1. Access the Journal Entry Form via University Forms and Documents.

Transcription

1 Creating and Submitting a Journal Entry Purpose: Journal Entries may be completed to make corrections to posted expenses to include payroll, p-card, expense reports, purchase requisitions, and local funding source transfers. 1. Access the Journal Entry Form via University Forms and Documents. Note: Always access the form via the forms and documents page. Do not save a copy to a local location and reuse. This form is subject to continual updates and must use the most current version. Using an out of date version may result in your submission being sent back to you to be re-submitted on the correct form. 2. Open the form. Note: Only white cells on the form are enterable, grey cells are non-enterable. 3. Fill in the top portion with the following: Journal (D9): Enter journal name. Note: This name will show in the Account Analysis Report under GL_JE_Name and limited to 100 characters. Description (D10): Enter journal description. Note: This will show in the Account Analysis Report under SUBLEDGER_JE_DESC and limited to 240 characters. Accounting Date (D12): The accounting date should be the current date, or the last day of the month you wish the entry to be included in. Note: Journals for the prior month are only processed the first four working days of the next month. 4. NOTE: You may copy and paste lines into the form, however, do not insert new rows. 5. Enter segment value information for your entry. Note: Interfund and Future1 default to zeroes. Last Updated: Page 1

2 6. Enter the appropriate amount as a debit or credit amount for your line. This is always a positive value. Debit: Removes value from funding source indicated Credit: Adds value to funding source indicated. Note: Each line you enter will either have a debit or a credit amount, never both. 7. Enter the Line Description to describe the reason for the transaction. Limited to 240 characters. 8. Project Funding Sources Only: Enter PPM data and Expenditure Item Date PPM: Enter EIDATE in the field. Expenditure Item Date: P-Card: Enter the Purchase Date for the transaction that is found in WORKS. Purchase Requisitions Standard Requisition: Enter the PO Create Date found on the Purchase Orders Transaction Dashboard. Payment Request: Enter the invoice date from attached supplier documentation for the requisition. Expense Report: Enter the Expense Date found in the Expense Report or Expense Reports Transaction Dashboard. Payroll: Complete correction on Payroll Correction Form using the Salary Ledger Report. Interdepartmental Charge: Complete correction on Interdepartmental Charge Form. Note: Corrections for project-related funding sources will be sent back to the submitter of the transaction date field is left blank. 9. Repeat steps 5-8 for each journal line. Last Updated: Page 2

3 10. Review your journal to ensure each required field has been completed and it is balanced. Note: Total Entered Debit = Total Entered Credit 11. Click Check Data button to validate data. The following data is validated, updated, and/or highlighted. a. Expenditure Item Date: Converted to the appropriate date and cell format. Blank cells highlighted yellow if a value is required because of project value or description in PPM column. Note: All blank rows will also show yellow. b. PPM: Fills with EIDATE if value is entered in Expenditure Item Date c. Entered Debit/Entered Credit: Removes zero values. d. Vendor Number: Highlighted yellow if left blank. IDC Description: Highlighted yellow if left blank. 12. Update highlighted cells with appropriate data and repeat 10. OR continue to 12 if there are no highlights. 13. For journal entries that use project segment values greater than zero, complete the Justification Form, found on the third tab on the bottom. Last Updated: Page 3

4 14. Supporting documentation for the journal entry may be pasted into the Support tab. This is optional, you may also send your supporting documentation as a separate file. Supporting documentation may include screenshots of original journal, invoice copy, approvals, etc. Last Updated: Page 4

5 15. Click Save As to save journal for . a. Select Appropriate Location b. Name File c. Change Save as type to Excel Workbook. d. Click Save e. Click Yes to save as macro-free workbook completed Journal Template with supporting documentation to: 17. You will receive an response with a searchable confirmation number once the journal entry has been processed into the system. 18. End of Procedure. Last Updated: Page 5