ES FINANCIALS User Training

Transcription

1 ES FINANCIALS User Training MAKING JOURNAL ENTRIES PARTICIPANT GUIDE Date: July 2016 Page 1 of 36

2 Making Journal Entries Exercise 1: Creating an Online Journal including Notification & Attachments... 3 Adding Attachments... 9 Using Notification Exercise 2: Approving a Journal by Searching for the Journal Online Exercise 3: Creating an Encumbrance Journal Exercise 4: Copying a Journal Exercise 5: Upload a Journal from Spreadsheet Course exercises will not cover all options for processing Journals, but will cover the main ones. Additional Material: It is also important to refer to Journal Processing Rules which can be found in the Annotated Chart of Accounts Manual available from Other useful documents for Journal Processing include: Processing of Journals to Salary Accounts Year End Journal Processing Ledger Description Guidelines All available along with other General Ledger Tips & Techniques from Look out for... F&BS Tips & Techniques...The latest best practice in using the ES system here at ANU! Page 2 of 36

3 Exercise 1: Creating an Online Journal including Notification & Attachments Scenario: Step 1 Expenditure has been incurred in a central account that needs to be disbursed to some other cost centres. You want to enter and edit the journal. Your goal is to clear the expenditure from the central account and allocate it out. To access Create Journal Entries, navigate to General Ledger Journals Journal Entry Create/Update Journal Entries The Create Journal Entry Page appears. Step 2 Enter or select the following Business Unit: Journal Date: ANUGL Should be left as today s date (This date determines which accounting period the journal is to be posted to) Note: The Journal Header page displays. Journal ID is greyed and cannot be changed from NEXT Page 3 of 36

4 Step 3 Enter or select the following: Long Description: Allocate stationery costs (Note this Long Description only appears on the Journal. It s the Journal Line Description which appears against the Ledger) Ledger Group: Reference No: Source: Adjusting Entry: Reversal: ACTUALS - Other Options are FINANCIAL (for Accruals only), STD_BUDGET (for Budget Journals only), ADJUSTMENT (for Funds Provider Statements only), any other Ledger Groups should NOT be selected as they will not Post. Optional (Does not appear in the Ledger) ONL Other Options Available: ICR for Internal Cost Recoveries. Any other Source codes should NOT be selected. Used for Year End Journals only Used to create Reversing entries on a particular date(a Journal created through the Reversal Process must be budget checked and approved before it can post). Commitment Control: only need to select if it is an Encumbrance Journal The Journal Header has now been completed. Page 4 of 36

5 Step 4 to proceed to the Journal Entry Lines page. Enter or select the following (press <Tab> between fields): Account: 5855 Fund: R Dept: Project: leave blank or select any one Base Amount: -12,000 (Credits are entered as ve numbers, Debits as +ve) Journal Line Description: Allocate expense (Defaults to Account Description on Saving but can be modified. This Description field information appears in the Ledger and transactional reports) Correct data entry. Note: Journal Line Description won t default until you save the Journal or add another line. Page 5 of 36

6 Step 5 Add an additional 2 journal lines, by entering in the Lines to add field the number of additional lines required, and then Enter or select the following (press <Tab> between fields): Line 2: Account: 5855 Fund: R Dept: Project: leave blank or select any one Base Amount: 7,000 Reference: (This Reference field appears against the Ledger) Journal Line Description: Stationery exp Jan 16 Line 3: Account: 5855 Fund: R Dept: Project: leave blank or select any one Base Amount: 5,000 Reference: Journal Line Description: Stationery exp Jan 16 Correct data entry. Note: Can add multiple Journal Lines in one go, and also select one or more journal lines to delete. Able to cut and paste descriptions from documents on your desktop straight into journal line descriptions etc. Your Journal does not need to be Balanced/Complete in order to Save. Page 6 of 36

7 Step 6 to save, then Click OK to the message after noting the Journal ID (this is for Training purposes only). The journal information is saved. Page 7 of 36

8 Step 7 to Edit and Budget Check the journal. Edit Checking validates various information including: Debits equal Credits (i.e. the Journal is Balanced) All ChartFields are Active and Valid Accounting Period is Open Budget Checking validates various information including: If the Journal is an Encumbrance Journal, it creates/updates the Encumbrance Ledger The journal is edited and Budget Checked, the Journal Status and Budget Status should now show as V. (If an error did occur on journal edit, the Journal Status would go to E. Any error messages can then be viewed by going to the errors tab) Note: A Journal can be deleted up until before it is Posted. The deletion will update the Budget Ledger appropriately, and give you a message to indicate that the Journal has been deleted. Page 8 of 36

