JOURNAL ENTRY GENERAL LEDGER USER MANUAL The
Contents
1. Reversal Date Journal Status Posted Balanced DR CR Doc Seq Reversal None Budget Status Valid Schedule Process Total Lines User ID InterUnit BU Date Code Adjustment No Request 2 GSUBATCH GSUFS N Long Description Accounts Payable All Lines From Line 4 View Attachment 0 From To To Line Totals by Currency Currency USD Debit Amount 12 00 Journal Line Amount in Transaction Currency Drill to Sou Currency ine Line Descr SpeedType Accounts Payable 12 00 USD Expense Distribution 12 00 USD Aly Search Drill to Source Journal ID Business Unit GSUFS Ledger ACTUALS Journal AP00573556 Line 1 Chartfields Account Fund Dept 612250000 Program Class Bud Ref 211500 10500 16200 11000 2015 Base Currency USD Base Amount Currency USD Transaction Amount Statistics Code Statistic Amount Details Chart elds Voucher information Document Information 8 Voucher Descr 07687250 Vchr Line Accounts Payable G Save Gf Return to Search Notify Credit Amount Distrib Line Query Journal Lines First 1of1 Last 0 00 Find View All 12 00 Net Personalize Find View All E First 4 2 of 2 Last Account Fund Dept Program Class Dua 211500 10500 612250000 16200 11000 2015 714100 10500 612250000 16200 11000 2015 Bad 2 Undateisnay Date 06 12 2015 GL Journal Lin2. Create Update Journal Entries Find an Existing Value Add a New Value Business Unit GSUFS Journal ID NEXT Journal Date 97 08 2015 Bi Add Find an Existing Value Add a New Value 2 2 1 Add a New Value Panel 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 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 Georgia State University Entering a Journal Entry 3 Header Panel The first panel you will need to complete will be Journal Entry Header Main Menu gt General Ledger gt Journals gt Journal Entry gt Create Update Journal Entries ORACLE All Search Advanced Search Header Lines Totals Errors Approval Unit GSUFS Journal ID NEXT Date 04 01 2015 Long Description eal Ledger Group ACTUALS amp Adjusting Entry Non Adjusting Entry Ledger Fiscal Year 2015 Source DRG a Periodf S 10 Reference Number ADB Date 04 01 2015 Journal Class Transaction Code DEFAULT a Auto Generate Lines Save Journal Incomplete Status SJE Type Autobalance on 0 Amount Line Currency Defaults USD CRRNT 1 Attachments
3. Dept Fund Program Bud Ref 1 Amount 5 00 USD Description Supplies and Materials p Reference 714100 612250000 Base Amount 5 00 USD Open Item 10500 16200 Rate Type CRRNT Rate 1 00000000 2 Pa oo Amount 5 00 USD ami i an E 612250000 Base Amount 5 00 USD Open Item 16200 Rate Type CRRNT Rate 1 00000000 Total Currency Debit Credit Net Debit Base Currency Credit Net Journal Lines Private and Confidential In order to print the journal in landscape and without extra pages change the orientation to Auto portrait landscape 20 The Spectrum System Georgia State University Entering a Journal Entry Copies fi Pages to Print Comments amp Forms All Document and Markups v Current page Pages f gt More Options Page Sizing amp Handling 4 E Multiple Booklet 11 x8 5 Inches Size Options Fit C Actual size Shrink oversized pages _ Choose paper source by PDF page size Print on both sides of paper Flip on long edge Flip on short edge Orientation Auto portrait landscape Portrait Landscape Want to print colors as gray amp black Pagel of 1 21 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
4. Drill to 5 ests Line Line Descr SpeedType ae 1 Accounts Payable al Save Notify View Attachment All Lines From To From Line To Line Query Journal Lines Find View All First 4 1 of 1 Last 20 00 Credit Amount 20 00 Net 0 00 Personalize Find View All G E First 4 1 of 1 Last Amount in Bud Transaction Currency Account Fund Dept Program Class Ref Currency 10 00 USD 211500 10500 612250000 16200 11000 2014 E Add Update Display 30 The Spectrum System Georgia State University Entering a Journal Entry 8 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 Favorites Main Menu gt Commitment Control gt Review Budget Activities gt Budgets Overview ORACLE search Advanced Search Budgets Overview Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Add a New Value Search Criteria Inquiry Name begins with v BUD OVW Search Clear Basic Search i Save Search Criteria Find an Existing Value Add a New Value In the Budget Type Criteria enter ORG for the Ledger Group In the T
