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1 SUBJECT: Journal Entry Workflow Training Page 1 of 19 You will be completing your Journal Entry Workflow training in the FSTST environment. To access FSTST, click the FSTST Training Logon hyperlink located at the top of the Training page: The sign on page for FSTST will be displayed. Enter the User ID and Password IN ALL CAPITALS that you were given to complete your training. Click. The PeopleSoft Finance Home Page is displayed. Now proceed with your training.

2 SUBJECT: Journal Entry Workflow Training Page 2 of 19 In this training example, we will create a deposit journal entry. NAVIGATION: MAIN MENU-GENERAL LEDGER JOURNALS JOURNAL ENTRY CREATE/UPDATE JOURNAL ENTRIES Step 1: Go to the journal entry Add a New Value page and click. Step 2: The journal entry pages are displayed. In the Long Description field, enter either "DEP" for a deposit journal entry, "PCD" for a P-Card journal entry, or "REG" for all other journal entries. Then enter a complete description. For our example, enter DEP CASH DEPOSIT FOR ART SCHOOL FEES.

3 SUBJECT: Journal Entry Workflow Training Page 3 of 19 Step 3: Enter the departmental Journal Entry log number in the Reference Number field. This log number is kept in each department and is required. It will be the same number as Line Reference in Step 8. The format is the department number and then a sequentially assigned number (ie. C ). If the journal is for a P-Card, the number must start with a "P", followed by the rest of the department number, the two digit month, and the last digit of the fiscal year (ie. PXXXXMMY). Data entered here prints under the Reference Number column on the b. For our example, enter C Please note: The header reference number here and the line reference number (Step 8) must match or the journal will be denied. Click the Lines Tab. Step 4: Enter the Speed Type for the cost center that will need to be debited or credited and hit tab. Check the cost center that auto populates to ensure it is the correct one. For our example, the speed type is

4 SUBJECT: Journal Entry Workflow Training Page 4 of 19 Step 5: Enter the Account number for the debit or credit. NOTE: Accounts that start with "4" are revenue accounts; accounts that start with "5" are expense accounts. For our example, enter Most deposit journals will have a credit to revenue. Step 6: Scroll to the right and enter the value for Chartfield 1 if you use this field (check with your Business Coordinator). For our example, we will not fill in Chartfield 1. Step 7: Scroll to the right and enter the amount. Enter a debit as a positive number; enter a credit with a negative (-) sign. Revenue is recorded as a credit (use a negative sign). For our example, enter

5 SUBJECT: Journal Entry Workflow Training Page 5 of 19 Step 8: Scroll farther to the right and enter the departmental Journal Entry log number in the Reference field. This is the same value as Step 3 above. For our example, enter C Step 9: Enter the Journal Line Description. Data entered in this field prints under the Transaction Description column on the b. For our example, enter ART SCHOOL DEPOSIT. Step 10: To add multiple lines, click the in the Lines to add section. All the chartfield values and the amount on the first line copy to the second line. Correct the chartfield values for the offset entry. If multiple lines are added before the speed type is entered, all lines remain blank. NOTE: A journal entry must be a balanced entry before it can be processed. A balanced entry is one where the debits equal the credits. For a deposit journal entry, the offset entry is to Account 10610, Fund BANK. All other chartfield values are blank. For our example, enter in Account, BANK in Fund, and delete the values in the Dept ID, Program, and Project fields. For deposit entries, enter DEP and your Dept/School in the Journal Line Description field. Please note all deposits to the BANK line result in a debit because money is being deposited to the bank.

6 SUBJECT: Journal Entry Workflow Training Page 6 of 19 Click Save. The system will assign a unique Journal ID number. (see this on page 7) Step 11: Select Edit Journal from the drop down box. Then click to journal edit and budget check the journal in one step. Journal editing ensures the cost center combination is valid, all required fields are completed, and the journal is balanced. Budget checking will check the cost center for available funds. If the journal passes journal edit, the Journal Status changes to V. If the journal passes budget check, the Budget Status changes to V. The journal is saved and given a journal number. The journal must have a Journal Status of V and a Budget Status of V to be entered into workflow. PeopleSoft will add additional lines to balance the funds, identified in the Journal Line Description as Claim on Cash. These are automated lines that can t be deleted and should not be edited. Please do not attempt to manipulate these additional lines. If you do not get a Journal Status of V, read the instructions on How to Fix a Journal Edit Error located in the Additional Information for Journal Entry Workflow document. If you

7 SUBJECT: Journal Entry Workflow Training Page 7 of 19 do not get a Budget Status of V, call your Business Coordinator for help in fixing the budget error. This journal entry is now ready to have supporting documentation attached electronically. This process is called Document Imaging. FOR TRAINING PURPOSES, YOU WILL READ THIS NEXT SECTION ONLY BECAUSE THE UPLOAD PROCESS DOES NOT WORK IN THE TRAINING ENVIRONMENT. HOW TO UPLOAD SUPPORTING DOCUMENTATION (Document Imaging) These instructions assume the supporting documentation has already been saved to your PC. NOTE: UCT recommends the scanned documentation be saved to your data directory and not the PC desktop. Documentation that is not oriented correctly, with the ability to read top down and left-toright, is subject to denial of the journal entry. NOTE: IF YOU ARE CREATING A DEPOSIT JOURNAL ENTRY, THE DEPOSIT COVERSHEET FORM MUST BE ATTACHED, along with other necessary backup. Step 1: Click the Documents tab. Click the button. Step 2: The Document Upload box is displayed. Click the button.