9 Adding Attachments Step 8 To Attach Supporting Documentation to the Journal Return to the Header Tab and Click on Attachments Journal Entry Attachments Page displays Page 9 of 36

10 Step 9 Click on Add Attachment and Browse Select the File to Upload/Attach and Click Upload Continue to Upload Attachments as Required using Add Attachment Note: The maximum length of file name is 60 characters Consider the File being uploaded perhaps a smaller version of the file could be created e.g. PDF and Uploaded instead of a 2GB spreadsheet Some Browsers/Operating Systems do not open.msg files ( archive from Microsoft Outlook) best to save the as a PDF prior to Uploading. Page 10 of 36

11 Step 10 Once all the Files have been Uploaded, Enter a Description for the File, then Click OK to return to the Journal Header Tab. The Header will now show the number of Attachments e.g. Attachments(2) if 2 Attachments have been Uploaded. Page 11 of 36

12 Using Notification You can use the notification function to send an to relevant officers to inform them the journal has been created and is ready for approval. Step 11 Click on Notify to send details about the Journal ready to be Approved to the Approving Officer. The Send Notification Page Displays Page 12 of 36

13 Step 12 Enter Details directly into the To:, CC:, BCC: fields as appropriate. Alternatively use the Lookup Recipient Page to search for Users by Name in ES Financials. Select the User from the Search Results as either To, cc or bcc and click Add to Recipient List Click OK when Recipient List is Complete Page 13 of 36

14 Step 13 Add an Additional Message if Required. Click OK for an to be sent to the Recipient List and return to the Journal Header. Note: The will contain a link to the Journal for the Approving Officer to enable easy access to the transaction. Information in the Template box should not be modified. Sample sent to Recipient List: -----Original Message----- From: U @ANU.EDU.AU [mailto:u @anu.edu.au] Sent: Friday, 11 September :49 PM To: Janine Hodda <Janine.Hodda@anu.edu.au> Subject: Journal Approval The following Journal is ready for your Approval Date Sent: Sent To: janine.hodda@anu.edu.au. cc: Please click on the link below to access this transaction: L?Page=JOURNAL_ENTRY2_IE&Action=U&BUSINESS_UNIT=ANUGL&JOURNAL_DATE= &JOURN AL_ID= Charges Journal End of Exercise Page 14 of 36

15 Exercise 2: Approving a Journal by Searching for the Journal Online Scenario: Step 1. The Journal that you have created now needs approving. It is only after approval that the Journal is ready for posting. To access Create Journal Entries, navigate to General Ledger Journals Journal Entry Create/Update Journal Entries Results The Create Journal Entries search page appears. Page 15 of 36

16 Step 2. Enter or select the following Business Unit: ANUGL GL Journal ID: enter in Journal ID from Exercise 1 Step 6 Journal Header Status: leave as blank Budget Checking Header Status: leave as blank Source: leave as blank Alternatively: Business Unit: ANUGL Journal Date: enter T for today s date Journal Header Status: leave as blank Budget Checking Header Status: leave as blank Source: leave as blank then select the required journal by clicking on the relevant Journal ID in the Search Results Journal Header page appears. Page 16 of 36

17 Step 3. to proceed to the Journal Entry Lines page. If satisfied with the journal header and lines, then: Select: Process of Submit Journal (to Approve the Journal), then. Note: Journal is approved to post. Once the Journal is approved the Approval Page is updated with the Approving Officer s User ID, and the Date Time Stamp of when the last Approval was undertaken. Approval Status displays as Approved to Post. End of Exercise Page 17 of 36

18 Exercise 3: Creating an Encumbrance Journal Scenario: Step 1 You want to raise a manual encumbrance journal for travel against a department to recognise expenditure that is likely to be incurred later in the year. To access Create Journal Entries, navigate to General Ledger Journals Journal Entry Create/Update Journal Entries The Create Journal Entry page appears. Step 2 Enter or select the following Business Unit: Journal Date: ANUGL Should be left as today s date. (This date determines which accounting period the journal is to be posted) Note: The Journal Header page displays. Journal ID is greyed and cannot be changed from NEXT Page 18 of 36

