JOURNAL ENTRY GENERAL LEDGER USER MANUAL The
Contents
1. gt My Favorites gt Accounts Payable gt Commitment Control Budgets Overview gt Define Control Budgets gt Define Budget Security Eind an Existing Value Add a New Value gt Budget Journals gt Post Control Budget Journals Inquiry Name BUD_OVW v Review Budget Activities Budget Details Add Activity Lov Find an Existing Value Add a New Value Review Fund Source Allocations Review Fund Source Activities gt Close Budget gt Budget Reports gt Third Party Transactions gt Review Budget Check Exceptions gt General Ledger gt Project Costing gt Purchasing gt Reporting Tools gt Set Up Financials Supply Chain gt Tree Manager gt Vendors gt GSU gt GSU Grants and Projects gt Customers gt Partners 5 Procicts In the Budget Type Criteria enter ORG for the Ledger Group In the TimeSpan Criteria enter the Fiscal Year and Budget Periods that you are inquiring on In the Chartfield Criteria enter the chartfield information that you are looking for You can do an inquiry on specific Accounts remember that these are Budget Accounts and not Expenditure Accounts Departments etc You can also use a wildcard if you want a larger return You can save this information so that when you want to use the inquiry again the information is there In addition you can save several inquiries with different run control names 29 The2. Home Worklist _MuttiChannel Console Add to Favorites _Sign out Menu i gt My Favorites a New Window Help n amp gt Accounts Payable gt Commitment Control edger gt General Ledger g gt Journals F i gt Ledgers Eind an Existing Value Add aNew Value gt Summary Ledgers gt Close Ledgers inqui Name LED_INQ gt Process Multi Currency oe EEO gt Average Daily Balance gt Open Items Add Consolidate Financial Data gt Maintain Standard Find an Existing Value Add a New Value Budgets b Monitor Background Process Review Financial Information Journals Generic Accounting Entries Student Fin Accountine Entries Contributor Relations a In the Ledger Criteria enter ACTUALS for the Ledger Group the Fiscal Year you want to do an inquiry on the period from and to that you want to do an inquiry on and USD for the Currency at the top of the page In the Chartfield Criteria enter the chartfield information that you are looking for You can do an inquiry on a specific Accounts Departments etc You can also use a wildcard if you want a larger return You can save this information so that when you want to use the inquiry again the information is there In addition you can save several inquiries with different run control names 26 The Spectrum System Georgia State University Entering a Journal Entry ORACLE Menu ml gt Rev
3. Look Up Source Source begins with gt Look Up Clear Cancel Basic Lookup Search Results 1 3 of 3 Source Description DRG Department Regular Iso Internal Service Organization PRJ Project Regular Home Worklist Add to Favorites Sign out New Window Help amp Source type must be DRG ISO or PRJ This is a workflow requirement ISO is used by Internal Service Organizations such as Accounting Services Revenue amp Receivable Services Auxiliary Services etc to move expenses or post charges to Campus Units PRJ is used for all adjusting entries which move revenue and expenses to or from a Restricted Project Fund Code 2xxxx DRG is used for all other adjusting entries The Spectrum System Georgia State University Entering a Journal Entry ORACLE Worklist Add to Favorites New Window Help Customize Page amp gt Accounts Payable gt GSU D Header Purchasing gt Project Costing D Travel and Expenses Unit GSUFS Journal ID NEXT Date 04 4 0 2009 User ID GSUGLM gt Accounts Receivable Long Description A gt Commitment Control m P gt General Ledger Ledger Group ACTUALS Q Auto Generate Lines Journals Ledger Q Adjusting Entry Non Adjusting Entry 7 Journal Entry Source DRG Q Fiscal Year 2009 y Journals Reference Number Period 10 gt Stand D Import Journals SJE Type x ADB Date 14 10 gt Subsystem Journals gt Pro a es jown
4. Errors Approval Auto Generate Lines Adjusting Entry Non Adjusting Entry Fiscal Year Period ADB Date osn 0 2009 J C Save Journal Incomplete Status Commitment Control E Add Update Display The field Long Description is used to enter a general description or explanation for the transaction Although we can only see two lines the user can write up to 254 characters and then use the scrollbars to move up and down written text Long Description The Spectrum System Entering a Journal Entry Georgia State University The Source will determine the origin of this transaction It is a key field for Workflow purposes Source will determine the next step of approval for this transaction To select the Source click on the magnifying glass and make the appropriate selection ORACLE Accounts Payable gt GSU gt Purchasing gt Project Costing gt Travel and Expenses gt Accounts Receivable gt Commitment Control v General Ledger Journals Journal Entry Create Update Journal Entries Copy Journals gt Standard Journals gt Import Journals gt Subsystem Journals gt Process Journals gt Ledgers gt Close Ledgers gt Maintain Standard Budgets gt Monitor Background Process gt Review Financial Information gt General Reports gt Set Up Financials Supply Chain gt Background Processes gt Worklist Reporting Tools gt PeopleTools Note
5. 110600000 Q Q 11000 Q 2009 Q 225 00 E gt Zh EF R Customize Find View All 55 First H 4 of 4 Last Unit Total Lines Total Debits Total Credits Journal Status Budget Status GSUFS 2 225 00 225 00 E N Ei notity 4 Retesh Header Lines Totals Errors Approval 13 The Spectrum System Georgia State University Entering a Journal Entry 4 1 4 Submit to Workflow This process is used for Workflow purposes If a transaction has been completely validated the user can use this option to move the transaction through workflow and move it into its next step of approval by selecting the Submit Journal process Process When the next level approver signs in they can go to the Worklist link at the right top of the page and click the hyperlink This will open the Worklist for that user and they can select which work list item they want to work on by clicking the hyperlink ORACLE _Worklist Personalize Content Layout Help gt My Favorites gt Accounts Payable GSU gt Purchasing gt Travel and Expenses D Accounts Receivable gt BOR Menus gt Commitment Control gt General Ledger gt Worklist gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile 14 The Spectrum System Entering a Journal Entry gt Accounts Receivable gt BOR Menus gt Commitment Control gt General Ledger Wo
