000
- $10,000 - $25,000
- Over $25,000
As the Account String needs to be “validated”, and validation occurs daily, the time is currently estimated to be 24 hours.
There are two "syncs" that enable the strings in Gateway each day. One is at 10:25am and the other is at 10:25pm. If you can make your changes early enough in the morning before the first daily sync, your string should validate in time and be useable that day.