19 Step 3 Enter or select the following Long Description: Ledger Group: Manual travel encumbrance ACTUALS Commitment Control and select a Commitment Control Amount Type of Encumbrance (This is the major difference between an Encumbrance Journal and an Actuals Journal) Results The Journal Header page displays. Page 19 of 36

20 Step 4 to proceed to the Journal Entry Lines page. Enter or select the following (press <Tab> between fields): Account: 5400 Fund: R Dept: Project: leave blank or select any one Base Amount: 20,000 Journal Line Description: Nov 07 Conference encumbrance (Defaults to Account Description when saved but can be modified) (This Description field appears against the Ledger) to save the journal. The Journal Lines page displays. Note: Encumbrance Journals do NOT need to balance; only the Amount to be encumbered or reversed needs to be entered. Page 20 of 36

21 Step 5 Select a Process of Edit Journal, and then Budget Check the journal Journal Status and Budget Status update to Valid. to Edit and Note: An Encumbrance Journal once successfully budget checked updates the Budget Ledger immediately and is therefore available on reports and inquiries, until the Journal is Approved (and subsequently posted) it is able to be deleted reversing the effect on the Budget Ledger. Encumbrance Journals cannot be set to Automatically Reverse using the Reversal function. Therefore to reverse an Encumbrance Journal you will need to either Enter a new Journal with reverse signs or copy the original Journal with Reverse Sign and process. To create a copy of a journal for reversal refers to Exercise 4 Copying a Journal. In Production Encumbrance Journals then require Approval using the same procedure as in Exercise 2, with the only difference being Encumbrance Journals CANNOT be posted online they will automatically post overnight. Unapproved Encumbrance Journals will be deleted by Financial Operations staff at F&BS next period. Refer to the Section Above Add Attachments in order to Upload Supporting Documentation. Refer to the Section Above Using Notification to inform the Approving Officer that the Journal is ready for Approval. End of Exercise Page 21 of 36

22 Exercise 4: Copying a Journal Scenario: The Business Manager for your area has just forwarded journals to you to enter into the system. You recognise that the entries are similar to ones that you processed earlier in the year. Step 1 To Copy a Journal, Navigate to General Ledger Journals Journal Entry Create/Update Journal Entries Select The Create Journal Entries Page appears. Page 22 of 36

23 Step 2 Enter or select the following: Business Unit: Journal ID: Journal Header Status: Budget Checking Header Status: Source: ANUGL enter in Journal ID leave as blank leave as blank leave as blank Alternatively: Business Unit: Journal Date: Journal Header Status: Budget Checking Header Status: Source: ANUGL enter T (for Today s Date) leave as blank leave as blank leave as blank then select the required journal by clicking on the relevant Journal ID in the Search Results The Journal Header Entry page displays. Step 3 to proceed to the Journal Entry Lines page. Verify that this is in fact the journal that you want to copy. The Journal Lines page displays. Page 23 of 36

24 Step 4 Select: Process Copy Journal to copy the current Journal, then Journal Entry Copy page displays. Step 5 Verify the details on the Page, including: Details of journal to be copied such as Copy From ID and Copy From Date Enter or select the following: Journal Date: Currency Effective Date: Set to Today s date Set to Today s date Reverse Signs: Leave unchecked (Checking this box will create a copy of the Journal, but with all of the amounts reversed) The Journal Copy panel contains correct details. Page 24 of 36

25 Step 6 The Page will start Processing, and once completed, the new copied Journal will appear on the screen (note the new Journal ID). The Journal Lines page displays, with the new copied Journal details. The Journal is Saved. Note: The Journal is then ready to be modified, Edit Checked and Approved Note: The Journal will require Approval prior to Posting. Refer to Exercise 2: Approving a Journal by Searching for the Journal Online End of Exercise Page 25 of 36

26 Exercise 5: Upload a Journal from Spreadsheet Scenario: Step 1 You have a spreadsheet of lines of data, allocating your initial budget across your budget unit. You want to create a journal from these lines directly from the spreadsheet, rather than keying them in again. Open the Journal Upload template file which can be found at: The Journal Upload template appears Page 26 of 36