6. NB Stee done Georgia State University Worklist MultiChannel Console Add to Favorites Sign out New Window Help Customize Paae Unit GSUFS JournalID 0000041920 Process EditJoumal Process errors Only 2 Line 10 Template List Search Criteria Change Values v Lines Error Ledger SpeedType Account Journal Line Description Fund Dept Program Class Bud Ref Project Amoun X ACTUALS Q p43105 Q Equip amp Furn Purch gt 4 9 15000 Q 110600000 Q Q 11000 Q 2009 Q if X ACTUALS Q 714100 Q Supplies and Materials 15000 Q 110600000 Q Q 11000 Q 2009 Q Lines toada 1 r Pi Pi e Customize Find View All 55 1 4 of 1 Last Total Credits Journal Status Budget Status GSUFS 2 225 00 225 00 E N Unit Total Lines Header Lines Totals Errors Approval Home Worklist MultiChannel Console Add to Favorites Sign out New Window Help Customize Paae Journal ID 0000041917 Date 03 12 2009 z gE 4 j an Customize Find 55 First 4 of 1 Last Unit Field Name Field Long Name Set Msq GSUFS JRNL_HDR_STATUS Journal Header Status 5860 53 Message Text Journal line errors exist for this header itt P tj 4 2 of 2 Last Customize Find 5 First Line Field Name Field Long Name Set Msq Message Text Combo error for fields Account Program Account Program in group 1 ACCOUNT Account 9600 31 ACCT_PR
7. Run Time 10 57 36 AM Unit GSUFS Ledger Group ACTUALS Foreign Currency usD Journal ID 0000041977 Source DRG Rate Type CRRNT Date Mar 24 2009 Reversal N Effective Date Mar 24 2009 Description MOVE P CARD EXP TO 714100 Reversal Date Exchange Rate 1 00000000 SOO Ept iit I ivity yp tem ACTUALS 1 714990 10000 612250000 16200 11000 2009 1000456895 Purchase Card Transactions 11 11 USD 2 714100 10000 612250000 16200 11000 2009 Supplies and Materials 11 11 USD v In order to print the journal in landscape and without extra pages change the orientation to Landscape and the Bottom margin to 50 Page Setup Paper Size Letter x Source Automatically Select x Headers and Footers Header amp webPage amp p of amp P Footer gubbed Orientation Margins inches Portrait Left 0 75 Right 0 75 Landscape Bottom 0 50 Top 0 75 19 The Spectrum System Georgia State University Entering a Journal Entry 5 Find an Existing Value There are many ways to search for an existing value You can search by Journal ID or Journal Date Make sure that the Budget Checking Header Status is left blank and enter the appropriate Source if known Worklist MulttiChannel Console Add to Favorites Sign out Journal Entry Create Update Journal Entries Copy Journals gt Standard Journals gt Import Journals gt Subsystem Journals gt Process
8. names ORACLE Home Worklist MultiChannel Console Add to Favorites Sign out Menu fl a New Window Help Customize Paae gt My Favorites gt Accounts Payable gt Commitment Control i v7 General Ledger Journal Inquiry Journals edger Criteria eset Inqui Uni aL m From Period To Period Suspense Status b Summary Ledgers ati Unit edger ear rom Peri o Peri gt Close Ledgers JRNL_INQ GSUFS Q facTuALs JQ 20091Q 1Q 2a Q PERE acaba ctearatde Status Source Currency Stat Document Type gt Open Items po00041920 Q la ja ja e Q gt Consolidate Financial User Document Seq mn Sort By seis Fieve Data gt Maintain Standard Q Journal id E 100 No Records Found Budgets Delete Clear Monitor Background E notity Process Review Financial Information Journals Ledger Ledger Group Ledger Period Comparison Compare Across Ledgers Payroll Accounting Entries Enterprise Learning Mamt Accta Generic Accounting Entries Student Fin Accounting Entries Contributor Relations Home Worklist MultiChannel Console Add to Favorites Sign out Menu a pi E i Help Customize Page D My Favorites New Window Help Customize Page je gt Accounts Payable gt Commitment Control i gt General Ledger Journal Inquiry gt Journals Ledger Criteria petal Ledgers Inquiry Unit L
9. Journals gt Suspense Correction gt Ledgers Summary Ledgers D Close Ledgers gt Process Multi Currency gt Average Daily Balance gt Open Items b Consolidate Financial Data gt Maintain Standard New Window Help Create Update Journal Entries Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Adda New Value Business Unit lesus is Q Journal ID begins with O E Journal Date WE D 34 Document Sequence Number begins with I TT Line Business Unit E Q Journal Header Status x fT Budgets 4 0 gt Monitor Background Budget Checking Header Status v v Process Source Q gt Review Financial Information gt Regulatory Ledger Search Clear Basic Search E Save Search Criteria Reports gt XBRL b Cash Flow Statement Find an Existing Value Add a New Value gt General Reports gt Federal Reports gt Project Costing gt Purchasing gt Set Up Financials Supply Chain gt Tree Manager 20 The Spectrum System Georgia State University Entering a Journal Entry 6 Inquiring on Journals The journal inquiry page is used to verify that the journals were created The summary and detail information including the status and source about a journal is provided from this inquiry Note Once journals are budget checked you can view them using this process even if they are not posted Click
10. Spectrum System Entering a Journal Entry ORACLE Menu fal Nee gt My Favorites gt Accounts Payable 7 Commitment Control Define Control Budgets gt Define Budget Security gt Budget Journals Post Control Budget Journals ha v Review Budget Activities Budget Details Budgets Overview Ledger Inquiry Set Activity Loa Review Fund Source Allocations Review Fund Source _ Activities gt Close Budget Budget Reports gt Third Party Transactions gt Review Budget Check Exceptions gt General Ledger gt Project Costing gt Purchasing Reporting Tools gt Set Up Financials Supply Chain gt Tree Manager gt Vendors gt GSU gt GSU Grants and Projects gt Customers gt Partners ID Pracucts p Georgia State University Home Worklist MultiChannel Console Add to Favorites Sign out Budget Overview E Inquiry BUD_OVW Descriptio Budget Overview Amount Criteria Budget Type Business Unit GSUFSQ Ledger Groupiset Ledger Group Ledger Group ORG a L view Stat Code Budgets Org Budget Ledger Group I Display Chart Type of Calendar Detail Budget Period v Customize Find View All zi First H 4 of 1 L Last From Budget _ Include Adjustment Include Closing Select Ledger Group Calendar ID Period To Budget Period Period s PES Vv ORG YE 2009 Q 2009 Q iv D ChartField ren From Chartfield To ChartField Value Set Updateiadd M Open V Close
