General Ledger- Creating a Journal
This business process explains how to create a journal using the ESP process.
There are three main parts to process a journal successfully: ESP. The first step is to EDIT. The edit process system checks to journals for errors. The next step is SUBMIT the journal. This submits your journal to workflow. PLEASE NOTE: If you are not using the attachment feature, the last step is to PRINT the journal. You must print a copy of the journal and forward it along with supporting documentation to Sponsored Projects Accounting or the Controller’s Office as needed.
- From the Main Menu, click the General Ledger link.
- Click the Journals link.
- Click the Journal Entry link.
- Click the Create/Update Journal Entries link.
- The Journal Entry search screen will appear. Verify or enter a new Journal date.
NOTE: A journal is posted in the period based on the journal date.
If you backdate a journal to a period that is no longer open, the journal status will update to “E” (Error) as a result of the edit process.
- Click the Add button.
- Enter the desired information into the Long Description field. This is a required field (e.g. “To charge monthly copy charges for February, 2015”.).
The description should include why you are processing a journal. The first 30 characters will display on search lists when you search for the journal. The first 30 characters will display on search lists when you search for the journal. This is a required field.
NOTE: If the journal entry requires cost share override, please indicate so with the first characters on the description in uppercase: COST SHARE OVERRIDE.
- Click the Lines tab
- The journal entry screen appears. Enter the SpeedType into the Speed Type field.
- Enter the Account Number in the Account Field. This will be a six-digit number, usually starting with the number “5”. Use the magnifying glass icon to search for the correct account.
- Enter the desired information in the Journal Line Description field. This is a required field (e.g. enter “copy charges for February”.). This is the description that will appear on your monthly reports for reconciliation purposes.
- Enter amount in the Amount field (e.g. “50.00”).
NOTE: for a SpeedType receiving a credit, the amount will appear as a negative. For a SpeedType receiving a debit, the amount will appear as a positive.
- Enter an Event in the Event Field if applicable.
- Click the + to enter as many journal lines necessary. You may enter a number in the lines to add: box and then click the + to add multiple lines at one time.
Repeat previous steps to enter as many journals as you will need.
- After you have added a journal line, enter the information for the credit to a SpeedType and Account.
- Enter the desired information into the Journal Entry Line Description field. This is a required field (e.g. enter “Copy Charges for February.”).
- When you are finished, click the Save button.
- A 10-digit journal number is assigned by the system as a Journal ID. You may want to record it for future reference.
NOTE: If you are processing a large journal, save frequently to avoid a potential loss of data.
Click the Okay button
- To add attachments and comments, click on the Header link.
- Click on the Attachments link.
- Click Add Attachments button.
- Click Choose File button to select desired file to upload.
- Once you select desired file, click Open button.
- You can open your attachment by clicking on the link with the name of your attachment under the File Name box.
To delete the attachment, click on the - button.
NOTE: Adding large attachments can take time to upload. It is advisable to save the transaction before adding large attachments.
- Type a description of the attachment in the Description box.
- Once you are done adding attachments, click the OK button.
- You may also add comments about your attachment(s) in the Comments box.
Click on the ↗ button next to the box. A larger box will pop up and you may enter comments there. You can also click on the Dictionary icon next to the arrow to spell check your entry.
- Once you are done adding comments, click the OK button.
- You will need to Edit your journal. This process validates there are no errors and budget checks your journal. N status means NONE; V status means VALID. Any other status cannot be submitted.
- a Choose Edit Journal from the drop down and click the Process button.
- You will see in the totals section, both Journal Status and budget status boxes have changed to V for VALID.
- Click the Approval tab at the left bottom corner of screen. When the journal has only been edited and not submitted, the Approval Status is none. The journal has not been submitted.
- Once you have a Valid status, you can submit your journal. Click the Submit button.
- Here is an example of a submitted journal:
On this page, you can view the approval status, the date and time journal was submitted for approval.
- Here is an example of an approved journal.
On the Approval Status screen, you can see the approval process, the name of the approver, date and time that the journal was approved. This would look the same if the journal were in deny, hold or send back status.
You can also see this under the Approval History section.
Here are the approval options for journal entries:
Approved: Journal is approved to Post
Deny: The designated approver denies journal and e-mail is generated to user
Hold: Journal is not approved and system e-mail to user asking for more information
Send Back: Journal is pushed back to user to make updates. System
- If you need to print the journal, click the Lines tab, choose Print Journal from the drop down list, and click the Process button.
- From the main menu tab, select and click on Reporting Tools. Then select and click on Report Manager
- A new window will open and default to the Administration tab. From here, you can see your Journal Entry print process
- Click the Refresh button until the status says “Posted” and a link titled “Details” will appear when the process is complete.
- Click the Journal Entry Print link in the Description column.
- A new window will open with a PDF file version of your journal. You may save or print this file.
Click the X in the top right to close this window and return to the journal page.
- When complete, you may move to another screen or log out. If you receive a message pop up, click the Cancel button to continue.
End of Procedure