27 Step 2 Enter or select the following: Line 1 Account: 5102 Fund: R Department: Project/Grant: (leave blank) Budget Year: Leave blank, or enter current year Amount: Description: (enter Description) Journal Line Ref: Leave blank, or enter reference Line 2 Account: 5102 Fund: R Department: Project/Grant: (leave blank) Budget Year: Leave blank, or enter current year Amount: 7500 Description: (enter Description) Journal Line Ref: Leave blank, or enter reference Line 3 Account: 5102 Fund: R Department: Project/Grant: 02 Budget Year: Leave blank, or enter current year Amount: 2500 Description: (enter Description) Journal Line Ref: Leave blank, or enter reference Note: The Budget Ref column is not required to be completed (this column must exist in the file but isn t necessary to include values), the Journal Upload process will automatically assign the Budget Reference based on the Journal Date. Page 27 of 36

28 Step 3 Select: File, Save As Then enter or select the following: Save in: Local Disk (C:) (The file can actually be saved in any directory) File name: Exercise 7.csv (The file can be given any name, but the file extension must be.csv) Save as type: CSV (Comma delimited) (*.csv) The following dialogue box will appear: Select: File saves successfully Page 28 of 36

29 Step 4 Select: File, Close The following dialogue box will appear: Select: Excel file closes. Step 5 To Upload the Journal into ES Financials, Navigate to General Ledger, Journals, Process Journals, Upload Journals The Upload Journals Run Control page appears Page 29 of 36

30 Step 6 Enter a Run Control ID, such as Journal_Upload, and (Do not enter spaces in Run Control ID s. Instead use _ in between words) The Upload Journals from CSV File page appears Note: For subsequent reports, select. Search for an existing Run Control. Select your run control from the search list. Page 30 of 36

31 Step 7 Enter or select the following: Journal Date: Scenario: Source: Leave as today s date FINAL (this field is only required for Budget Journals) BCH (always leave as BCH unless the Journal is an Internal Cost Recovery, in which case select ICR) The Browse page appears. Page 31 of 36

32 Step 8 Locate and select the file created in Step 3, and then. Returns to the Browse page, and displays the Directory Path and File Name. Page 32 of 36

33 Step 9 to return to the Upload Journals from CSV File to run the Journal Upload create process. Select the Budget Journal Upload checkbox in the Process List Other options available are: Actuals Journal Upload Financial Journal Upload Adjustment Journal Upload Accept default Type of Web, and default Format of PDF. The Process Journals window appears. Step 10 Open the Process Monitor via the hyperlink to view the progress of the report process. Refresh the page until you have a Run Status of Success, and Distribution Status of Posted. Process runs to Success. Page 33 of 36

34 Step 11 Return to the Upload Journals from CSV File page via the Go back to Upload Journals hyperlink, and open the Report Manager from the hyperlink, or alternatively on a new page via Reporting Tools Report Manager. Select the hyperlink ANU22089_XXXXXX.PDF (where XXXXXX is the Process Instance of the Copy process), to open the Output report, which identifies the new Journal ID as well as any errors that occurred in the load process. Journal created and Journal ID identified on report. Record the Journal ID. Step 12 Select: File, Close to close the report. The report closes. Page 34 of 36

35 Step 13 To access Create Journal Entries, navigate to General Ledger Journals Journal Entry Create/Update Journal Entries The Create Journal Entries search page appears. Step 14 Enter or Select the following: Business Unit: ANUGL Journal ID: Enter in Journal ID from step 11 Leave all other fields blank. Select: to the following message: Note: The Journal Header page appears. It is possible to make changes to the Journal once it has been uploaded, for example the Journal Header Description must be completed to identify the purpose of the Journal. For Standard Budget Journals where the Scenario of Initial is chosen on the Upload, two journal lines are created for each line in the original journal file, one with Scenario of Initial and the other with Scenario of Final. Page 35 of 36

36 Step 15 Enter the following: Long Description: Allocate initial budget across budget unit (Note this Long Description only appears on the Journal. It s the Journal Line Description which appears against the Ledger) The Journal Header page has now been completed. Step 16 to proceed to the Journal Lines page. to Edit and Budget Check the journal. The journal is edited and Budget Checked, the Journal Status and Budget Status should now show as V. Refer to the Section Above Add Attachments in order to Upload Supporting Documentation. Refer to the Section Above Using Notification to inform the Approving Officer that the Journal is ready for Approval. Note: The Journal will require Approval prior to Posting. Refer to Exercise 2: Approving a Journal by Searching for the Journal Online End of Exercise Page 36 of 36