Getting Help. Intra/Inter Departmental Transfer. IDT Journal Approvers Quick Guide. Help with IDT Journals: Michelle Duong

Transcription

1 Intra/Inter Departmental Transfer An Intra/Inter Departmental Transfer (IDT) is a PeopleSoft journal enabling an authorized user to transfer revenue or expenses from one cost center to another. This process corrects errors in journals generated by external systems. For instance, to correct an error in an uploaded spreadsheet for a cost center an IDT journal is created, edited and submitted for budget check. Elements to remember when approving IDT Journal: Did you verify the Cost Center, account and amount? Is there an accurate explanation included? Is proper documentation attached? Getting Help Help with IDT Journals: Michelle Duong reporting@utdallas.edu Help with Account Reconciliation: reporting@utdallas.edu Financial Help Desk x4547 Help with Cost Center: Stephanie Williams reporting@utdallas.edu 1

2 How to login 1. Go to an Internet browser (accepted browsers include Internet Explorer, Firefox, Safari or Chrome). 2. Type in address line. 3. Press Enter. 4. Type NetID and Password. Press Signin. 5. Click Gemini Financials. For Intra/Inter Departmental Transfers (IDTs), negative numbers are credits, and positive numbers are debits. Determining whether to use a debit or credit depends on whether you are moving expenses or revenues. Expenses are generally accounts that begin with 6 and have a debit balance on the general ledger. Revenue accounts begin with 4 and have a credit balance on the general ledger. Here are some examples of the Account you might see. Account Number Account Name Consumables Sponsored Prgms Revenue In-St Meals & Lodge 2

3 There are two ways to locate your IDT Journal 1) Worklist or 2) IDT Journal Entry lookup. Worklist provides a listing of all work requiring approval. IDT Journal Entry lookup requires that you provide details about the Journal including the Journal ID or Journal Date. Caution: The Worklist may not always open. Copying and pasting the Journal ID is also a recommended method. 3 Using Worklist 1. Click Worklist from the upper right menu. 2. Click any Hyperlink to open a journal on the Find an Existing Journal Search page. 3. Click Search. 4. Review the Header and Lines tabs of the IDT Journal. Using IDT Journal Entry Lookup 1. Click Main Menu from the upper left menu. 2. Click General Ledger custom. 3. Click IDT Journal Entry. 4. Click Find an Existing Value tab. 5. Type DAL01 in Business Unit. 6. Select contains from Journal ID dropdown selection. 7. Type last 4 digits (i.e., 1327) of journal in Journal ID. 8. Select blank link from User ID. 9. Click Search. 10. Click any column from Search Results to open the IDT

4 Approving an IDT On Header Tab: Review Long Description field and any Attachments. On Lines Tab: Review the Accounting Lines fields (i.e., Cost Center, Account, and Amount). The Cost Center Approver can only select Approve or Deny from this Approval tab. The Workflow appears automatically detailing the Cost Center Managers and/or the Cost Center Manager Alternates that can approve the IDT Journal. If you Approve the IDT Journal Deny the IDT Journal Then Leave Approve in Approval Action. Click Submit. Click dropdown from Approval Action. Select Deny. Type reason in Comments field*. Click Submit. When the Approval Action is Deny, you must add comments to the Deny Comments field before clicking the Submit button. *This is a requirement on any IDT Journals with Approval Action of Deny. 4

5 Header Tab The Header Tab displays the explanation and reference documentation for the IDT Journal. 1. Review the Long Description. 2. Ensure that ACTUALS appears in Ledger Group field. 3. Click Attachments (1) to view the documentation. 4. Click Lines tab. Note: Including sufficient detail of the transaction is captured by completing the Long Description field and adding supporting documentation using Attachments. This helps anyone not familiar with the IDT to understand the reason for the transfer. Lines Tab The Lines Tab lists the Cost Center, Account and Amount. The Credit and Debit values are always equal. 1. Review the Cost Center. 2. Review the Account. 3. Review Amount. 4. Review the Journal Line Description. Note: You may have to use the scroll bar located at the bottom of the accounting lines section to view the Amount and Journal Line Description. 5

6 Find submitted Journal After creating and submitting both the author and cost center approvers, may need to look at the status of the journal. 1. Open Gemini Financials from Galaxy. 2. Click Main Menu. 3. Click General Ledger custom. 4. Click IDT Journal Entry. 5. Click Find an Existing Value tab. 6. Type or select DAL01 in Business Unit. 7. Click contains from criteria on Journal ID. 8. Type ID in Journal ID. 9. Select the blank line from Journal Header Status field. 10. Remove values from User ID field. 11. Click Search. 12. Select a Journal from Search Results. 13. Click Lines tab to review. 14. Click Approval tab to review Approval status. 15. Click to view any comments from the Approver. Once you ve approved the Journal, it s no longer available for changes. If you or the author decides to make changes, contact the Office of Accounting and Finance for assistance. Issue Types Search 6