11. a Journal Entry Worklist MultiChannel Console Add to Favorites Sign out GoTo Journal Criteria Journal Header Journal ID AP00041890 Date 02 09 2009 Schedule Ledger Group ACTUALS Original Date 02 09 2009 Process No Request Source AP Date Posted 03 05 2009 Total Lines 2 Posted Reversal Date User ID JBACHNER DR CR Reversal None InterUnit BU GSUFS Budget Status Valid iption Accounts Payable T urrency Find View All First 3 4 of 4 Last ency USD Debit Amount 100 00 Credit Amount 100 00 Net 0 00 From Line To Line Journal Line Drill to Amount in EE Line Line Descr Transaction Currency Account Fund Dept Program Class BudRef PC Bus Unit Project Activity An Type Book Code Currency B 4 Accounts Payable 100 00 USD 211000 10000 110600000 11100 11200 2009 ee 2 test 100 00 USD 714100 10000 110600000 11100 11200 2009 Worklist MultiChannel Console Add to Favorites Sign out New Window Help Customize Page Drill to Source Unit Journal Date Ledger Line Line Descr GL Journal GSUFS AP00041890 02 09 2009 ACTUALS 1 Accounts Payable Account fund Dept Program Class BudRef PCBusUnit Project Activity AnType Statistic Amount Stat 211000 10000 110600000 11100 11200 2009 Base Currency Base Amount Currency Transaction Amount USD 100 00 USD 100 00 e EFH Customize Find View All E Voucher ID Descr Vchr Line Distrib Line Amount Currency Base Amount Currency 00000001 Ac
12. accounting entry table and Journal Generator processes the data in the accounting entry table to create journals in the General Ledger Original transactions are also recorded from ADP Banner Core PCard Works Telecommunications Journal Entries are also used to make adjusting entries corrections cost transfers to existing transactions such as an incorrect account was used on a voucher telephone billing was charged to an incorrect speedtype to move expense charged on a previous journal entry to another department record Departmental Sales and Services revenue Agency expenses Continuing Education revenue and expenses etc This guide demonstrates how to create edit and budget check a journal entry Journal entries are made to record the financial transactions of any business Journal entries in PeopleSoft consist of a header and detail lines On the Header page you record information that uniquely identifies the journal entry On the Detail Lines page you record the individual transactions and the affected Chartfields that comprise a journal A single journal entry must be at least two lines in length because total debits must equal total credits for a single journal entry A journal can only be posted if it has a valid journal status and it passes budget checking When selecting Edit Journal from the Detail Lines page the journal edit and budget check processes are initiated in sequential order A major change in creating journals
13. delivered functionality The cash offset lines will be automatically entered by the system when the journal is edited 4 1 1 Adding and or Deleting Rows Lines to add 1 E To add rows to the transaction enter the number and select the sign To delete rows from the transaction select the check box next to the line s you want to delete and select the sign Once all lines intended to be part of the transaction have been entered the user must run a few processes to complete and then send it into Workflow 10 The Spectrum System Georgia State University Entering a Journal Entry 4 1 2 Edit Budget Check Process Once all your lines have been entered select the Edit Journal process The edit journal process is used to run a check on the transactions It will verify that the transaction is correctly balanced and if the edit is valid it will also run the budget checking process If there are multiple fund codes within the transaction the Cash Control Account balancing lines will be automatically entered by the system Running the edit journal process will save and assign a number to the transaction If successful the transaction should now have a valid Journal Status and Budget Status If the status is Error refer to the Errors and Totals panel for further inquiry New Window Help Customize Page amp Unit GSUFS JournalID NEXT Date 04 10 2009 Process Edit Joumal _ Process
14. in Peoplesoft 8 9 is the Inter Intra Unit functionality of balancing the journal entry by fund There is now PeopleSoft delivered functionality that automatically creates the cash offset lines when the journal is edited The Spectrum System Georgia State University Entering a Journal Entry 2 How to Enter a Journal Entry Each step in the online process of entering a Journal Entry will be described below Compare your screen to the ones shown in the example for each step 2 1 Selecting your panel Group Click on General Ledger Journals Journal Entry Create Update Journal Entries Worklist Add to Favorites ja Main Menu gt General Ledger gt Journals gt naa Payable P Journal Entry Purchasing gt Project Costing gt Travel and Expenses Create Update Journal Entries S Copy Journals ee Accounts Receivable Create new journal entries or update existing journal entries Request a process to copy an existing journal gt BOR Menus gt Banking gt Commitment Control General Ledger Journals v Journal Entry Create Update Journal Entries Copy Journals gt Standard Journals Import Journals gt Subsystem Journals gt Process Journals gt Ledgers gt Close Ledgers gt Maintain Standard Budgets gt Monitor Background Process gt Review Financial Information gt General Reports gt Set Up Financials Supply Chain gt Background Processes Worklist gt Reporting To