5. GLX7501 pdf link ORACLE All Search gt Advanced Search List Explorer View Reports For Folder Instance Refresh Reports Personalize Find View All amp First Pos b Last Completion Report Process Date Time ID Instance GLX7501 ij m 10 05 15 ss m 2 FS_STREAMLN ON DEMAND PROCESS General sini 1860983 10690 Report Report Description Folder Name Click the GLC7501 pdf hyperlink and the Crystal Report of the Journal will appear in a new window 18 The Spectrum System Georgia State University Entering a Journal Entry ORACLE All Search Advanced Search Report Report ID 1860985 Process Instance 10692 Name XMLP Process Type XML Publisher Run Status Success GLX7501 GLX7501 pdf Distribution Details Distribution Node F92QA Expiration Date File List File Size bytes Datetime Created 4995 10 05 2015 3 14 57 332093PM EDT Distribution ID Type User TESTUSER1 Distribution ID 19 The Spectrum System Georgia State University Entering a Journal Entry ORACLE PeopleSoft Financials Page 1 of 1 Report Definition GLX7501 Journal Entry Detail Report Run Date 10 5 15 Run Time 3 14 44 PM Unit GSUFS Ledger Group ACTUALS Foreign Currency USD Journal ID 1000592796 Source DRG Rate Type CRRNT Journal Date 10 5 15 Reversal None Effective Date 10 5 15 Description TEST JOURNAL 10 05 2015 Reversal Date Exchange Rate 1 00000000 Unit GSUFS Ledger ACTUALS Account
6. Lines Totals Errors Approval 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 Speedtype enter account number amount and journal line description Note Balancing of journal entries by fund have been replaced with PeopleSoft delivered functionality The cash offset lines will be automatically entered by the system when the journal is edited 4 1 Adding and or Deleting Rows Lines to add 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 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
7. A ACTUALS A 2015 IA 129 a Journal ID Status Source Currency Stat Document Type a a A a A Date Code Adj Document Sequence Sort By Max Rows Attachment Exist Journal ld 100 v Search Delete Journals Journals Personalize Find G amp Suspense Journal ID Date Unit IU Status Source Status Unpost Date Descr 1000573560 05 01 2015 GSUFS Valid DRG No Susp AP 1 05 01 2015 b a Save Notify E Add Update Display 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 You can drill to the source document by clicking the Journal ID hyperlink 24 The Spectrum System Georgia State University Entering a Journal Entry Journal Inquiry Journal Inquiry Details P Ledger Criteria Go ToVournal Criteria Journal Header Journal ID 1000573560 Date 05 01 2015 Schedule Ledger Group ACTUALS Original Date 05 01 2015 Process Pending Source DRG Date Posted Total Lines 2 Journal Status Valid Reversal Date UserID TESTAP1 Balanced DR CR Reversal None InterUnit BU GSUFS Doc Seq Budget Status Valid Date Code Adjustment N Long Description FA View Attachment 0 All Lines O From To From Line To Line Query Journal Lines Totals by Currency Find View All First 1 of 1 Last Currency USD Debit Amount Credit Amount 10 00 Net 0 0
8. c Ge Product Ca Ledgers Copy Journals mn Create Up du Summary Ledgers Ci Import Journals i age Journal Approval I create new Ca Customer Contracts a iai Subsystem Journals 5 Manage Journal Approval ige Journal Approval Customer Returns as gt Ga items Process Multi Currency Cl Process Journals i E i gt me goaod Average Daily Balance Cl Suspense Correction amp Suppliers Open Items gt p ibaia Consolidate Financial Data gt rocurement Contracts Ba Piani Maintain Standard Budgets gt Be catenin Monitor Background Process gt Ga Grants Review Financial Information gt Ga Project Discovery Perform Reconciliation ie ProecCosting Regulatory Ledger Reports J 3 XBRL gt 3 Proposal Management Cash Flow Statement gt RealEstate Manageme amp Billing General Reports Federal Reports gt G Accounts Receivable ee ee Fusion Accounting Hub gt i Mm CI External System Integration gt V Ba iking General Ledger Center i GL WorkCenter Financial Gateway 5 c t t Control 3 General Ledger Dashboard ommitment Contro General Ledger Allocations SCM Integrations The Spectrum System Georgia State University Entering a Journal Entry 2 2 Creating a Journal Entry Click the Add button Favorites Main Menu gt General Ledger gt Journals gt Journal Entry gt Create Update Journal Entries Home ORAC LE All Search 5 Advanced Search
