UNIVERSITY OF CENTRAL FLORIDA Finance & Accounting Offline Journal Entry

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1 UNIVERSITY OF CENTRAL FLORIDA Finance & Accounting Offline Journal Entry Overview The Spreadsheet Journal Entry feature facilitates rapid data entry using Microsoft Excel giving you the ability to arrange and configure the data you wish to use in your spreadsheet. The Spreadsheet Journal Entry streamlines journal processing and simplifies journal data entry. The interface provides you with an easy-to-follow menu for entering data, specifying defaults, and choosing import options. Flair vs. PeopleSoft Account/Org (seven digits) = Department/Project (eight digits) Department = Fiscal Year-to-Date Project = Life-to-Date Object code (six digits) = Account code (six digits) Expenditures begin with a seven (7xxxxx) Revenue begins with a six (6xxxxx) Setting Up Your Workstation Importing spreadsheet journal entries requires three files in the same directory anywhere on your hard drive (DO NOT SAVE ON YOUR DESKTOP). The first file, UCF JournalTemplate.xls, is the control page you use to create and maintain journal sheets. The two other files are the Message Log Template and the Compiled Macro Sheet for creating and importing journal lines and headers. These three files are located on the F&A website at F&A Form (09/06) 1

2 OFF-LINE JOURNAL ENTRIES This form should be downloaded to your local drive - do not open it directly from your browser. Downloading spreadsheet journal entries requires three (3) files in the same directory on the local drive of your computer. The first file, UCF Journal Template Prod.xls, is the control page you use to create and maintain journal sheets. The two other files are the Message Log Template and the Compiled Macro Sheet for creating and importing journal lines and headers. To download, right click on each link on the Web page and then click Save Target As: File Name UCF Journal Template Prod.xls GLLOG.XLT JRNLMCRO.XLA Description Journal Workbook Message Log Template Compiled Macro Sheet Copy each of the three files onto the same directory on your local drive by right clicking on the link and choosing save target as for each file, one at a time. NOTE: IT IS VERY IMPORTANT THAT THE FILE EXTENSION FOR EACH OF THESE FILES BE SAVED CORRECTLY AS FOLLOWS (if your computer does not show the correct file extension (.xxx), change it as shown and then click on save): UCF Journal Template Prod.xls GLLOG.xlt JRNLMCRO.xla Close the save as window after you get the message Download Complete (this should only take a few seconds). Repeat the same process for the other two files. DO NOT OPEN ANY OF THESE FILES FROM THE WEB close the F&A website (or save the instructions on your hard drive if you desire by clicking on the link saving the instructions and then close): Click here to view the Off-line Journal Entries User's Manual. F&A Form (09/06) 2

3 Setting Workbook Defaults There is an initial setup that only needs to be performed once. 1. Open Microsoft Excel on your workstation. Then, from the toolbar, click Tools > Add-Ins, then click the Browse button. 2. Navigate to the directory where you stored the JRNLMCRO file. Select this file and click OK and Yes. 3. Click OK again. 4. From the toolbar, click Tools > Macro > Security to display the Security dialog box: F&A Form (09/06) 3

4 5. Select the Medium radio button and click OK (above) to close this window. You are now ready to create some entries. F&A Form (09/06) 4

5 Refreshing Chartfield Macros If the speed type or account code is not valid in your Offline Journal spreadsheet, your macros may need to be updated (this information is refreshed each evening on the web). 1. Open the UCF JournalTemplateProd.xls file from your directory to display the following page: 2. In the section marked Update click on each of the Account Crosswalk making sure that you have internet access. The above screen should appear: Right click on the link to download the Account Crosswalk: Account Crosswalk After downloading, please click the button below to close this window. F&A Form (09/06) 5

6 3. Right click on Account Crosswalk then save target as and save (accept the file name in the window.) 4. Click yes to save. You will get a message Download Complete, click on close two times and yes to close. 5. This should take you back on the Spreadsheet Journal Import main page you will need to click on the Dept Crosswalk and Project Crosswalk and begin again in stop # 2 for each. 6. Finally click on the Update Speed Types and the following message will appear: 7. Click on OK, to make sure your spreadsheet is using the most current speed type information available. Entering Journals After setting your options and workbook defaults, you are ready to enter journals using a copy of the Template Worksheet that is part of the journal workbook. The buttons on this worksheet are described in the table below: 1. Open the UCF JournalTemplateProd.xls file from your directory to display the following page: 2. Use the following worksheet buttons to perform tasks governed by the Control Worksheet. These buttons are divided into three groups as shown in the following table: F&A Form (09/06) 6