15. 1200 2009 Worklist MultiChannel Console Add to Favorites Sign out GoTo Inquiry Transaction Details Criteria Journal Header Journal ID AP00041908 Date 03 03 2009 Schedule Ledger Group ACTUALS Original Date 03 03 2009 Process No Request Source AP Date Posted 03 11 2009 Total Lines 14 Journal Status Posted Reversal Date User ID MFRANKLIN Balanced DR CR Reversal None InterUnit BU GSUFS Doc Seq Budget Status Valid Long Description Accounts Payable Totals by Currency Currency USD Debit Amount 8 195 00 Credit Amount 8 195 00 Net 0 00 All Lines From To From Line To Line a i Journal Line a Drill to Amount in 4 Sakro Line Line Descr Transaction Currency Account Fund Dept Program Class BudRef PC Bus Unit Project Activity An Type BookCode Adju s Currency J E 13 Office Machines 1 000 00 USD 714100 10000 612250000 16200 11200 2009 Ss eee E B 28 The Spectrum System Georgia State University Entering a Journal Entry 9 Budget Overview Inquiries The Budget Overview Inquiry component provides summarized and detailed information based on the provided chartfield search criteria Click on Commitment Control Review Budget Activities Budgets Overview Note The first time you use this process you will need to set up a run control Enter BUD_OVW or any other name and click Add ORACLE Worklist MulttiChannel Console Add to Favorites New Window Help
16. 4 28 2009 12 40 30PM Previous in Worklist Refresh Header Lines Totals Errors Approval 15 Eiai EUren The Spectrum System Georgia State University Entering a Journal Entry You can notify the individual it is being sent back to via the Notify Button on the Lines Page and select their email address and detail what the issue is in the message box Worklist MultiChannel Console Add to Favorites New Window Help Customize Page amp Process Submit Journal Process I Errors Only 2 iiel 10 Unit GSUFS Journal ID 0000041977 Report Manager Process Monitor Template List Search Criteria Change Values Lines Select Line Ledger SpeedType Account Journal Line Description Fund Dept Program Class Bud Ref Project Amount Reference PC Bus ee Unit OD 14 ACTUALS Q 714990 Q Purchase Card Transactio 10000 Q 612250000 Q 16200 Q 11200 Q 2009 Q 11 11 1000456896 Cr 2 ACTUALS Q 714100 Q Supplies and Materials 10000 Q 612250000 Q 16200 Q 11200 Q 2009 Q 11 11 Lines to add 1 co 7 a tH x gt oe Customize Find View All 3 First 4 of 1 L Last Unit Total Lines Total Debits Total Credits Journal Status Budget Status GSUFS 2 i Bs i 11 11 Vv V Header Lines Totals Errors Approval 16 The Spectrum System Georgia State University Entering a Journal Entry 4 1 5 Print Journal The user can pri
17. JOURNAL ENTRY GENERAL LEDGER USER MANUAL The Spectrum System Georgia State University PeopleSoft Financials Version 8 9 GeorgiaState University i S F The Spectrum System Entering a Journal Entry 1 INTRODUCTION 1 1 USE OF THE GENERAL LEDGER JOURNAL ENTRIES 2 HOW TO ENTER A JOURNAL ENTRY 2 1 SELECTING YOUR PANEL GROUP 2 2 CREATING A JOURNAL ENTRY 2 2 1 Add a New Value Panel 3 HEADER PANEL 4 JOURNAL ENTRY LINES PANEL 4 1 1 Adding and or Deleting Row 4 1 2 Edit Budget Check Process 4 1 3 Delete Journal 4 1 4 Submit to Workflow 4 1 5 Print Journal 5 FIND AN EXISTING VALUE 6 INQUIRING ON JOURNALS 7 INQUIRING ON LEDGERS 8 BUDGET OVERVIEW INQUIRIES Georgia State University The Spectrum System Georgia State University Entering a Journal Entry 1 Introduction 1 1 Use of the General Ledger Journal Entries A Journal Entry is a batch of accounting entries entered online or input from a feeder system to the General Ledger It is composed of journal lines that carry different chartfields and needs to be balanced debits credits Journal Entries are used to record original transactions in the general ledger from other PeopleSoft applications feeder systems like Accounts Payable Asset Management Purchasing and Accounts Receivable which typically generate accounting or voucher lines from transaction data entered in that particular application PeopleSoft than posts these accounting lines to an
18. JPY JO gt Standard Journals gt Import Journals gt Subsystem Journals Template List Change Values Inter IntraUnit gt Process Journals gt Suspense Correction ean ia Select Line Ledger SpeedType Account Journal Line Description Fund Dept Program Class Bud Ref Project Amount gt Summary Ledgers Faseen E D1 TES a S x 3 Basia S gt Average Daily Balance gt Open Items Lines to add 1 ff Consolidate Financial Data Customize Find View All First 4 4 of 4 Last D oo Standard Unit Total Lines Total Debits Total Credits Journal Status Budget Status udgets gt Monitor Background GSUFS 1 0 000 0 000 I N Process Review Financial E save Notify Refresh Information B sae E notn a gt Regulatory Ledger Header Lines Totals Errors Approval Reports gt XBRL gt Cash Flow Statement gt General Reports gt Federal Reports gt Project Costing gt Purchasing gt Reporting Tools gt Set Up Financials Supply Chain gt Tree Manager Unit Total Lines Total Debits E Total Credits Journal Status Budget Status GSUFS 2 44 11 44 11 y V If the Edit Status is Error select the X in the Lines Section or the E hyperlink in the Totals Section which will take you to the Errors Page so that you can review the error Once you have resolved the Edit error you will run the Edit Journal Process aga
19. OG Combo error for fields Account Program Account Program in group 2 ACCOUNT Account 9600 31 ACCT_PROG Header Lines Totals Errors Approval If the Budget Check status is Error select the E hyperlink in the Totals Section which will open a new window in Review Budget Check Exceptions so that you can review the error Once you have resolved the Budget Check error you will run the Budget Check Journal Process Unit Total Lines GSUFS 2 First 4 4 of LY Last Total Credits Journal Status Budget Status 55 00 V E view All Total Debits 55 00 12 The Spectrum System Georgia State University Entering a Journal Entry Worklist MultiChannel Console Add to Favorites Sign out Neves New Window Help Customize Page 2 gt Budget Reports New window neip l http D Third Party Transactions v Review Budget Check Exceptions gt Purchasing and Cost Business Unit GSUFS Journal ID 0000041859 Journal Date 03 03 2009 Management gt Travel and Expenses P z Eror H O a R i A gt Accounts Payable Exception Type Override Transaction r Ses and Grants Maximum Rows 100 I More Budgets Exist Advanced Budget Criteria evenues v General Ledger GL Journal Exceptions Y Customize Find View Payroll Generic Transaction Entry Business m l Override Budget Journal Unit Gro Exception More Detail Budget Transfer aE 1 Q GSUF
