MaineStreet Financials 8.4

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1 MaineStreet Financials 8.4 General Ledger Excel Journal Entry 1

2 Overview A Journal Entry is used to update the General Ledger for many types of transactions, including cash receipts, transfers of revenue or expense, and budget changes PeopleSoft s custom Excel interface provides an easy-tofollow menu for entering data and specifying defaults 2

3 Excel Journal Entry Process 3

4 PeopleSoft Delivered Excel Files 4 PeopleSoft provides the following required Excel files for files: JRNLUMS.xls Excel workbook you will use to create and maintain journal sheets JRNLMCRO.xla macro file that supports your activities when creating and importing Excel Journal entries (will not open) GLLOG.xlt Message log template that assists in writing Excel Journal Entries to PeopleSoft (will not open)

5 PeopleSoft Delivered Excel Files Files can be downloaded from Need to be installed locally on your computer We recommend saving them in a single folder on your computer s C: drive 5

6 Macro Security Level Excel Macro Security Level must be set to Medium rather than High From Excel menu, select Tools > Macro > Security 6

7 Macro Security Level Medium security level will allow you to open macros that support Excel JE process Set level to Medium and then select OK 7

8 Setup Excel Journal Entry File From Excel menu select File > Open Locate file JRNLUMS.xls and open it Dialog box regarding macros will appear Select Enable Macros Spreadsheet Journal Import screen opens 8

9 Spreadsheet Journal Import Screen Will need to adjust the window to view entire screen 9

10 Spreadsheet Journal Import Screen Provides links to other screens used to setup of Excel Journal worksheet Comprised of three main sections: - General - Journal Sheets - Import Journals 10

11 Spreadsheet Journal Import Screen Each section provides different options Let s review the options in each section 11

12 General Options 12 Setup - Used to setup general defaults for your workbook (Business Unit, Ledger Group, Source and User ID) Notes - Worksheet you can use for miscellaneous notes or calculations Not linked to any specific Journal Sheet

13 Journal Sheets Options New Inserts a new journal sheet Edit Enables you to edit selected journal sheet Delete Enables you to delete selected journal sheet/s Copy Copies selected journal worksheet to a new worksheet with new name 13

14 Import Journals Options Import Now We will not use this option Write File Will use this option to save Journal Sheets files that will be uploaded to PeopleSoft 14

15 General Defaults From the Spreadsheet Journal Import screen, select the Setup button Define Options and Defaults screen appears 15

16 General Defaults - Header Header Defaults This is where you set header defaults that will appear on Excel Journal Entries Header contains information that uniquely Journal Entry 16

17 General Defaults General Options General Options Sets English as default language 17

18 General Defaults Message Options Message Options Relates to messages displayed following JE import process Select Log Successful and Error Message radio button 18 Check Display Messages Online box

19 General Defaults Document Sequencing Document Sequencing Leave both boxes blank 19

20 General Defaults Online Import Control Online Import Control Settings determine how Excel Journal Entries are delivered to PeopleSoft Will be pre-set 20

21 Journal Sheets Defaults Now let s set defaults for our Journal worksheets Select Configurate 21

22 Journal Sheets Defaults Two items open: A ChartField configuration dialog box An empty Journal sheet 22

23 Journal Sheets Defaults ChartField configuration screen assists in re-ordering Excel Journal Sheet columns Project Enterprise technical team configured Journal Sheet columns for you Can adjust column order to suit your needs further Changes to configuration settings apply to all Journal Sheets opened after the configuration is set 23

24 Journal Sheets Defaults 24 ChartField configuration box Buttons on Column screen work as follows: - Moves blue highlight vertical selection bar to the LEFT - Moves blue highlight vertical selection bar to the RIGHT - Moves blue highlighted column to the LEFT of the column on its LEFT - Moves blue highlighted column to the Right of the column on its RIGHT - Inserts New column to the LEFT of blue highlighted column - Deletes highlighted column

25 Journal Sheets Defaults Field Format screen shows Field Name, Label and Format of each column description required to properly transfer Excel Journal Entries to PeopleSoft Do Not Make Any Changes to Field Format Settings! 25

26 Journal Sheets Defaults To return to ChartField configuration screen, select Column tab on ChartField configuration box and then select Exit After you return to Spreadsheet Journal Import screen, save work by selecting icon Excel toolbar 26

27 New Journal Sheet From your Spreadsheet Journal Import screen select New New Journal Sheet dialog box appears 27

28 New Journal Sheet Info Each Journal Sheet represents a Journal Entry (JE) Journal Sheet name should be same as required 10- character (or less) Journal ID you will apply to JE Do not enter more than 10 characters or include blank spaces in your Journal ID! Will prevent successful import of Journal Sheet to PeopleSoft 28