9. 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 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 Favorites Main Menu gt General Ledger gt Journals gt Journal Entry Search Menu Home Worklist MultiChannel Con ORACLI A Advanced Search General Ledger Journals i G Gesu Journa GL Subsystem Reconc Journal Entry l Customers Ga Simdan owns E Create Update Journal Entia Create update
10. 0 Commitment Control Entered By COUYANG Ouyang Cheng Yu Entered On Last Updated On Save Notify Refresh Add 5 Update Display Header Lines Totals Errors Approval 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 Georgia State University Entering a Journal Entry 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 gt General Ledger gt Journals gt Journal Entry gt Create Update Journal Entries Favorites Main Menu Ho ORACLE All Search Advanced Search Header Lines Totals Errors Approval Unit GSUFS Date 04 01 2015 Look Up Source Long Description eal Source begins with v 4 Ledger Group ACTUAL Look Up Clear Cancel Ledger m m Search Results 0 View 100 First 4 Source Description DRG Department Regular ISO Internal Service Organization Source DRG Reference Number Journal Class Transaction Code DEFAUD PRJ Project Regular Generate Lines Journal Incomplete Status SJE Type balance on 0 Amount Line Commitment Control u Entere
11. 0 Journal Line Personalize Find View All E First 1 2 of 2 Last Amount in Line Line Descr SpeedType Transaction Currency Account Fund Dept Program Class PC Bust Currency Supplies and Materials SPECT 10 00 USD 714100 10500 612250000 16200 11000 2015 Seo Supplies 10 00 USD 714101 10500 612250000 16200 41000 2015 gt Save Notify E Add Update Display For an Accounts Payable journal you can drill to the Voucher Journal Inquiry Journal Criteria Inquiry Unit Ledger _ _ Year From Period To Period Suspense Status JRNL_INQ Gsurs facruais ja 205a __10 128 a Journal ID _ Source Currency Document Type APO0573556 ete a a Date Code Adj User Document Sequence Sort By l Attachment Exist al o Journal Id v 100 delet Journals Journals Personalize Find First 1 of 1 Last Journal ID Date Unit IU Status se User Unpost Date Descr merece re AP00573556 06 12 2015 GSUFS Posted No Susp GSUBATCH 06 12 2015 Accounts Payable 4 ESave Notify E Add 9 Update Display 25 The Spectrum System Entering a Journal Entry Search Journal Inquiry Georgia State University Journal Inquiry Details gt Ledger Criteria _ Go Tovournal Criteria Journal Header Journal iD AP00573556 Ledger Group ACTUALS Source AP Date 06 12 2015 Original Date 06 12 2015 Date Posted 06 12 2015
12. ACCOUNT ccount Combo error for fields Account Fund in group ACCT_FUND a Save Eb Return to Search t E Previousin List 45 Nextin List Notify lt Refresh 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 Totals Personalize Find View All Ed First 4 4 of 1 Last Unit Total Lines Total Debits Total Credits Journal Status Budget e GSUFS 2 100 00 100 00 V E The Spectrum System Entering a Journal Entry ORACLE All Search GL Journal Exceptions Line Exceptions Business Unit GSUFS Exception Type Error v 100 Maximum Rows Georgia State University Home Advanced Search Journal ID TEST1 Journal Date 01 20 2015 Override Transaction Fey Ml More Budgets Exist Search Advanced Budget Criteria Budgets with Exceptions Personalize Find View All amp EI First 1 4 of 4 Last Budget Override Budget Chart elds E Details Business Unit Ledger Group Exception More Detail Benet Transfer Qh GSUFS APPROP No Budget Exists More Detail Go To S 2 RQ GSUFS APPROP No Budget Exists More Detail Go To 3 Q SSUFS ORG No Budget Exists More Detail Go To 4 Oi GSUFS ORG No Budget Exists