20. S PRMST_EXP No Budget Exists More Detail O Goto Budget Checking Status 2 Q GSUFS PRMST_EXP No Budget Exists More Detail oO Go To Budaet Exceptions 3 r gt General Ledger 3 GQ GSUFS PROJ_GRT No Budget Exists More Detail O Go To D Project Costing 4 Q GSUFS PROJ_GRT No Budget Exists More Detail O Goto gt Purchasing gt Reporting Tools gt Set Up Financials Supply Chain i is gt Tree Manager im Save Return to Search GL Journal Exceptions Line Exceptions gt Catalog Management Rat le am a Ee wed ee 4 1 3 Delete Journal Use this option if the user does not want to continue or save the Journal Entry This can also be used if a Department Approver determines that the journal is incorrect This will completely eliminate the transaction Note This option will not be available after the Journal has been POSTED Worklist MultiChannel Console Add to Favorites Sign out New Window Help Customize Page Process Delete Journal CErorsony une 10 E E Unit GSUFS JournalID 0000041920 Template List Search Criteria Change Values v Lines Select Line Error Ledger SpeedType Account Journal Line Description Fund Dept Program Class Bud Ref Project Amount Reference s Q 34 X ACTUALS Q 843105 Q Equip amp Fur Purch gt 4 9 15000 Q 110600000 Q Q 11000 Q 2009 Q 225 00 Lk 2 X ACTUALS Q 714100 Q Supplies and Materials 15000 Q
21. SUFS 00000010 1234TESTYS 1133 Mark Worked GSUFS 00000011 1234TESTBP 1134 __Mark Worked GSUFS 00000013 1234TESTMBB es 1135 Mark Worked GSUFS 00000014 1234TESTNP 1136 GSUFS 00000015 1234cc 1137 GSUFS 00000016 1234TESTRC 1138 Reassign Mark Worked The approver then can go to the Approval Page and either Approve or Recycle If you select Approve you must also click the Lines Tab and select the Submit Journal Process to continue the workflow process If you recycle you can send it back to the Initiator or prior Approver for correction or deletion gt Accounts Payable gt GSU gt Commitment Control gt General Ledger gt Set Up Financials Supply Chain gt Background Processes F VWorklist Vorklist WWorklist Details gt Reporting Tools gt PeopleTools Unit GSUFS Journal ID 0000042123 Date 04 28 2009 Home Vorklist Add to Favorites Siqn out New Window Help Customize Page a Unit Approval Check Active Approval Status Approval Action Comments for Denial Email Approval History Step Path Status 0 A Initiated 01 A Approved 02 A Approved 03 A Pending B Save GSUFS TT Pending Approval Approve w Ap p rove Recycle Date Time Stamp User ID 04 28 2009 12 40 30PM GSUUSER2 04 28 2009 12 43 42PM DA1SPEC 04 28 2009 12 45 11PM DA2SPEC 0
22. als Journal Class Q Save Journal Incomplete Status gt Ledgers i 3 A Transaction Code Close Ledgers DEAF ISS gt Maintain Standard Workflow Department Q Budgets b Monitor Background Currency Defaults USD CRRNT 14 Process Reversal Do Not Generate Reversal Commitment Control gt Review Financial Information Save Notify 4 Refresh E Add Update Dispiay gt General Reports save Enn Gnetrect Easa gt Set Up Financials Supply Header Lines Totals Errors Approval Chain gt Background Processes gt Worklist gt Reporting Tools gt PeopleTools The Reference Number field is used to write information that may help us to explain the purpose of the transaction or can be used as a reference in the future Caution The SJE Type option will not be used by the end user under any circumstances Do not select or write anything in this field Caution The Journal Class option will not be used by the end user under any circumstances Do not select or write anything in this field Caution The Auto Generate Lines checkbox will not be used by the end user under any circumstances Do not select this field Caution The Adjusting Entry option will default to Non Adjusting Entry Do not change this field The Save Journal Incomplete Status check box will NOT be used Since Georgia State University does not use batch processing for journals journals can still be saved incomplete with
23. counts Payable 1 1 100 00 USD 100 00 USD 24 The Spectrum System Georgia State University Entering a Journal Entry Worklist MultiChannel Console Add to Favorites Sign out Voucher Accounting Entries New Window Help Customize Paae Business Unit GSUFS Q Voucher ID 00000001 Q invoice Number 1231 Q Accounting Line View Option Standard Show Foreign Currency Search Reset Invoice Date 02 09 2009 Vendor ID 0000001740 Vendor Name AMERICAN HEART ASSOCIATION Accounting Information Posting Process AP Accrual GL Dist Status Distributed Customize Find View All BH Main Information Chartfields Journal Description First L 4 2 of 2 7 Last Monetary Amount Currency Code Ledger GL Unit Accounts Payable 100 00 USD ACTUALS GSUFS test 100 00 USD ACTUALS GSUFS Ss a eee eee 25 The Spectrum System Georgia State University Entering a Journal Entry 7 Inquiring on Ledgers The ledger inquiry page is used to view detail and summary ledger information for a specified string of chartfield values The ledger inquiry allows you to view its journal detail transactions Note Information will only appear in the ledger once a transaction has been posted Click on General Ledger Review Financial Information Ledger Note The first time you use this process you will need to set up a run control Enter LDGR_INQ or any other name and click Add
24. d Account NCONOO Q NTROOO a ej Q Update Add mado Ho Dept 612250000 Q 612250000 Q i IQ Update Add Fund 2 Q a eoj Q Update Add Class 2 a Qq Q Q Update Add Program Q Qq IQ Update Add E Click Search and you will see the results ORACLE B Kevenue Associated m Return to Criteria Max Rows 100 Display Options Search Ledger Totals 3 Rows Budget Expense Encumbrance Pre Encumbrance Budget Balance Associate Revenue Available Budget Budget Overview Results L r Grol EQ ORG EA ORG EQ ORG 1 amp 2 amp 3 amp Return to Criteria Notes Net Transfers 1 028 147 00 15 061 11 22 950 00 0 00 990 135 89 0 00 990 135 89 0 00 PC Account Fund Dept Program Class BudRef Bus Project Activity Unit NEQ000 10000 612250000 16200 11200 2009 NSP000 10000 612250000 16200 11200 2009 NTROOO 10000 612250000 16200 11200 2009 Worklist MultiChannel Console Add to Favorites Sign out Customize Find View All gi Budget Pre Available Pert Period Budget Expense Encumbrance Encumbrance Budget Avai 2009 503 000 00 0 00 0 00 0 00 503 000 00 100 2009 520 777 00 15 061 11 22 950 00 0 00 482 765 89 92 2009 4 370 00 0 00 0 00 0 00 4370 00 100 From this page you can drill to detail budget expenses encumbrances and detail transactions 30
