Creating an Offline Journal Using a Template

Transcription

1 Creating an Offline Journal Using a Template This Addy Note explains how to create a journal using an offline journal template in Microsoft Excel 2010 and When you have completed creating the journal offline, you can upload it into UCF Financials (see the Addy Note Uploading a Journal Created from a Template). Step 1. Locate and delete any previous journal template files. Normally, you should delete two files: UCFJournalTemplate_Prod.xlsm and JRNLMCRO.xlam. (The spelling or capitalization may vary slightly.) The files may be located in a folder called Journal Template Files (as in the below image), but the folder could have another name. Note: For new users, create a folder on your computer titled Journal Template Files. 2. Navigate to Helpful Resources on the Financials Support Services website. Scroll down to Journal Resources for the workstation setup files. Note: The setup files were updated in November 2013 to reflect changes to UCF Financials due to the addition of four new modules. Setup files loaded to your computer prior to that date must be deleted and replaced using the current files as described in the next steps. Addy Note_Creating an Offline Journal Using a Template Page 1 of 9

2 3. Right-click the file UCF JournalTemplate Prod.xlsm. 4. Select Save Target As. 5. Locate the folder you created in Step 1 and double-click it. 6. Verify the file extension ends in.xlsm and click Save. Note: If the file extension differs from.xlsm, change it to.xlsm. If you need assistance, contact the UCF Financials Support Desk at (407) , option Click Close. Addy Note_Creating an Offline Journal Using a Template Page 2 of 9

3 8. Repeat Steps 3-8 for the other file Jrnlmcro.xlam. This time, however, verify that the extension is.xlam. 9. Double-click UCFJournalTemplate Prod.xlsm. The offline journal template opens. 10. Click the Crosswalks & SpeedTypes button. This ensures your template has the most current Account, Department, and Project values. Perform this step each time you use the template to create a journal. 11. Click OK on the dialogue box confirming that the Crosswalks & SpeedTypes have been updated. 12. Click the Setup button. 13. In the Date field, enter the current date. Addy Note_Creating an Offline Journal Using a Template Page 3 of 9

4 14. Enter your myucf user name in the User ID field. 15. Click OK. 16. Click New. 17. Enter the name of the journal using the following naming convention: XXXXMMDD01. These numbers represent the first four digits of your department or project, the month, day, and two-digit sequence number. Note: If you are creating more than one journal in the same day, be sure to change the sequence number of the new journal or the new journal will overwrite your older one. Addy Note_Creating an Offline Journal Using a Template Page 4 of 9

5 18. Click OK. Note: As of November 2013, the template contains changes to the Journal Lines located on this page. Specifically, journals that involve project funding will use three new ChartFields: PC BU (Project Costing Business Unit), Activity, and Analysis. Additional buttons include PC BU/ACTIVITY and PC Construction. The PC Construction button is for use only by those who are creating journals for construction projects. Any such projects have a Fund code beginning with the number Click the Add New icon (+) under Journal Header. 20. Replace the Journal ID NEXT with the one you created using the naming convention in Step 17. Addy Note_Creating an Offline Journal Using a Template Page 5 of 9

6 21. The User ID field should have auto-populated. If not, enter your myucf user name in the User ID field. 22. Enter a description in 254 characters or less in the Description field that: Begins by identifying who is sending the journal (using the first initial of your first and complete last name; for example, JDoe for John Doe). Explains what the journal is and why you created it. Note: Do not use any symbols, such as \ / : *? < >. 23. Click OK. 24. Click the Add New icon under Journal Lines. Addy Note_Creating an Offline Journal Using a Template Page 6 of 9

7 25. Enter the appropriate Account number. 26. Tab over to the Alt Account field using the Tab key on your keyboard. 27. Click the Alt Account button. This will display the values in the Unit, Ledger, and Alt Account fields. 28. Enter the DeptID/Project. Note: Department numbers go in the left section of the column while Project numbers go in the right. 29. Tab over to the Speed Types field using the Tab key on your keyboard. Addy Note_Creating an Offline Journal Using a Template Page 7 of 9

8 30. Click the Speed Types button If you entered a DeptID, the following fields will auto-populate with the values that are correct for that department number: Fund Program If you entered a Project (as in the example below), the following fields will auto-populate with the values that are correct for that project number and for the expense account code you entered in Step 25 above: PC BU Activity Fund Program Analysis 31. Enter your first amount in the Amount field. 32. Now, repeat Steps 24 to 31, but now enter an offsetting* amount in the Amount field. Continue this pattern until you have added all lines required for this journal. *Note: Your journal entries must net to zero so your journal balances. Addy Note_Creating an Offline Journal Using a Template Page 8 of 9

9 33. Click the Run Total button to do the following: Verify that all entries net to zero and that your journal balances. Round all entries to two decimal places. This allows you to save your completed journal. 34. Under File, select Save As to save the document in Excel. 35. Change the name of your document before saving it so that it does not overwrite the template file. Use the name you provided in Step 17. To upload your journal into UCF Financials, review the Addy Note Uploading a Journal Created from a Template. Addy Note_Creating an Offline Journal Using a Template Page 9 of 9