8 SUBJECT: Journal Entry Workflow Training Page 8 of 19 Step 3: The "Choose File" dialogue box is displayed. Navigate to where the supporting documentation is saved and select it. Click. Step 4: The file name of the supporting documentation is placed in the "Select an Image" section of the Document Upload box. Click and the supporting documentation will be attached to the journal entry.

9 SUBJECT: Journal Entry Workflow Training Page 9 of 19 NOTE: Always open the attachment to make sure it is viewable. This is the image the auditors will examine when they are performing an audit. Step 5: To see the supporting documentation that has been attached to the voucher, click the documents tab. Click the to bring up the document. The journal entry is now ready to be entered into workflow.

10 SUBJECT: Journal Entry Workflow Training Page 10 of 19 NOTE: Uploaded documents cannot be deleted. They can only be made inactive. Limit the documents uploaded to what is required. Also, if any security sensitive information is uploaded to the journal entry, it will be denied so it can be deleted. Security sensitive information is information such as social security number, credit card number, and checking account number. A new journal entry will need to be created in its place. Good document types for uploading are.pdf,.xls,.doc,.rtf. Bad document type for uploading is.txt,.tif NEXT, WE WILL PREPARE TO ENTER THE JOURNAL ENTRY INTO WORKFLOW. PLEASE CONTINUE READING ABOUT HOW THE JOURNAL ENTRY WORKFLOW PROCESS WORKS AND THEN YOU WILL ENTER THE JOURNAL ENTRY YOU CREATED INTO WORKFLOW. Journal entry workflow is a process where a journal entry is created and moved through the approval process electronically and posted in PeopleSoft Finance (FSPRD). The journal entry is posted by the final approvers who are General Accounting staff. Key Elements of Journal Entry Workflow Once a journal entry is placed in workflow, only the person who put the journal entry into workflow can change it. Journals are approved by the: o journal creator o College/Division approver (Senior Business Coordinator or supervisor) o intermediate approver (SBS Office, OSP Office, and Accounts Payable) o final approvers (General Accounting) Journals are electronically captured in the PeopleSoft Finance System. The Approval History can be reviewed on the Approval page or the printed journal entry. Journal information, including approval history and backup documentation, can be obtained from the Documents page. Journal Entry Security Roles You will be assigned one of the following security roles: 1. WF_GLJRNL_CREATOR this is the creator security role. This role is assigned to the person who normally initiates the journal into workflow.

11 SUBJECT: Journal Entry Workflow Training Page 11 of WF_GLJRNL_COLLDIV this is the college/division security role. This role is assigned to the person at the first level of approval (i.e. Business Coordinator or supervisor). 3. WF_GLJRNL_INTERMEDIATE this is the intermediate security role. This role is assigned to a secondary level of approval before the journal entry reaches General Accounting. Currently, this approval level is for the Cashier's Office, Accounts Payable, and Office of Sponsored Programs. 4. WF_GLJRNL_FINAL this is the final security role. This role is assigned to the individuals who have final approval authority for the journal entry. Approval Routes (Paths) When a journal entry is submitted into workflow, an appropriate approval route (path) must be chosen. The available routes (paths) are: 1. Dept/Coll/Div Accounting Office this path is for regular journal entries that do not involve deposits in the SBS Office, do not involve fund 5 cost centers, and are not for P Cards. 2. Dept/Coll/Div Stu Fin Accounting Office this path is for journal entries that involve deposits in the SBS Office. 3. Dept/Coll/Div OCG Accounting Office this path is for journal entries that involve fund 5 cost centers. 4. Dept/Coll/Div AP Accounting Office this path is for P Card journals. Approval Actions Use the Journal Entry Approval page when a journal entry is submitted into workflow or needs to be approved. There are three approval actions: 1. Approve select Approve to send the journal entry to the next approver s worklist. 2. Deny choose Deny to send the journal entry back to the person who originally put the journal into workflow. 3. Recycle choose Recycle to send the journal entry back to the person who sent it to your worklist. We do not use this option on a regular basis. Journal Entry Worklist 1. Journal Entry Creator s worklist lists the journal entries denied/recycled by the College/Division approver, Intermediate approver, or Final Approver. 2. College/Division Approver s worklist lists the journal entries that need to be approved. Also, lists their own journal entries that have been denied/recycled by the Intermediate or Final Approvers.