25. d Total Lines 2 Journal Status Errors Reversal Date User ID BPOLING Balanced DR CR Reversal None Doc Seq Budget Status NotChkd Long Description To correct account code A Totals by Currency InterUnit BU GSUFS Currency USD Debit Amount 225 00 Credit Amount 225 00 Net 0 00 All Lines CFromito From Line To Line _Query Journal Lines Journal Line Amount in Line Line Descr Transaction Currency Account Fund Dept Program Class BudRef PCBusUnit Project Currency Equip amp Furn Purch gt 4 999 99 225 00 USD 843105 15000 110600000 11000 2009 2 Supplies and Materials 225 00 USD 714100 15000 110600000 11000 2009 Worklist Journal Inquiry Suspense Status C Ja Document Type ja 0 R Year From Period To Period 2009 Q 1Q 12 Q Source Currency Stat a ja ja Sort By Max Rows Journal Id 100 Unit GSUFS Q Inquiry JRNL_INQ Journal ID aPoo041 890 Q Ledger ACTUALS Q Status Document Sequence wis Customize Find ts Descr Suspense Source am Journal ID Date User Unpost Date AP00041890 02 09 2009 AP No Susp JBACHNER 02 09 2009 Accounts Payable 23 MultiChannel Console MultiChannel Console Georgia State University Add to Favorites Sign out Activity An Type BookCode Adjustment S Add to Favorites Sign out New Window Help Customize Page The Spectrum System Georgia State University Entering
26. edger Year From Period To Period Suspense Status gt Close Ledgers JRNL_INQ GSUFS A factuas a oda 1a wa ja ecient ee Status Source Currency Stat Document Type gt Open Items 0000041920 Q Ja la ja ja ra Consolidate Financial Document Sequence Sort By Max Rows Data Joumalid i gt Maintain Standard Journal ld y 100 Budgets Monitor Background Process K hea Customize Fin nformation ae Journals Journal ID Date UnitiIU Status Source User Unpost Date Descr Ledger ais 0000041920 03 12 2009 GSUFS Errors DRG No Susp BPOLING 03 12 2009 To correct account code Ledger Group Ledger Period Comparison E Save A Return to Search Notify Compare Across J fF Ledgers Payroll Accounting Entries Enterprise Learning Mamt Accta Generic Accounting Entries Student Fin Accounting Entries Contributor Relations hd You can review the status of the journal entry If the journal originated from a PeopleSoft Financials subsystem the budget status will be valid even though the edit status may not be valid 22 The Spectrum System Entering a Journal Entry You can drill to the source document by clicking the Journal ID hyperlink Worklist GoTo Journal Criteria Journal ID 0000041920 Date Ledger Group Source 03 12 2009 Schedule ACTUALS Original Date 03 12 2009 Process No Request DRG Date Poste
27. gt Purchasing 0000041981 Supplies and Materials 03 24 2009 0 00 N 11 11 USD 11 11 USD eset Ton 0000041998 Supplies and Materials 03 26 2009 0 00 N 11 11 USD 11 11 USD R pera ere AP00041908 Office Machines 03 03 2009 0 00 N 1 000 00 USD 1 000 00 USD gt Tree Manager Vendors In cou B A tH Customize Find 5 x You can drill to the source documents by selecting the Journal ID number for the transaction you are looking at 27 The Spectrum System Georgia State University Entering a Journal Entry Worklist MultiChannel Console Add to Favorites GoTo Inquiry Transaction Details Criteria Joumal Header Journal ID 0000041981 Date 03 24 2009 Schedule Ledger Group ACTUALS Original Date 03 24 2009 Process No Request Source DRG Date Posted 03 24 2009 Total Lines 2 Journal Status Posted Reversal Date User ID KGEBREAB Balanced DR CR Reversal None InterUnit BU GSUFS Doc Seq Budget Status Valid Long Description MOVE CARD EXPENSES TO 714100 Totals by Currency Currency USD Debit Amount 11 11 Credit Amount 11 11 Net 0 00 All Lines FromiTo From Line To Line avery Journal Lin i pour il Amount in a Line Line Descr Transaction Currency Account Fund Dept Program Class BudRef PCBusUnit Project Activity AnType BookCode Adjustment S 7 Currency 2 Supplies and Materials 11 11 USD 714100 10000 612250000 16200 1
28. iew Financial z Ledger Inquiry Information Journals Enter ledger period ChartField and rest of the criteria Click on Search button to execute the query Ledger Ledger Group 7 Ledger Period Inquiry Name Unit Ledger Fiscal Year From Period To Period Currency Stat Code a LED_INQ csursQ factuats A 2009Q 4a 21Q Esa ja Compare Across Value Order Sel Period Required By C 998 F 1 E r r E E w a Chain Home Worklist MuitiChannel Console Add to Favorites Sign out Ledgers Show YTD Balance Include Closing Adjustments Payroll Accounting G Entries MV Show Transact Only in Base Currency Max Ledger Rows 100 Enterprise Learning Mamt Acctg Generic Accounting Entries Student Fin Accounting Entries ChartField Value ChartField Value Set Update New Contributor Relations Accta Account 7 Q Q Update New Entry Event Budget Acctg Entry Event GL Adjust Department 612250000 Q Q Update New Accta i000 ae E panao Fund Code 10000 Q Q Update New Reports Class Field Q Q Update New gt XBRL gt Cash Flow Statement Program Code Q Q Update New gt General Reports gt Federal Reports Budget Reference Q Q Update New Teee Project Q Q Update New gt Reporting Tools gt Set Up Financials Supply SONORIS a Q Update New gt Tree Manager gt Vendors Bes Chartfield Criteria C i Customize F