13. Add Comments Jour Hg i Zee View All 2 E First 1 2 of 2 Last Chartfields Currency D Line Unit Ledger Account Dept Program PC Bus Unit Project Activity SSUFS ACTUALS 714100 105 612250000 16200 GSUFS ACTUALS 714102 105 612250000 16200 You can notify the individual it is being pushed back to via the Pushback Button The Comment is required when Deny or Hold or Pushback journal so you need to enter Comment for Deny Hold or Pushback action eee eee eee 15 The Spectrum System Georgia State University Entering a Journal Entry Favorites Main Menu gt Worklist gt Worklist ORACLE GL Journal Approval Business Unit GSUFS Return to Worklist Journal ID 1000573560 Attachments 0 Journal Date 05 01 2015 Go to Journal Entry Page Line Unit GSUFS Status Pending Ledger Group ACTUALS Debits 10 00 Adjusting Entry N Credits 10 00 Fiscal Year Description Period 17 Requester TESTAP7 Department or Project Approval Unit GSUFS ID 1000573560 Date 2015 05 01 Line Unit GSUFS Pending view Hide Comments Department Approval Self Approved Pending Not Routed S Test Approver 1 E Test Approver 2 Multiple Approvers GSU GL Dept Approver 1 GSU GL Dept Approver 2 GSU GL AS Post 07 09 15 10 58 AM Comments To add comments to the journal s approval process enter them below and click any one of the four approval action buttons underneath the comments SCOTT al ewed To aproval Flow Graphic Di
14. Approval Unit GSUFS JournalID 1000573011 Date 03 13 2014 Errors Only Template List Search Criteria l Change Values Inter IntraUnit Process Edit Journal Y Process z 2 Line 10 Lines Personalize Find Ed E Select Line Error Ledger SpeedType Account Fund Dept Program Class ay PC Bus Unit 1 X ACTUALS 41110 Ka hooia 4125000000 14600 11000 2014 el 2 X ACTUALS 441110 haoa 110440000 11100 41100 2014 a 3 X ACTUALS 118200 10000 2014 4 X ACTUALS 118200 14100 2014 gt Lines to add 1 _ Totals Personalize Find Vig E First 4 1 of 1 Last Unit Total Lines Total Debits Total Credits Journal Status Budget Status GSUFS 4 600 00 600 00 N E Save Bt Return to Search pS Previousin List 4 Nextin List Notify Refresh B Add Update Display Header Lines Totals Errors Approval ORACLE All Search Advanced Search ol Last Search Results Header Lines Totals Errors Approval Unit GSUFS JournalID 1000573011 Date 03 13 2014 lex Header Errors Personalize Find E First 4 1 of 1 Last Unit Field Name Field Long Name Set Msg Message Text GSUFS JRNL_HDR_STATUS Journal Header Status 5860 53 Journal line errors exist for this header Line Errors Personalize Find EJ E First 1 2 of 2 Last Line Field Name Field Long Name Message Text 1 ACCOUNT Account Combo error for fields Account Fund in group ACCT_FUND
15. JOURNAL ENTRY GENERAL LEDGER USER MANUAL The Spectrum System Georgia State University PeopleSoft Financials Version 9 2 GeoroiaState University J The Spectrum System Georgia State University Entering a Journal Entry Table of Contents CO N O WI SANE OCMC TOI ee saan gence asetaoeee saccece os asedse tose cach tase ceed evento eetancesesee aan secnetaeeeeneseeeesices ta 3 td Usevor the General Ledger Journal Ete sccsaicwsancdetcuvetceatiavdsesnahevavecsataventitebiacovcanelasseeanebearenaeisaanes 3 HOW O EnteraJournal EN Y suassancsacsssancraeestacnsice ssaceadesseaiet E EE 4 2 1 Selecting YOU panel GROUP scccccicasaccsaiconsceranconnsssaneendwstasaenaeninsagnnsphnssaanaeiecsactaunserawdanseiancsans eanennbbaenGs 4 7 22 CUS AUING a Journal ENT Y ecse cateusrsacse sesiaacoutnsvaneeaspuciamessevatesaacsvatesaresvaaaeact det ssancuae eaneusekaaamecsaes anes 5 22 1 Aada Now Valte PAIN Osa sarees eres acter actaesies acieeseea pce encas uaswsacaaneuntseacen ea nsew een esinwe soaecescemneccsedeaete 5 gs FAS US IP AUN cesar acacia E E E ees sea ae cet sence ices eee 6 JOUWN Bie hy LUNES Panenan a E E E 10 As Adding and or Deleting ROWS sicssrririssssenirinacnroienet ieie n neea ian aS ENA AEEA 10 AD et Budget Check PIO CCS 6 erisir kananan E E EEEE 11 d Dekora eare E E eae ee i ee 13 AA SAONE GOs NO OWN a E E E E 14 AP SONA e E T A T E 17 FOCA EMIS AE VE eE E EE E ouacadant ounsansaeeaaeenine tea 22 A OROS T E E 23 Aa O
16. More Detail Go To S E Save Gt Return to Search Notify GL Journal Exceptions Line Exceptions 4 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 Favorites Main Menu gt General Ledger gt Journals gt Journal Entry gt Create Update Journal Entries ORACLE All v Search Header Lines Totals Errors Approval Unit GSUFS Template List Jourp Search Criteria Home Worklist MultiChann Advanced Search ol Last Search Results Date 01 20 2015 Errors Only Change Values View Audit Logs InterAntraUnit Process Delete Journal Process Line 70 Lines Select Line Ledger SpeedType 1 ACTUALS 2 ACTUALS 4 Lines to add Totals Unit Total Lines GSUFS 2 Save fae Return to Search E Previous in List FER Nextin List E Notify a Refresh Header Lines Totals Errors Approval Total Debits Personalize Find Program Class soy PC Bus Unit Project 96000 A42200000 28100 43000 amp 2015 96000 a42200000a 43000 2015 Personalize Find View All pel E First S 1 of 1 Last Total Credits Journal Status Budget Status 100 00 100 00 V E E Add Update D
