JOURNAL ENTRY SYSTEM (JES) User s Guide

Transcription

1 JOURNAL ENTRY SYSTEM (JES) User s Guide I. General Information A. See Section II, Getting Started, for instructions regarding Bronco NetIDs and the JES web address. B. Use the tab key to navigate through the web page. Tabbing will take you to the next available cell for information entry. C. You may enter transactions in any order; i.e. you do not have to enter all expenses first and revenues last. D. Cash offsets (bank entries) are not required. The General Ledger system will automatically create these during the nightly posting process. However, debits and credits still must equal and net to zero. E. The website will automatically close out after 90 minutes. Click on your web browser refresh button to have the system update the elapsed time (see # 14 in Input section). If you have not completed a JES and time is going to expire, make sure the JES is in balance (i.e. nets to zero), then click on check for errors. Once you do not have any errors, click save. To finish the entry, pull it up through Corrections on the Main Page. F. Within the 90 minutes, you have the option to do multiple entries in a row without exiting. Click on Click here to return to the main page to enter another entry. This message will only appear after saving an entry. G. A prn file name will be assigned immediately after clicking on New Journal. The name will begin with your Bronco NetID user name attached to random numbers based on the time of entry creation. You will need this file name to reference any files you wish to correct during the same day of JES creation. A General Ledger unique number will then be assigned to each entry during the nightly process. To find this number in GLOW, query on one of the fund/department/account numbers that was included in the entry entered. This unique number will be displayed in the reference number column. If you desire to view the complete entry, click on the Journal Spreadsheets button located on the GLOW Main Menu. Enter the reference number and Click to Continue button. The reference number includes the I and appropriate number of leading zeros exactly as it shows on GLOW. Page 1 of 6

2 H. For general information or questions regarding the JES, please call Angela Miller (7-4260), Carrie Puckett (7-4284) or Lori Prichard (7-4231). For technical questions, please call Craig Wolford (7-4235). II. Getting Started A. Using your preferred internet browser, enter the following address to access the JES: B. Accessing the JES requires a Bronco NetID. Please see for assistance. C. If you did NOT have access to the previous JES (spreadsheet version), please see for a request form. D. Cookies must be enabled on your browser. If you are unfamiliar with cookies, here is a short explanation: A cookie is a text file written to your computer from various websites which contains bits of information about your identity. Browsers can be set to handle cookies in different ways. To check your cookie settings: In Netscape 7, go to EDIT PREFERENCES and select the PRIVACY and SECURITY arrow. Under that arrow you will see COOKIES. Make sure they are enabled at least for the ORIGINATING SITE ONLY. This should be sufficient. The web version uses these cookies to remember the time and identification of the person accessing the screen. In Internet Explorer, go to TOOLS, INTERNET OPTIONS and select the PRIVACY tab. This level needs to be no higher than MEDIUM. For MAC Internet Explorer 5: Go to EDIT PREFERENCES and select SECURITY. Change this setting to MEDIUM for the Internet zone. (For questions regarding cookies and preferences, please contact Craig at Craig.Wolford@wmich.edu) III. Input Main Page A) CORRECTIONS Page 2 of 6

3 This will navigate you to the corrections page where you can view, correct, or delete any entry created that same day. (See Corrections Page section) B) NEW JOURNAL Click here to create a new JES. This will take you directly to the journal entry form. (See Journal Entry Form section) C) JOURNAL INFORMATION PAGE Clicking here will navigate you to a page containing helpful hints and other general information. Journal Entry Form 1) PHONE EXT + INITIALS This box assists in determining the author of an entry. Enter your five-digit phone extension and your initials. For example: 71234XYZ. You will receive an error message if you use a format other than this. This information will not show on GLOW, however, Accounting Services will be able to access this information for an inquiring party. (See # 9 instructions for GLOW information) 2) INTERNAL DESCRIPTION Although this information does not show on GLOW, this gives added meaning to an entry. (See # 9 instructions for GLOW description) Use this box to give a broad description of the purpose of the entry. This can also be used by Accounting Services to assist in locating an entry for an inquiring party. This box allows for 30 characters to be entered. 3) JOURNAL DATE This box will default to the current date. For those individuals who create monthend journals, please refer to # 13 for further information on journal entries submitted within the first two days after the last day of the month. 4) DELETE ROW Click here if you have a need to delete an individual populated row. The program will automatically delete blank rows upon saving. 5) ACCOUNT Enter applicable four-digit account number. 6) FUND Enter applicable two-digit fund. 7) DEPARTMENT Enter applicable seven-digit department number. Page 3 of 6