29. il Instance 4189 Type Crystal Name GLC7501 Description Journal Entry Print Run Status Success Distribution Status Posted EG Run Control ID CJY Hold Request Location Server Queue Request Server PSNT Conceal Request Delete Request Recurrence Restart Request Actions OO Request Created On 04 10 2009 2 04 43PM EDT Parameters Transfer Run Anytime After 04 10 2009 2 04 42PM EDT Message Log Began Process At 04 10 2009 2 04 58PM EDT Batch Timings Ended Process At 04 10 2009 2 05 05PM EDT View Loa Trace ok Cancer Click the GLC7501 xxxx HTM hyperlink and the Crystal Report of the Journal will appear in a new window Worklist MultiChannel Console Add to Favorites Sign out New Window Help Customize Page View Log Trace ReportID 2073 Process Instance 4189 Message Log Name GLC7501 Process Type Crystal Run Status Success Journal Entry Print Distribution Details Distribution Node FS9SAN Expiration Date 05 25 2009 Name Message Log GLC7501 4189 HTM pssaltrace tre Distribute To File Size es Datetime Created 04 10 2009 2 05 05 000000PM EDT 04 10 2009 2 05 05 000000PM EDT 04 10 2009 2 05 05 000000PM EDT Distribution ID Type Distribution ID User RLASTER 18 The Spectrum System Georgia State University Entering a Journal Entry A Report ID GLC7501 PeopleSoft Financials Page No 1 JOURNAL ENTRY DETAIL Run Date May 13 2009
30. in 11 The Spectrum System Entering a Journal Entry Journal Entry Create Update Journal Entries Copy Journals gt Standard Journals gt Import Journals gt Subsystem Journals gt Process Journals Suspense Correction gt Ledgers gt Summary Ledgers gt Close Ledgers gt Process Multi Currency Average Daily Balance gt Open Items gt Consolidate Financial Data gt Maintain Standard Budgets D Monitor Background Process gt Review Financial Information gt Regulatory Ledger Reports gt XBRL gt Cash Flow Statement D General Reports gt Federal Reports gt Project Costing gt Purchasing gt Reporting Tools gt Set Up Financials Supply Chain gt Tree Manager DS Stee ten ORACLE Menu v Journal Entry Create Update Journal Entries Copy Journals gt Standard Journals gt Import Journals gt Subsystem Journals gt Process Journals D Suspense Correction gt Ledgers gt Summary Ledgers gt Close Ledgers gt Process Multi Currency gt Average Daily Balance D Open Items Consolidate Financial Data b Maintain Standard Budgets b Monitor Background Process gt Review Financial Information gt Regulatory Ledger Reports gt XBRL gt Cash Flow Statement gt General Reports gt Federal Reports gt Project Costing gt Purchasing gt Reporting Tools gt Set Up Financials Supply Chain gt Tree Manager
31. ind noooood akg Click Search and the Results will be displayed ORACLE Menu V Review Financial a Information Ledger Inquiry Joumals Transaction Details Ledger Ledger Group Entries F Show Transaction Details P Only in Base Currency Max Ledger Rows 100 Enterprise Learning Student Fin Accounting Entries T Ledger Eencd iry N Unit L Fiscal Year From Period To Period Cranial Inquiry Name edger i ear From Peri o Peri Compare Across LED_INQ GSUFS ACTUALS 2009 1 12 Ledgers I Show YTD Balance F Include Closing Adjustments Mamt Accta Generic Accounting Contributor Relations Home Worklist MultiChannel Console Add to Favorites Sign out Payroll Accounting Go To Inquiry Criteria Transaction Criteria Entries Transaction Details Find View All First 4 4 ofa D Last Ledger by Period and Chartfields Customize Find 1 of 4 Accta Period Account Account Description Stat Entry Event Budget Accta 9 714100 Supplies and Materials Entry Event GL Adjust Accta gt Regulatory Ledger Amount in Transaction Currency 1 022 22 USD Amount in Base Currency 1 022 22 USD Reports gt XBRL Amount in 4 2 i navies rag Sia Journal ID Line Descr Date Seq Stat Amt N R Transaction Currency Amount in Base Base Currency Currency gt Federal Reports i Currency D Project Costing 0000041937 Supplies and Materials 03 19 2009 0 00 N 0 00 USD 0 00 USD
32. neral Reports gt Set Up Financials Supply Chain gt Background Processes gt Worklist gt Reporting Tools gt PeopleTools The Spectrum System Georgia State University Entering a Journal Entry 4 Journal Entry Lines Panel This is the panel in which the user will enter all chartfields to be affected by this transaction ORACLE Home Worklist MultiChannel Console Add to Favorites Sign out 2 New Window Help Customize Paae Header Lines Totals Errors y Approval Unit GSUFS JournalID NEXT Date 04 10 2009 Process EditJournal Iz _ Process Template List Change Values Inter intraUnit Select Line Ledger SpeedType Account Journal Line Description Fund Dept Program Class Bud Ref Project Amount Reference A a paris af aL ef jefe lazo fC eQ ff Linestoad 1 E M Customize Find View All HH First 4 40f4 Las Unit Total Lines Total Debits Total Credits Journal Status Budget Status GSUFS 1 0 000 0 000 N E Save E Notify fy Refresh Header Lines Totals Errors Approval e E gt The first step for the user will be to go into the Lines section of the panel and start entering the chartfield combinations to be affected with this journal The user can also select its Soeedtype enter account number amount and journal line description Note Balancing of journal entries by fund have been replaced with PeopleSoft
33. nt the content of a Journal Entry by selecting the Print Journal Process in the Lines tab Process Print Journal Process The page will refresh and show the Report Manager link and the Process Monitor link Click the Process Monitor link Print Journal Report Mana er Process Monitor Process Once the report GLC7501 has completed processing you will need to click Refresh until the Run Status is Success and Distribution Status is Posted Click the Details hyperlink and the Process Details page opens Add to Favorites Sign out New Window Help Customize Page amp User ID RLASTER Q Type Z tast 7 Days Refresh Server Name Q instance to Run Distribution M Save On Refresh Status Status Process List Customize Find View All First 4 4 2 of 2 P Last Select Instance Seq Process Type Process User Run Date Time Run Status Distribution Details Name Status E 4189 Crystal GLC7501 RLASTER 04 10 2009 2 04 42PM EDT Success Posted Details E 4188 Application Engine FS_BP RLASTER 04 10 2009 1 39 01PM EDT Success Posted Details fm Save E Notify Process List Server List 17 The Spectrum System Georgia State University Entering a Journal Entry Click the View Log Trace link and that window opens Worklist MultiChannel Console Add to Favorites Sign out New Window Help Customize Page Process Deta