17. The Spectrum System Entering a Journal Entry 4 4 Submit to Workflow Georgia State University 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 Search Criteria Process Submit Journal Change Values 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 Favorites Main Menu ORACLE Menu Search Top Menu Features Description Our menu has changed The menu is now located across the top of the page Click on Main Menu to get started Highlights Recently Used pages now appear under the Favorites menu located at the top left Breadcrumbs visually display your navigation path and give you access to the contents of subfolders Menu Search located under the Main Menu now supports type ahead which makes finding pages much faster Home Worklist MultiChannel Console Ad gt Advanced Search al Last Search Results Personalize C 14 The Spectrum System Georgia State University Entering a Journal Entry Favorites Main Menu gt Worklist gt Worklist ORACLE Worklist Wor
18. 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 Favorites Main Menu gt General Ledger gt Journals gt Journal Entry gt Create Update Joumal Entries Home Worklist MultiCha ORACLE All Search gt Advanced Search Header Lines Totals rors Approval Unit GSUFS JournalID NEXT Template List Change Values Inter IntraUnit Process Edit Journal Process Lines Personalize Find Bud Select Line Ledger SpeedType Account Program Ref PC Bus Unit Project ACTUALS Lines to add 1 Totals Personalize Find View All 1a E First 1of1 gt Last Unit Total Lines Total Debits Total Credits Journal Status Budget Status nQ Q 4 nnn non GSUFS 0 00 0 00 N a Save E Notify Refresh E Add A Update Display _ Header Lines Totals Errors Approval Total Lines Total Debits 10 00 10 00 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 again 11 The Spectrum System Georgia State University Entering a Journal Entry ORACLE All Search Advanced Search o Last Search Results Header Lines Totals Errors
19. ation gt Journals ORACLE All Search gt Advanced Search Journals Find an Existing Value Add a New Value inquiry Name JRN LINQ Find an Existing Value Add a New Value 23 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 names Main Menu gt General Ledger gt Review Financial Information gt Journals Home Worklist Mu ORACLE All Search gt Advanced Search Journal Inquiry Journal Criteria inquiry Unit Ledger Year From Period To Period Suspense Status IRNL INQ GSUFS a ACTUALS a 2015 1a 12 2 a Journal ID Status Source Currency Stat Document Type a a A a a Date Code Adj Document Sequence Sort By Max Rows Attachment Exist a Journal Id 100 Y Search Delete Clear al Save Notify Eb Add A Update Display Favorites Main Menu gt General Ledger gt Review Financial Information gt Journals Home Worklist MultiC ORACLE All Search Advanced Search Journal Inquiry Journal Criteria Inquiry Ledger Year From Period To Period Suspense Status JRNL_INQ S
20. d By COUYANG Ouyang Cheng Y Entered On Last Updated On E Add 2 Update Display i al Save Notify Refresh Header Lines Totals Errors Approval Note 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 Advanced Search Header Lines Totals Unit GSUFS Journal ID NEXT Date 04 01 2015 Long Description al Ledger Group ACTUALS ex Adjusting Entry Non Adjusting Entry Ledger Fiscal Year 2015 Source DRG en 2 Period Reference Number ADB Date 04 01 2015 Journal Class Transaction Code DEFAULT a Auto Generate Lines Save Journal Incomplete Status SJE Type Autobalance on 0 Amount Line Currency Defaults USD CRRNT 1 Attachments 0 Commitment Control Entered By COUYANG Ouyang Cheng Yu Entered On Last Updated On Save Notify Refresh C4 Add 2 Update Display Header Lines Totals Errors Approval The Reference Number field is used to write information that may help us to explain the purpose of the transaction or can be us