29 New Journal Sheet Enter your Journal Sheet Name Select OK 29

30 Journal Sheet Journal Sheet is wide so need to scroll right to view entire sheet Columns appear in the default order or order set during ChartField configuration process Journal Sheet name does not display on Journal Sheet 30

31 Journal Sheet Left-End of Journal Sheet Right-end of Journal Sheet 31

32 Journal Header Separate sections of the Journal Sheet for the Journal Header and Journal Lines 32

33 Journal Control Buttons The following control buttons are available to you on Row 5: Add Header Opens New Journal Header screen Edit Header Opens Edit Header selection box We recommend you not use these buttons except for the Add Header & Edit Header button 33

34 Journal Header Now we can edit the Journal Header In the Header section of your Journal Sheet, select the button in Row 5 34

35 Journal Header New Journal Header screen appears Displays the default items you previously entered Enter name you applied to Journal Sheet into Journal ID box 35

36 Journal Header Journal Date defaults to today s date. You may use default date or enter a different date Leave Journal Class box blank 36

37 Journal Header Foreign Currency, Rate Type & Exchange Rate boxes remain blank in Currency Information section Leave blank 37

38 Journal Header Enter same date entered for Journal Date in Effective Date box 38

39 Journal Header Leave Adjustment Type box blank 39

40 Journal Header Adjusting Entries and Reversals primarily handled by Campus Accounting Office, so will not cover those tasks here 40

41 Journal Header In Description box, enter header description for JE Can enter up to 254 alpha/numeric characters 41

42 Journal Header After entering all information on Journal Header, select OK Will return to Journal Sheet and see information you entered into Header 42

43 Edit Journal Header If you need to change Journal Header, select icon in Row 5 Edit Journal Header selection box appears Select Journal Sheet & Edit Journal Header box appears 43

44 Journal Lines In Row 9 of Journal Sheet Lines, select button to add first line of JE Journal Header Description appears in first line of JE 44

45 Journal Line Business Unit & Ledger Enter 5-digit Business Unit for first line of JE in Unit column Must enter Business Unit in UPPER-CASE text Enter ACTUALS into Ledger column in UPPER-CASE text 45

46 Journal Line Description In Description column, briefly but precisely explain what this line JE Supervisor and others will refer to information Limit Description to thirty alpha/numeric characters 46

47 Journal Line Amount Enter all credit values as negative numbers (include - sign before number) and all debit values as positive numbers (do not enter + sign before number) Do not enter dollar signs or commas If cents are other than zero, enter a period after the dollar amount 47

48 Journal Line Dept ID Every line of every a JE requires Department Enter 7-digit Department for first line of JE into Dept ID column 48

49 Journal Line Account Every line of every JE requires Account Enter 5-digit Account for every line of JE into the Account column 49

50 Journal Line Class If using 2-digit Class ChartField in JE, enter number in Class column 50

51 Journal Line Fund Every line of every JE requires Fund Enter 2-digit Fund for first line of JE in Fund column 51

52 Journal Line Program If using 5-digit Program code, enter it into Program column 52

53 Journal Line Project If using 7-digit Project code, enter it into Project column 53

54 Journal Line Operating Unit If using 3-digit Operating Unit code in addition to Department, enter it into Oper Unit column 54

55 Journal Line Reference Reference will be helpful in tracking source of JE line Can enter up to ten alpha/numeric characters Reference column 55

56 Journal Line Open Item Key Leave Open Item Key column blank 56

57 Journal Line Currency, Rate, Rate Type & Base Amount Do not need to enter information into last four columns of Journal Line, so leave columns blank 57

58 Save Your Work! Remember to save your work by selecting the SAVE button on your Excel menu bar 58

59 Add Journal Lines Two options to add lines to JE: Add One Line at a Time: In Line section of Journal sheet, select button in Row 9 to add one line Information from previous line copies into new line for those columns checked in Row 8 59

60 Add Journal Lines Add More than One Line at a Time: In Lines section of your journal sheet, click button to open Insert Multiple Lines dialog box Enter number of lines you wish to add By default, new lines will add under existing lines May not add lines between existing lines 60

61 Add Journal Lines New lines will be blank unless you check the Copy data from line box Another box will appear where you enter the number of the lines you want to copy Select Insert to add new lines 61

62 Upload Journal Entry - Write File Now ready to prepare JE for upload to PeopleSoft From the Journal Spreadsheet Import screen, select the Write File button Write Journal to File dialog box opens 62

63 Upload Journal Entry - Write File Select Journal Sheet you want to upload In File name section, enter path and file name of file you will upload Files uploaded to PeopleSoft should be in.xml format Take note of information entered into File name section since you will refer to it later 63