4 8) AMOUNT Enter the amount of the transaction. DO NOT USE COMMAS. Enter ALL digits including zeros to the right of the decimal point. An amt error will occur if there are less than two digits to the right of the decimal. Hint: disbursement/expenditure = debit/positive number (no + necessary); receipt/revenue = credit /negative number (requires - before amount). Example: for $1,253.20, enter as Entries must net to zero or an error will occur. 9) GLOW DESCRIPTION Any information entered in this box will appear in GLOW. There are 30 characters available for a more specific description relating to the individual line transaction. There must be a description typed in for each row of entry. If left blank, it will automatically populate the account number name on GLOW. 10) CHECK FOR ERRORS You must click on this box before you can save the JES. This will validate entered funds, department numbers, and account numbers. If you make a change to the form, you must recheck for errors again before saving. Errors will be displayed in red on the applicable line or in a statement above the Check for Errors button. 11) INSERT ROWS If you require more lines to complete your entry, type in the number of rows required in the space provided (defaults to 2 ), then click on Insert Row button. There is a maximum of 250 lines per entry. Contact Accounting Services for assistance in an entry larger than 250 lines. 12) SAVE When you have completed your entry and there are no errors remaining, click Save to save the entry. The entries will be available for you to correct until the nightly processing occurs (see explanation in Corrections Page section). See General Information G for file name information. 13) ACCOUNTING TASK LIST The Accounting Task List box is available to have a JES be marked for an automatic reversal in the next period or to request posting to the prior open period (only allowed for the first two business days of the next period as per the monthly closing schedule). The option period 998 is for Accounting Department use ONLY. 14) LOG IN TIME Page 4 of 6

5 This displays the amount of time lapsed since log in. Use your web browser refresh button to have this update the amount of time elapsed. The system will automatically close out after 90 minutes. 15) FILE NAME This is the file name assigned until nightly processing. See General Information G for more information. Corrections Page A) GET POST FILE! JES Files reside here from the time you save until the nightly processing occurs. During this time, you can access all the files you ve created that day and correct and resave them. B) DELETE POST FILE! Same as Get post file except in this directory you can delete a file as necessary. C) FIX FILES If you have created an entry requiring special treatment as indicated by the Accounting Task List buttons, the files will reside here until Accounting Services has submitted them for nightly processing. D) REFRESH FILE LISTS As it implies, click here to refresh any file lists in the above categories. Options for ing a finished JES Option 1: ing a JES using the Print Screen Key (PC) Enter the JES, check for errors, and save (normal procedure). Press the print screen button on the keyboard. (The print screen button actually copies the visible part of the screen to the clipboard, so be sure you have the appropriate information visible on the screen ) Open Microsoft Word for a new document. Select where you would like to put the copy of the JES in the new document. Paste you can either (1) right click and select paste or (2) select edit paste from the menu bar. Page 5 of 6

6 the word document as an attachment as normal. Options for ing a finished JES continued. Option 2: ing a JES using a Web browser (PC) You will need to set Microsoft Word as your default HTLM editing program - see help in MS Word or contact your LAN administrator since this is different for every version. Enter your JES as usual. In Internet Explorer (tested with IE6.0 only), go to File/Save as and save the file with the defaults it provides. Remember where you save it. Open My Computer and navigate to the file you just saved. Double click it to open in Word (your default HTML editor that was established). It is now simply a Word document and may be sent using the File/Send to option in Word's menu bar. The process is the same in Netscape. Page 6 of 6