Finance Area: General Ledger Process: Create and Approve Spreadsheet Journal Prepared by: Andrea Rodgers Updated: September 29, 2017

Transcription

1 Create and Approve Spreadsheet Journal Finance Area: General Ledger Process: Create and Approve Spreadsheet Journal Prepared by: Andrea Rodgers Updated: September 29, 2017 Work Instruction Purpose There are many ways to enter journal entries into PeopleSoft. In addition to keying a journal entry directly using the journal entry interface, Journal Preparers may prepare a spreadsheet of journal entries that can be imported directly into the PeopleSoft General Ledger. Role Responsibilities Journal Preparer: Create journal entries (online or via spreadsheet upload) by entering lines with the correct chartstrings and amounts. Journal Approver: Responsible for reviewing the preparer s journal to ensure it is reasonable and accurate based on the attached documentation provided, their own knowledge of the referenced activity, and making sure the journal entry conforms to UCSF s policies. Procedure Description Create Spreadsheet Journals and Run Edits Approve Spreadsheet Journals Create Spreadsheet Journals and Run Edits 1. The journal uploader requires four files (see below) which should be saved in a folder on your PC 2. Open Journal Upload File JRNL1 Date: 29-SEPT-17 Page: 1

2 3. Click New 4. Enter New Journal Sheet Name 5. Click OK 6. Click + to add Journal Header 7. Complete the Journal Header information: a. Enter Business Unit b. Enter Journal ID (maximum 10 alpha-numeric characters) c. Enter Journal Date d. Ledger Group = ACTUALS (case sensitive) e. Source = ADJ f. Enter Description g. Currency Information Effective Date = Journal Date h. Reversal enter if/when journal should auto-reverse 8. Click OK Date: 29-SEPT-17 Page: 2

3 Note: Journal Header data is now populated: 9. Click + to add several Journal Lines 10. Enter Number of Lines 11. Click Insert Date: 29-SEPT-17 Page: 3

4 12. Populate values in grey Fields (From column I) a. Enter Business Unit b. Ledger = ACTUALS (case sensitive) c. Enter Fund d. Enter DEPTID e. Enter Function f. Enter Alternate Account g. Enter Amount h. Enter Description 13. Save the workbook 14. Click Import Now 15. Enter your PeopleSoft Financials User ID and Password 16. Click OK 17. Confirm Import OK message displays 18. Click OK Date: 29-SEPT-17 Page: 4

5 In order to submit the journal entries for approval, the Edit Journal Process must be run. To run this process: 19. Navigate to General Ledger WorkCenter [Main Menu > General Ledger > GL WorkCenter] 20. Click Create/Update Journal Entries link 21. Click Find an Existing Value tab 22. Enter BU 23. Enter partial Journal ID (first three characters is sufficient) 24. Click Search 25. Select Journal Note: Alternate navigation directly to the Component is Main Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries 26. Click OK Date: 29-SEPT-17 Page: 5

6 27. Click Lines Tab 28. In the Process dropdown, select = Edit Journal 29. Click Process button Note: The Journal is in Valid Status and is ready to be approved. Approve Spreadsheet Journals 1. Navigate to General Ledger WorkCenter [Main Menu > General Ledger > GL WorkCenter] 2. Click Health Journals Ready for Mark to Post link 3. Search for the journal you wish to approve. Date: 29-SEPT-17 Page: 6

7 4. Click OK 5. Click the # of Lines link to view details Note: the Journal Lines are displayed on each tab Date: 29-SEPT-17 Page: 7

8 6. Click Details 1 tab to review Account and Department Descriptions Once review is complete Approve the Journal Note: you may want 2 tabs or browser windows open. 1 to review and 1 to approve concurrently. 7. Click Mark Journals for Posting (Health) link 8. Enter Business Unit 9. Ledger Group = ACTUALS 10. Enter Year 11. Enter Period 12. Click Search Date: 29-SEPT-17 Page: 8

9 13. Select the Journals to Approve 14. Click Save Note: Select All and Deselect All are available to take action on many rows at once Note: Alternate navigation directly to the Component is Main Menu > General Ledger > Journals > Process Journals > Mark Journals for Posting 15. Click View Audit Logs The Mark-to-Post Event captures the Approver of the Journal Date: 29-SEPT-17 Page: 9

10 The journal will be posted in batch processing. System Requirements Journal Uploader is compatible for any PC users. For Mac users, please follow instructions. UCSF Help Desk is available to assist if needed. Date: 29-SEPT-17 Page: 10