7 Button General Setup Notes Journal Sheets New Edit Delete Copy Import Journals Import Now Write File Description Activates the Define Options and Defaults dialog box. Using this dialog box, you can set journal header defaults, import options, message logging options, online import controls for the workbook, and general options. Displays the Notes worksheet in the workbook for scratch paper to enter instructions, calculations, notes etc. Inserts a new journal sheet. You can add as many journal sheets as necessary and enter as many journals on each sheet as you like. Selects a specific journal sheet from a list of journals sheets in the workbook to edit. Selects one or more journal sheets in the workbook to delete. Copies a selected journal worksheet to a new name. Imports one or more journal sheets. UCF will not use this functionality. 3. Click the Setup button to display the Define Options and Defaults page. Leave Blank F&A Form (09/06) 7

8 4. The Business Unit, Ledger Group, and Source values should default. The Date will default to the current date and your PeopleSoft User ID. If you enter the letters in lower case, they will be converted to upper case when the journal is uploaded. 5. Accept the defaults for the Enable Multibook (as shown above already selected) and AutoGen Lines (selected) checkboxes. 6. Accept the language default under General Options. 7. Accept the defaults under Message Options for the Log Successful and Error Messages and Display Messages Online checkboxes (as shown). 8. Leave the Document Sequencing section blank. UCF does not use this functionality. 9. In the Online Import Control section, accept the default Address, Do not enter your PeopleSoft User ID, and accept the default option of Keep import status as Import. This option will allow you the ability to re-import your journals. Note that you can override journal import status at the sheet level for all journals on that worksheet or for journals selected from a list. 10. Click OK. The following warning message displays: 11. Click Yes. You will be brought back to the Control page of the Spreadsheet Journal Import. Click the New button. The following dialog box displays: F&A Form (09/06) 8

9 12. Enter a Journal Sheet Name (generally this is the same name as the journal id) and click OK. The following displays: Naming convention: XXXX MM DD 01 1 st four digits of Dept/Proj., Month, Day, Sequence # Note: If you have more than one person in your department processing any IDIs, assign sequence numbers, for example 01-30, 31-60, The buttons on this worksheet are described in the table below: Button * *(header section) * *(header section) (line section) (line section) Description Returns you to the Control Worksheet. Opens the Import Journals Now page. Displays the New Journal Header page which you use to add a new journal header with its own defaults. Allows you to select the journal header you wish. Allows you to edit a journal header. Select the journal header (highlight it) and click Ok. Allows you to copy a journal. Allows you to delete a journal. Changes the import status of a journal. Adds a journal line. Deletes the journal line where the cursor is currently located. Allows you to copy a block of lines for the journal whose header is displayed at the top of the page Allows you to delete several lines within a range at one time. F&A Form (09/06) 9

10 Button Run Total Account Alt Account DeptID/Project Speed Types Description Select to view a running total of the journal which will appear next to the Speed Types button. An Out of Balance or Balance Entry message will appear next to the total. Select to view a drop-down box of valid values. When Account is populated from the drop-down box, the corresponding Alternate Account value will be populated under this button. Select to view a drop-down box of valid values. When DeptID or Project is populated from the drop-down box, the corresponding Fund and Program values will be populated under this button. 13. Under the Header section, click on plus sign ( ) button. The Journal Header will display with the information that was entered on the Define Options and Defaults page. Required fields are the Journal ID, User ID, Effective Date (will default) and Description. F&A Form (09/06) 10

11 14. Enter a Journal ID, your PeopleSoft user ID and Description. The Journal ID is a 10 digit alphanumeric field. The first 4 digits are the beginning prefixes of your department/project series. The next four digits will be the current date MMDD. The last two digits will be the journal number that you are generating for that day. For example, Human Resources would generate a Journal ID IMPORTANT: Do not duplicate the same number within the same day or the system will overwrite your original entry. The Description field will be used to identify the individual sending the journal - begin by entering your GroupWise User ID, then describe the reason (what and why) you are creating the journal. This field is 70 characters so you can be specific on your details. If your description lacks detail, your journal could be sent back for additional information. DO NOT USE ANY SYMBOLS. 15. Click OK. 16. Under the Line section, click the plus sign ( ) button. A line will appear. 17. Enter the Account number, then click the Alt Account tab to display the Unit (UCF01), Ledger (ACTUALS), and Alt Account Number in their respective fields. 18. Enter the Dept/Project number in the respective column. Click the Speed Types button to display the Fund and Program numbers. Note: All charges to a Dept/Proj. need to recorded as a positive amount. All benefiting amounts for a Dept/Proj. (including revenue) are recorded as a negative amount. F&A Form (09/06) 11