64 Upload Journal Entry PeopleSoft Login Click OK Excel JE is now saved to computer and is ready for upload to PeopleSoft Must access MaineStreet Financials to upload Excel JE After login, follow this path: Enterprise Applications > Financials > General Ledger > Journals > Journal Entry > Import Journals > Spreadsheet Journals 64

65 Upload Journal Entry- Run Control ID 65 Spreadsheet Journal Import page appears with Find an Existing Value page open First time you upload Excel JE to PeopleSoft, must create Run Control ID Run Control ID is used whenever a process is run in PeopleSoft Can save Run Controls for frequently used processes

66 Upload Journal Entry-Run Control ID To create Run Control ID, select Add a New Value page Enter name for Run Control ID Helps to apply name that relates to process Will only see Run Control Ids you create Select Add 66

67 Upload Journal Entry- Run Control ID When you add new Run Control ID, Spreadsheet Journal Import page opens 67 In the future, will select Run Control ID from Find An Existing Value page

68 Upload Journal Entry Attach File All necessary information will appear on page In Attached File section, select icon to browse for file you saved to computer 68

69 Upload Journal Entry - Browse When icon selected, following dialog box opens: Select Browse to open Choose File dialog box to browse your computer for previously saved JE file 69

70 Upload Journal Entry - Upload File name will appear in Browse box Select Upload button to return to Spreadsheet Journal Import page 70

71 Upload Journal Entry - Run Select Run and Process Scheduler Request page opens 71

72 Upload Journal Entry Process Scheduler Complete Process Scheduler Request page as follows: 72 Do not need to enter any information on this page Select OK button when ready

73 Upload Journal Entry Process Scheduler Spreadsheet Journal Import page opens with Process Instance number assigned 73 Number indicates JE file has been submitted to run Do not need to select Run button. When Process Instance number appears, file is already in process queue

74 Upload Journal Entry Process Monitor Select Process Monitor link to check progress Process List page opens 74

75 Upload Journal Entry Process List Find Process Instance number listed Initially, Run Status will display as Queued Select Refresh button to update Run Status display 75 ** If all goes well, Run Status will display as Posted and then as Success

76 Upload Journal Entry Process List A Run Status of Success refers to Run process Does not necessarily mean Excel Journal successfully imported into PeopleSoft Select Details link on Process List page 76

77 Upload Journal Entry Process List Process Detail page opens Select Message Log link to find out if Journal imported 77

78 Upload Journal Entry Message Log Message Log page provides details of process Verify process completed successfully with 1 journals imported Select Explain button for additional details 78

79 Upload Journal Entry Errors 79 If Excel Journal did not import, following message will appear: Possible errors might include: Invalid ChartField errors Invalid User ID Already existing Journal Entry with same Business Unit/Journal ID/ Journal Date combination To identify errors, return to Process Detail page and select View Log/Trace link

80 Upload Journal Entry View Log/Trace On View Log/Trace page, select second Message Log link Message opens that describes error/s in Excel JE 80

81 Upload Journal Entry View Log/Trace Incorrect text case In this example, there was an User ID error To correct error/s, return to Excel JE, correct error, save file and then initiate file upload process starting with Write File from Spreadsheet Journal Import screen 81

82 Edit & Submit Journal Entry After Excel Journal Entry successfully imports into PeopleSoft, run it through same processes used for Journal Entries created online Edit process Submit for Approval 82

83 Edit Journal Sheet To edit an existing Excel JE, open PeopleSoft Excel file and select Edit button from Spreadsheet Journal Import screen When Edit Journal Sheet dialog opens, select Journal sheet file and choose OK 83

84 Edit Journal Sheet After your Journal Sheet opens, select the button You can now apply changes to your Journal Header and Journal Lines 84 Make certain to Save your changes!

85 Delete Journal Sheet To delete a Journal Sheet, open the Spreadsheet Journal Import screen and select the Delete button The Delete Journal Sheets dialog box will open 85

86 Delete Journal Sheet To delete one Journal Sheet, select sheet you want to delete and then select Delete button Hold Ctrl key down on keyboard to select multiple files To delete all Journal Sheets, select All and then Delete 86

87 Copy Journal Sheet To copy a Journal Sheet, open Spreadsheet Journal Import screen and select Copy button Copy Journal Sheet dialog box opens 87 Copy option enables you to copy an existing Journal Sheet and use it to set up new worksheet with a new name

88 Copy Journal Sheet Select Journal Sheet you want to copy Enter a new name in New Journal Sheet box Select Copy and a new Journal Sheet opens 88

89 Copy Journal Sheet It is exactly like the Journal Sheet you copied Select Edit button to create a new Journal ID and description New description does not carry through to existing lines You add lines for new departments that are to receive charges and delete lines for departments that have no charges 89

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