Learning Services Participant Guide. Learn How to Redistribute or Reallocate Money from One Budget Line to Another in PeopleSoft

Transcription

1 Objectives: Learning Services Participant Guide Learning Program: Journal Entries Basics Target Audience: PeopleSoft Journals Users Document Type: Blackboard Online Course Supplement and Activity Sheet Overall: Specific: Learn How to Redistribute or Reallocate Money from One Budget Line to Another in PeopleSoft Participants will 1. Understand the Journal Entry Process 2. Learn How To Create and Modify Journal Entries 3. Learn How To Process Journals: Edit/Budget Check, Submit, Print, Copy and Delete 4. Learn Journal Entry Tips 5. Find Resources Related to Journal Entries LOGGING IN TO PEOPLESOFT AND ACCESSING JOURNAL ENTRIES To log in to PeopleSoft and access Journal Entries, follow these instructions: 1. Go to and select the A-Z link in the top, right corner 2. Select P for PeopleSoft and then select PeopleSoft Log-in 3. Log in through the Financials Login 4. Navigate through the following: General Ledger > Journals > Journal Entry > Create/Update Journal Entries ACTIVITY #1: BASIC STEPS FOR CREATING A NEW JOURNAL Journal Entries are used to move money from one chartstring to another in PeopleSoft Financials. Review the account code spreadsheet, logging into peoplesoft financials, basic steps for creating a new journal, and view the creating journal entries demonstration before completing this activity. Follow the instructions below. Scenario: You will be journaling copier charges for International Education in the month of May. Source = IES The chartstring to (reimburse) credit: The chartstring to (charge) debit: Copier charges: This Journal will not contain internal charges

2 1. Under the Header Tab (shown here), fill in the Long Description field with a brief but accurate description of the work for this journal. Use the information on page 1 to fill in the Source and Journal Class fields. 2. Most of the work for the journal occurs in the Lines Tab. Page 2 of 7

3 3. Fill in the chartstring to credit on page 2 for the first line of the journal. 4. Enter the Amount to be credited to this line here: (In a live journal, you would repeat steps 3 & 4 to create the debit line.) After reviewing the demonstration and steps for Creating a New Journal, answer the following: 5. How do you add a new line to the journal? 6. How do you edit and budget check the journal? 7. How do you fix a Journal Status Error? 8. How do you Submit a journal? Page 3 of 7

4 ACTIVITY #2: COPY AND CORRECT A JOURNAL Journal Entries can also be used to make corrections. Follow the instructions below to complete this activity. Review the account code spreadsheet, basic steps for copying a journal, and view the copy journal demonstration before completing this activity. Scenario: A journal was submitted and the lines were incorrectly credited/debited. In this activity, you will copy the journal to quickly credit and debit the correct lines. 1. After opening the journal to correct, copy the journal. What are the steps to copy a journal? 2. On the Journal Entry Copy page, change the new journal so that the lines in the old journal are correct. There are two things to fix on this screen: Page 4 of 7

5 3. What is the last step on this page that has to happen in order to copy the journal? 4. What are the last (3) steps needed to complete the new journal? QUICK REFERENCE: FIND A JOURNAL ENTRY Search for journals to modify, print, copy or delete To find Journal Entries Using the Journal Search Page: 1. Navigate to: General Ledger > Journals > Journal Entry > Create/Update Journal Entries 2. The Find an Existing Value tab is open by default, enter your UVM NetID in the User ID field 3. Click Search 4. Click on any line in the Search Results table to Open and modify that particular journal Search for journals to investigate and trouble-shoot issues Use the Journal Inquiry: 1. Navigate to: General Ledger > Review Financial Information > Journals 2. The Find an Existing Value Tab is open by default: a. Click Search to find an existing Inquiry Name b. To add a new Inquiry Name, click the Add a New Value tab and type a name. 3. Enter Search Criteria, and click Search 4. Click on any line in the Search Results table to Open details on that particular journal Search for journals to investigate and trouble-shoot issues Use the Journal Inquiry Query: 1. Navigate to: Reporting Tools > Query > Query Viewer 2. Use Search by Query Name in drop-down menu and type UV_GL_JRNL_INQUIRY 3. Click Search 4. Add to Favorites and click HTML to run query PRINT A JOURNAL ENTRY To print Journal Entries: 1. Follow the instructions above to Find and Open the journal you wish to print 2. Select the Lines Tab 3. Use the Process drop-down to select Print Journal 4. Go to the Process Monitor to retrieve your Journal Report 5. Print the report Page 5 of 7

6 COPY A JOURNAL ENTRY Copy a journal to use as a template or to correct credit/debit lines. To copy Journal Entries: 1. Follow the instructions above to Find and Open the journal you wish to copy 2. Select the Lines Tab 3. Use the process drop-down to select Copy Journal 4. To reverse the credited and debited lines, click the Reverse Signs checkbox 5. Click OK to create the new journal copy DELETE A JOURNAL ENTRY As long as a journal has not been posted it can be deleted. To delete Journal Entries: 1. Follow the instructions above to Find and Open the journal you wish to delete 2. Select the Lines Tab\ 3. Use the Process drop-down to select Delete Journal 4. Click OK to confirm that you really want to delete the journal ADDITIONAL RESOURCES Mini-Manuals and other helpful links: Journal Entries Mini-Manual Chart of Accounts Mini-Manual PurCard Reallocation Mini-Manual If you require more personalized assistance, Learning Services offers PeopleSoft Open Labs once a week in Billings Library 165. Visit the HRS Learning Services website for more information on this and other PeopleSoft processes along with a host of other development opportunities. To contact HRS Learning Services directly: Henrietta M. Menzies hmenzies@uvm.edu Page 6 of 7