34. ols gt PeopleTools Create update or copy journal entries The Spectrum System Entering a Journal Entry 2 2 Creating a Journal Entry Click the Add button ORACLE Menu gt Accounts Payable gt GSU gt Purchasing gt Project Costing gt Travel and Expenses gt Accounts Receivable gt BOR Menus gt Banking gt Commitment Control v7 General Ledger Journals v Journal Entry Create Update Journal Entries gt Standard Journals gt Import Journals gt Subsystem Journals gt Process Journals gt Ledgers gt Close Ledgers gt Maintain Standard Budgets gt Monitor Background Process gt Review Financial Information gt General Reports gt Set Up Financials Supply Chain gt Background Processes gt Worklist gt Reporting Tools gt PeopleTools 2 2 1 Add a New Value Panel Create Update Journal Entries Eind an Existing Value jf Add a New Value Business Unit GSUFS Q Journal ID NEXT Journal Date 04 10 2009 E Add Find an Existing Value Add a New Value Georgia State University Home Worklist Add to Favorites Sign out New Window Help amp A E E E SS SSS SS You will see a panel to Add a New Value journal The Spectrum System default for Business Unit is GSUFS Georgia State University Financial System The Journal Entry ID is automatically assigned by the system Caution Do not change the value in this field Journal Date
35. on General Ledger Review Financial Information Journals Note The first time you use this process you will need to set up a run control Enter JRNL_INQ or any other name and click Add ORACLE Menu 77 Home Worklist MultiChannel Console Add to Favorites Sign out A New Window Help ne gt My Favorites gt Accounts Payable gt Commitment Control Journals 7 General Ledger gt Journals _Eind an Existing Value Adda New Value gt Ledgers gt Summary Ledgers gt Close Ledgers Inquiry Name JRNL_ING gt Process Multi Currency gt Average Daily Balance gt Open Items Add Consolidate Financial Data Maintain Standard Budgets Monitor Background Process v Review Financial Information Journals Ledger Ledger Group Ledaer Period Comparison Compare Across Ledgers Find an Existing Value Add a New Value Payroll Accounting Entries Student Fin Accounting Entries Contributor Relations vv 21 The Spectrum System Georgia State University Entering a Journal Entry Enter all or some of the information at the top of this page and click Search You can do an inquiry on a specific Journal ID Date User etc You can also use a wildcard if you want a larger return You can save this information so that when you want to use the inquiry again the information is there In addition you can save several inquiries with different run control
36. out checking this box The Reversal Do Not Generate Reversal option will NOT be activated Do not select this option The Spectrum System Georgia State University Entering a Journal Entry Select your Department Id in the Workflow Department field by clicking the magnifying glass and making the appropriate selection When searching for the correct Department ID we recommend that the user input some criteria If not the system will give the first three hundred available choices in the table Workflow Department a ORACLE Menu amp Home Worklist Add to Favorites Sign out New Window Help gt Accounts Payable gt GSU gt Purchasing Look Up Workflow Department gt Project Costing gt Travel and Expenses begins with D fy Accoun ReaNahie Department begins with i Look U Clear Cancel i gt Commitment Control _Look Up __Clear Basic Looku v7 General Ledger Journals Search Results v Journal Entry q 1 50f8 Create Update Journal Entries Department Description pore 110600000 Bioloay Copy Journals gt Standard Journais 120010000 RCB Telephones l gt Import Journals 140000000 Counseling amp Psychological Svc gt Subsystem Journals 151000000 College of Health amp Human Sci gt Process Journals 612250000 Spectrum System gt Ledgers gt Clase Ledgers gt Maintain Standard Budgets gt Monitor Background Process gt Review Financial Information gt Ge
37. rklist Worklist Worklist Details gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile Detail View Department 1 Approver Biology Department 1 Approver Biology Department 1 Approver Biology Department 1 Approver Biology Department 1 Approver Biology Department 1 Approver Biology Department 1 Approver Biology Department 1 Approver Biology Date From Work Item 04 10 2009 Journal Approval Route for 04 09 2009 Additional Vchr Appr Route for 04 09 2009 Additional Vchr Appr Route for 04 09 2009 Additional Vchr Appr Route for 04 09 2009 Additional Vchr Appr Route for 04 09 2009 Additional Vchr Appr Route for 04 09 2009 Additional Vchr Appr Route for 04 09 2009 Additional Vchr Appr Worklist for DA2BIOLI Department Approver 2 Biology Worked By Activity Approve Deny Journal VOUCHER APPROVALS VOUCHER APPROVALS VOUCHER APPROVALS VOUCHER APPROVALS VOUCHER APPROVALS VOUCHER APPROVALS VOUCHER APPROVALS Priority C E C E C E C E C E C E CE Georgia State University Home Worklist Add to Favorites Sign out New Window Help Customize Page Work List Filters z 4 9 of 9 Link 1173 GSUFS 0000041819 2009 04 10 V 0 GSUFS Example of Worklist items to be approved Reassign GSUFS 00000018 1234TEST MHA 1131 G
38. will be the transaction date This field needs to be verified before proceeding with the transaction This date will determine the accounting period of the transaction Click Add to proceed The Spectrum System Entering a Journal Entry 3 Header Panel The first panel you will need to complete will be Journal Entry Header ORACLE Menu gt Accounts Payable gt GSU gt Purchasing gt Project Costing gt Travel and Expenses gt Accounts Receivable gt BOR Menus gt Banking gt Commitment Control v General Ledger Journals Journal Entry Create Update Journal Entries Copy Journals gt Standard Journals gt Import Journals gt Subsystem Journals gt Process Journals D Ledgers gt Close Ledgers Maintain Standard Budgets gt Monitor Background Process gt Review Financial Information gt General Reports gt Set Up Financials Supply Chain gt Background Processes gt Worklist gt Reporting Tools gt PeopleTools Unit GSUFS Journal ID NEXT Georgia State University Home Worklist Add to Favorites Sign out New Window Help Customize Page Date 04 10 2009 UserID GSUGLM Long Description Ledger Group Q Ledger a Source C Q Reference Number SJE Type H Journal Class Q Transaction Code DEFAULT Q Currency Defaults USD 1 Reversal Do Not Generate Reversal i save E notify fy Refresh Header Lines Totals
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