21. e Run Status is Success and Distribution Status is Posted Favorites Main Menu gt PeopleTools gt Process Scheduler gt Process Monitor ORACLE Process List Server List View Process Request For User ID TESTAP a Type v Last 1 ays Refresh Server v Name a Instance Run Status X Distribution Status Yy Save On Refresh Process List Personalize Find View All Z E First 4 4 of 1 Last Distribution Select Instance Seq Process Type Process Name User Run Date Time Run Status Status Details 6092 BI Publisher GLX7501 TESTAP7 07 09 2015 1 46 00PM EDT Success Posted Details Save E Notify Process List Server List 17 The Spectrum System Georgia State University Entering a Journal Entry Once the process is completed go back to Journal Lines page and click Report Manager ORACLE Journals Search Advanced Search New Window Help Personalize P4 Header Lines Totals Errors Approval Unit GSUFS Journal ID 1000592796 Date 10 05 2015 Errors Only Template List Search Criteria Change Values Inter intraUnit Process Print Journal Vv Process fz 2 Line 10 Report Manager Process Monitor Lines Personalize Find Select Line Ledger SpeedType Account Fund Dept Program Class Bud Ref PC Bus Unit Project 1 ACTUALS a 714100 a 10500 612250000 16200 a 11000 a 2016 g ACTUALS 714102 Q 10500 612250000 16200 11000 2016 lt Click the GLX7501
22. e Descr Accounts Payable Am fist 1 0f1 Last Analysis Type Personalize Find View All El PC Bus Unit Project Activity Personalize Find View All A E First 1 of 1 Last Amount Currency Base Amount Currency 12 00 USD 12 00 USD 26 The Spectrum System Georgia State University Entering a Journal Entry Favorites Main Menu gt Accounts Payable gt Review Accounts Payable Info gt Vouchers gt Accounting Entries Home Worklist MultiChannel Console ORACLE S Advanced Search New Wind Voucher Accounting Entries Business Unit GSUFS Q Voucher ID 01687250 Q Invoice Number TEST0612 1 Accounting Line View Option Standard Invoice Date 06 12 2015 Show Foreign Currency Supplier ID 942404710 Sort By Posting Process v Supplier Name APPLE INC Search Reset Accounting Information Find View All First 1 of 1 Last Posting Process AP Accrual GL Dist Status Distributed Posting Date 06 12 2015 Personalize Find View All C2 First 1 2 of 2 Last Main Information Chartfields Journal EZ Description Monetary Amount Currency Code Ledger Accounting Date Accounts Payable 12 00 USD ACTUALS 3S 6 12 2015 Expense Distribution 12 00 USD ACTUALS 6 12 201 27 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 cha
23. ed 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 without 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 Ledger ReferenceNumber sid Look Up m Department beginswith v LookUp Clear Cancel Basic Lookup Search Results Only the first 300 results can be displayed View 100 First 4 1 300 of 300 C gt Last Department Descr
24. enter the appropriate Source if known Favorites Main Menu gt General Ledger gt Journals gt Journal Entry gt Create Update Journal Entries ORACLE All Search Advanced Search 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 Add a New Value Search Criteria Business Unit GSUFS a Journal ID begins with v Journal Date v gi Document Sequence Number begins with v Line Business Unit v D Journal Header Status 7 Y Budget Checking Header Status v v Source v H a Entered By begins with ia Attachment Exist 7 Y Case Sensitive Search Clear Basic Search ew Save Search Criteria Find an Existing Value Add a New Value 22 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 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 Favorites Main Menu gt General Ledger gt Review Financial Inform
25. imeSpan 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 31 The Spectrum System Georgia State University Entering a Journal Entry Click Search and you will see the results Main Menu gt Commitment Control gt Review Budget Activities gt Budgets Overview Home Worklist MultiChannel Console Add to ORACLE All Search Advanced Search New Window Budget Inquiry Criteria Budget Overview Inquiry BUD_OVW Description Budget Overview Amount Criteria Search Budget Type Business Unit GSUFS Q Ledger Group Set Ledger Group Ledger Group ORG View Stat Code Budgets Org Budget Ledger Group D Display Chart TimeSpan Type of Calendar Detail Budget Period Budget Criteria Personalize Find View All 1 EI First 1 of 1 Last Include Adjustment Select Ledger Group Calendar ID From Budget Period To Budget Period Period s Include Closing Adjustments 4 ORG YE 2015 2015 a 4 I gt ChartField Criteria Budget Stat