12 SUBJECT: Journal Entry Workflow Training Page 12 of 19 Source 3. Intermediate Approver s worklist lists the journal entries that need to be approved. Also, lists their own journal entries that have been denied/recycled by the Final Approvers. 4. Final Approver s worklist list journal entries that need to be approved. Source is a three character value assigned to a Department ID. The Source defaults in when a journal entry is created based on the Department ID on the Job Record of the employee that is creating the journal entry. The Source determines which College/Division Approver s worklist the journal is sent to. If the journal entry is to be redirected to another College/Division approver, it is done by changing the Source on the journal entry. THIS IS THE END OF THE READ ONLY SECTION. WE ARE NOW READY TO ENTER THE JOURNAL ENTRY INTO WORKFLOW. ENTERING THE JOURNAL ENTRY INTO WORKFLOW Step 1: Click on the Approval 2 tab of the journal to be entered into workflow. Choose a "Route To" Approval Path. The values are: DEPT/COLL/DIV Accounting Office Choose this path if the journal is to go straight to General Accounting (ie. fund equity or expenditure reallocation type entries). DEPT/COLL/DIV Stu Fin Accounting Office Choose this path if the journal is a deposit (either cash or credit card where the credit cards are processed at the SBS Office). DEPT/COLL/DIV OCG Accounting Office Choose this path if the journal involves contract and grant (fund 5xxx) cost centers. DEPT/COLL/DIV AP Accounting Office Choose this path if the journal is for P Cards. For our example, choose the second path Dept/Coll/Div Stu Fin Accounting Office

13 SUBJECT: Journal Entry Workflow Training Page 13 of 19 Step 2: Change the Source that has defaulted only if the journal is to be redirected to another area for approval. If the source is changed, the journal must be edited again. For our example, do not change the source. Step 3: Choose Approve for the Approval Action and click workflow. to put the journal entry into Click for the following message.

14 SUBJECT: Journal Entry Workflow Training Page 14 of 19 The journal entry has been entered into workflow. YOUR JOURNAL ENTRY HAS NOW BEEN ENTERED INTO WORKFLOW. YOU WILL NEED TO SET UP YOUR WORKLIST IN ORDER TO MONITOR ANY JOURNAL ENTRIES THAT MAY BE RETURNED (DENIED) TO YOU. PLEASE CONTINUE BY SETTING UP YOUR WORKLIST ON THE HOME PAGE. HOW TO PLACE THE JOURNAL WORKLIST ON THE HOME PAGE Step 1: Go to your Home Page by clicking the the Home page is up, click on the link at the top right corner of any page. Once link in the upper right corner of the Home Page. Step 2: The system displays the Personalize Content Page. Place a checkmark for Journal Worklist and click.

15 SUBJECT: Journal Entry Workflow Training Page 15 of 19 The Journal Worklist Pagelet is setup on the Home Page. NOW YOU ARE GOING TO FIND THE JOURNAL ENTRY YOU JUST ENTERED INTO WORKFLOW AND PRINT IT OUT. HOW TO LOOK UP AND PRINT THE JOURNAL ENTRY NAVIGATION: GENERAL LEDGER JOURNALS JOURNAL ENTRY CREATE/UPDATE JOURNAL ENTRIES Step 1: To look up a journal entry if you don t know the journal entry number, clear all fields on the Find an existing value tab by clicking. Next, enter in the Business Unit and the Journal Log number from the departmental Journal Log in the Reference Number field. Click.

16 SUBJECT: Journal Entry Workflow Training Page 16 of 19 Step 2: The search results are displayed. Choose the journal you just created (look at the date) by clicking the link. Step 3: The journal pages are displayed. Click the Documents tab. Click the link.

17 SUBJECT: Journal Entry Workflow Training Page 17 of 19 Step 4: The Journal Entry opens in a new window. Click the printer icon to print the journal. FOR TRAINING PURPOSES, YOU WILL READ THIS NEXT SECTION BECAUSE THIS ONLY APPLIES TO EMPLOYEES WHO WILL APPROVE JOURNAL ENTRIES IN THE WORKFLOW PROCESS. HOW TO APPROVE/DENY A JOURNAL ENTRY (College/Division, Intermediate, Final Approver) Step 1: Go to the Home Page and review the Journal Entry worklist. Select a journal entry for review by clicking on the hyperlink.

18 SUBJECT: Journal Entry Workflow Training Page 18 of 19 Step 2: Click the Documents tab. Click on the link to review the journal entry details. Click on the to review the supporting documentation. Step 3: To approve or deny the journal entry, click on the Approval2 tab. Select Approve or Deny from the Action drop down box. If the journal entry is denied, enter a comment in the Comment field describing why the journal entry has been denied before clicking. An will automatically be sent to the journal entry creator along with the Comment entered as to why it was denied. Click.

19 SUBJECT: Journal Entry Workflow Training Page 19 of 19

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