12 19. Click the plus sign ( ) button again to add another line. 20. If you want to add a block of lines, click. 21. Enter the desired number of lines. For example, if you have a separate spreadsheet with 50 lines, enter 50 to open up 50 lines and copy the information from your other spreadsheet over (column by column). Repeat the entry of data until the journal is complete (maximum 200 lines per journal) and check the following: The journal header contains a business unit (UCF01) and ledger group (Actuals). Data is entered in the proper fields and in the proper format. All lines have a valid department or project (clear the program and fund, then click on the speed type any rows with blank data are invalid) and account code (click on the alternate account). All entries equal zero (click on the Run Total button to make sure the entry is in balance). When you are finished, save the worksheet in a desired directory on your computer. Be sure to save the worksheet under a different name so the template is not changed. F&A Form (09/06) 12

13 Reviewing Your Journal Once your Offline Intra Unit Transfer is complete review it for the following items to avoid a delay in posting due to incomplete/incorrect information: 1. Have you refreshed the Chartfield macros (instructions follow pg 5) this week? 2. Are you authorized to charge the departments/projects listed in this journal (exception Auxiliary Units)? Journal Header: 3. Have you used the standard naming convention DEPTMMDDXX or PROJMMDDXX? Do not be concerned if your Journal ID does not display the first zero. 4. Does the Journal Date = the current date? 5. Does the Source = IDI (earlier versions on the web did not have this value). If your journal does not default to IDI please update your template. 6. Does the User ID = your authorized PeopleSoft User ID in the initial setup of your template? 7. Does the Description field begin with the GroupWise User ID or first initial and last name of the person sending the journal? Make sure a sufficient description is provided to describe the reason for the journal, including any reference information (i.e. to correct the account code used on AP to the proper code used on ). Transactions involving Contracts and Grants may require additional documentation, most of these requirements may be satisfied by simply referencing the original journal number and date. However, if you have additional documentation send it to Finance & Accounting, Research Parkway, Suite 300, zip and reference the PeopleSoft journal number and date to which it applies. Record journal number (JID#) on the upper right hand corner on the first page for the backup you are submitting to F&A. Journal Lines: 8. Have you verified that the total of the journal equals 0.00 by clicking Run Total? F&A Form (09/06) 13

14 9. Departments must be entered in the department column and projects must be entered in the project column. Have you verified chartfield data is correct by clicking on the Alternate Account and Speed Types buttons? 10. Have you verified that only revenue (6xxxxx) or expenditure (7xxxxx) account types have been used? Generally you should credit the same type of account codes as you debit (exception Auxiliary units). 11. Important: Never use the account code (Cash) on an IDI since no check is issued. Additional Tips 1. Do Not Unprotect your Worksheet! 2. Save your Journal template after you have done your initial setup and have refreshed your chartfields. 3. Include only one Journal sheet in each Journal Template. 4. Include only one Journal Header per Journal sheet. 5. Do not use any revenue (begins with a 6) account for any E&G departments. E&G departments are identified by the fund code Do not use any department where the 5 th digit in that department equals a two unless you wish to move salary dollars. 7. When using account (Travel Advances) you must include the Empl. ID. in the Open Item Key column. 8. If the fund code begins with 51, then you must enter the year in the budget reference column. Completing Your Journal Once your Intra Unit Transfer is complete, save it under the journal name you used on the journal header (above) on your computer so that your template remains unchanged and do the following: 1. the file as an attachment to Finance & Accounting at ucfrecon@mail.ucf.edu. F&A will post all journals received within 2 business days if received by 4:00 pm. (or 3:00 p.m. on the last business day of the month). F&A Form (09/06) 14

15 2. Your journal will be reviewed and edited to ensure that all information is valid and appropriate. Any exceptions will be noted and you will be contacted via e- mail if changes are required. It is your responsibility to make any required changes and then to resend the journal to begin the process again. 3. You should be able to query the system to see the journal and all details after posting. If you do not see the journal posted within three business days please resend it to and note that this was previously sent and you have not seen it posted. It is your responsibility to ensure that your journals have posted. F&A Form (09/06) 15

16 PeopleSoft Navigation to Locate Your Journal 1. Navigate to: General Ledger > Review Financial Information > Journals. 2. If this is the first time you are searching, click the Add a New Value tab and type an Inquiry Name in the field provided, then click the Add button. 3. Insert the Ledger Criteria on the Journal Inquiry page. Note: all fields marked with an asterisk * are required. 4. If you know your Journal ID, enter it, and then click the search button. F&A Form (09/06) 16

17 5. Click the Journal ID to view the Journal. See journal date posted. F&A Form (09/06) 17