26. iption 110000000 Workflow 110010000 COAS Dean s Office 110010001 IEP Residuals 110010002 Center for the Arts 110010003 Center for Humanities 110010005 Arts amp Sci Stem Initiative Middle East Institute African American Studies Anthropology Applied Linguistics amp ESL Intensive English Program ESL Testing Account E G Welch School of Art amp Des Biology Viral Immunology Facility Viral Immunology Support Viral Immunology Maintenance Chemistry Communication Computer Science English Writing Across the Curriculum Five Points Magazine JOLA ALD a 1 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 Favorites Main Menu gt General Ledger gt Journals gt Joumal Entry gt Create Update Journal Entries Home Worklist ORACLE All Search Advanced Search Header Lines Unit GSUFS Journal iD NEXT Date 05 01 2015 Template List Change Values Inter IntraUnit Process Edit Journal Process Lines Personalize Find 7 E Bud Select Line Ledger SpeedType Account Fund Program Ref PC Bus Unit Project ACTUALS e 3 2 E 2015 2 d N Personalize Find View All 17 E First 1of1 Last Total Lines Total Debits Total Credits Journal Status Budget Status 0 00 0 00 N N Fl Save E Notify Refresh Eh Add Update Display Header
27. klist for TESTAP2 Test Approver 2 E al Wastin Detail View Worklist Filters Approval Routing to be approved Worklist Items iz j i 7 E First 11 of 11 Last From Date From Work Item Worked By Activity Priority hd Ea 181 GSUFS 1901 01 04 N 0 BUSINESS UNIT GSUFS Test Approver 1 07 09 2015 Approval Routing Approval Workflow 1 Hig JOURNAL 1D 1000573559 JOURNAL DATE 2015 05 01 BUSINESS UNIT LN GSUFS RDC RA O A Refresh The approver then can go to the Approval Page and click Approve Deny Hold or Pushback Favorites Main Menu gt Worklist gt Worklist ORACLE GL Journal Approval Business Unit S Return to Worklist JournalID 7 5735 Attachments 0 Journal Date 05 01 2015 Go to Journal Entry Page Line Unit G S Status Pending Ledger Group S Debits 10 00 Adjusting Entry Credits 10 00 Fiscal Year 2015 Description Period 11 Requester TESTAP1 Department or Project Approval Unit GSUFS ID 1000573559 Date 2015 05 01 Line Unit GSUFS Pending Department Approval Self Approved _ Pending Not Routed S Test Approver 1 Test Approver 2 a Multiple Approvers GSU GL Dept Approver 1 GSU GL Dept Approver 2 amp GSU GL AS Post 07 09 15 9 50 AM To add comments to the journal s approval process enter them below and c J k cali one of the four approval action buttons underneath the comments Then the comments can be viewed from the Approval Flow Graphic fi Approve Pushback
28. n VS OG a E E E 28 PUE o OVEN OE E E A oeeee ate ronseoe ese 31 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 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
29. o execute the query Ledger Criteria Unit Ledger GSUFS ACTUALS a Inquiry Name LDGR_INQ 20158 L Show YTD Balance W Show Transaction Details Clear Delete Search Chartfield ChartField Value ChartField Value Set Account Department Fund Code Class Field Program Code Budget Reference Project Adjustment Type Save Notify You can drill to the you are looking at ORACLE All Search Ledger Inquiry Transaction Details Ledger Criteria Go To Inquiry Criteria Transaction Details Ledger by Period and Chartfields PC Bus Period Account Unit Activity 3 211500 Fiscal Year source documents by selecting the Product From Period To Period 4 2 a Currency IA USD Stat Code Settlement or Trade Date View a e LJ Include Closing Adjustments U Only in Base Currency 100 Personalize Find G4 E First 4 Sum Value Update New By Required Order By Update New ra 7 Update New fon Update New Update New Update New Update New Update New Update New gt Advanced Search Transaction Criteria 1 8 of 8 Last Max Ledger Rows E Add 5 Update Display Find View All Personalize Find 1E 1E rng ChartField 3 ChartField 2 ChartField 1 Amount in Transaction Currency Journals Journal ID Line Descr AP00573452 Accounts Payable 09 10 2014 AP00573452 Accounts Payable 09 10 2014 AP00573452 Expense Distribu
30. rtfield 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 Favorites Main Menu gt General Ledger gt Review Financial Information gt Ledger ORACLE Search Advanced Search Add a New Value Inquiry Name DGR_INQ Find an Existing Value Add a New Value 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 28 The Spectrum System Entering a Journal Entry Georgia State University Click Search and the Results will be displayed ORACLE gt Advanced Search Ledger Inquiry Enter ledger period ChartField and rest of the criteria Click on Search button t
31. splay above Account 714101 needs to be changed to 714102 Approve TE Pushb k AddComments Journal Lines Personalize Find View All G2 EI First 4 1 2 of 2 Last Chartfields Currency Details F Bud Line Unit Ledger Account Fund Dept Program Ref PC Bus Unit Project Activity GSUFS ACTUALS 714100 10500 612250000 16200 11 2015 GSUFS ACTUALS 714101 10500 612250000 16200 11 2015 4 Once the journal is pushed back the workflow status will be updated as well Department or Project Approval Unit GSUFS ID 1000573560 Date 2015 05 01 Line Unit GSUFS Pending View Hide Comments Department Approval Pending Pushed Back Not Routed Multiple Approvers Test Approver 2 p Multiple Approvers GSU GL Dept Approver 1 GSU GL Dept Approver 2 GSU GL AS Post 07 09 15 11 12 AM Comments 16 The Spectrum System Georgia State University Entering a Journal Entry 4 5 Print Journal The user can print the content of a Journal Entry by selecting the Print Journal Process in the Lines tab search Criteria Change Values Process Print Journal Process The page will refresh and show the Report Manager link and the Process Monitor link Click the Process Monitor link Search Criteria Change Values Process Print Journal Process Report Manager Process Monitor Once the report GLC7501 has completed processing you will need to click Refresh until th
32. tion 09 10 2014 50 00 USD Amount in Base Currency Personalize Find 4 Amount in Transaction Currency StatAmt N R Currency 0 00 N 10 00 USD 0 00 N 10 00 USD 0 00 N 10 00 USD Alt Acct Amount in First 4 First Oper Unit Affil 50 00 USD 1 10 of 10 Include Adjustment Periods Sel Period Journal ID number for the transaction 10f26 1 of 1 Fund Affil gt Last Base Base Currency Currency 10 00 USD 10 00 USD 10 00 USD The Spectrum System Entering a Journal Entry ae a a m PESE amp Georgia State University ORACLE All Search gt Advanced Search Journal Inquiry Journal Inquiry Details e Ledger Criteria inquiry Name Unit Ledger Fiscal Year From Period To Period Currency Stat LDGR_INQ GSUFS ACTUALS 2015 1 12 USD Date Code Adjustment Show YTD Balance Include Closing Adjustments Max Ledger Rows 100 Show Transaction Details Only in Base Currency Go To nquiry Criteria Transaction Details Journal Header Journal ID AP00573452 Date 09 10 2014 Schedule Ledger Group ACTUALS Original Date 09 10 2014 Process No Request Source AP Date Posted 09 10 2014 Total Lines 4 Journal Status Posted Reversal Date UserID SHIBUJOYS Balanced DR CR Reversal None InterUnitBU GSUFS Doc Seq Budget Status Valid Date Code Adjustment N Long Description Accounts Payable ie Totals by Currency Currency USD Debit Amount Journal Line
33. us ChartField From Vaasa ChartField To Info ChartField Value Set Update Add Open ChartField 4 Closed Account Update Add 4 Hold Dept 612250000 Update Add Fund Update Add Class Update Add Program Update Add Bud Ref Update Add PC Bus Unit Update Add Project Update Add eos oeo oo ogc sd Activity Update Add a Save Notify 3 Refresh E Add Update Display 32 The Spectrum System Georgia State University Entering a Journal Entry From this page you can drill to detail budget expenses encumbrances and detail transactions ORACLE gt Advanced Search Inquiry Results Business Unit GSUFS Ledger Group ORG Organization Budget Defn Type of Calendar Detail Budget Period Amounts in Base Currency USD Revenue Associated Return to Criteria Max Rows 100 Display Options Search Ledger Totals 3 Rows Net Transfers Budget 3 010 014 00 Expense 2 199 56 Encumbrance 1 522 00 Pre Encumbrance 0 00 Budget Balance 3 006 292 44 Associate Revenue 0 00 Available Budget 3 006 292 44 Budget Overview Results Personalize Find View All E First 4 1 30f3 Last PC Bus Project Id Activity Unit Bud Ref Budget Ledger Group Account Dept Program Period Bud 1 FS EQ ORG NEQO00 105 612250000 16200 11 204 2015 1 010 010 ORG NSPOOO 105 612250000 16200 11 2015 2015 1 000 004 A ORG NTROOO 612250000 16200 11 2015 015 1 000 000 gt Return to Criteria 33
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