NAVIGATION: MAIN MENU GENERAL LEDGER JOURNALS JOURNAL ENTRY CREATE/UPDATE JOURNAL ENTRIES
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1 SUBJECT: Create ProCard/Travel Card Default Journal Page 1 of 11 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. Under the Header Tab, fill in pertinent information inside the Long Description field, for example, enter, REALLOCATE DEFAULT CHARGES FROM CITIBANK CREDIT CARD PURCHASES FOR THE MONTH OF JANUARY 2016; FOR CARDHOLDER, KOLESARM. NOTE: Remember the Expense Report Description and Purpose/Benefit will support the transaction detail for the charge. The document should be uploaded to the P/T Card document page.
2 SUBJECT: Create ProCard/Travel Card Default Journal Page 2 of 11 Step 3: Reference Number field: Enter the 2 digits of your department ID, your initials plus a sequence number or letter. This reference number can be used for keeping track of the journals you entered in the system and/or you can search your journal through this unique ID. For this example enter: V12VK01 (only 7 characters can fit in this field). Entering Line information: Two sided entry debit ( + positive amount) the correct cost center(s) and expense account credit ( negative amount) the Cardholders default cost center and account or Step 4: Click the Lines Tab. Enter the Speed Type for the ProCard or Travel Card charges for the appropriate cost center and hit the tab key. Check the cost center that auto populates to ensure it is the correct one.
3 SUBJECT: Create ProCard/Travel Card Default Journal Page 3 of 11 Step 5: Enter the Expense Account (debit). Step 6: Scroll to the right and enter the amount (positive). Step 7: Scroll farther to the right and enter the Journal Line Description (only 30 characters can fit in this field). Step 8: 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 additional line(s). If you scroll farther to the right, notice the amount automatically credited on the second line.
4 SUBJECT: Create ProCard/Travel Card Default Journal Page 4 of 11 Step 9: Correct the chartfield values for the credit entry. Change whatever is necessary, e.g. SpeedType, Account Number, and/or Journal Line Description. For our example, the credit line is the Cardholders default cost center and account for ProCard or for Travel Card (negative amount). Leave as is: Process defaults to Edit Journal NOTE: The Total Debits and Total Credits for the GL journal lines entered must equal before it can be processed. Step 10: Make sure that the Process indicates Edit Journal before clicking the button to edit and budget check the journal. 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. Note: PeopleSoft automatically generates Claim on Cash entries when using two or more different funds. These items are system generated and should not be deleted or changed. They will increase your Total Debits and Total Credits after the journal is processed. Just make sure that the Debits and Credits are equal.
5 SUBJECT: Create ProCard/Travel Card Default Journal Page 5 of 11 Leave as is: Process defaults to Edit Journal If you do not get a Budget Status of V, you must review your UGLS1074 reports to see if a transaction is incorrectly posted or if an open encumbrance should be liquidated. If everything is OK, you must transfer funds to the cost center or use a different cost center for the debit transaction. HOW TO UPLOAD SUPPORTING DOCUMENTATION (Document Imaging) Upload the following document: UGLS1074.3a, Detailed transactions Asset, Liab and Fund Eq. reflecting the posting of the transaction to account or (Cardholders default cost center) The other documents, such as: ProCard: signed Expense Report, itemized receipt, and any other relevant details to support the transaction; Travel Card: signed Expense Report, itemized receipt, travel card statement, travel request and any other relevant details to support the transaction; should be attached to the P/T Cards document page.
6 SUBJECT: Create ProCard/Travel Card Default Journal Page 6 of 11 Step 1: Click the Documents tab. Click the button. Step 2: The Document Upload box is displayed. Click the button. Step 3: The "Choose File" dialogue box is displayed. Navigate to where the supporting documentation is saved and select it. Click.
7 SUBJECT: Create ProCard/Travel Card Default Journal Page 7 of 11 Step 4: The file name of the supporting documentati ion 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.
8 SUBJECT: Create ProCard/Travel Card Default Journal Page 8 of 11 NOTE: Prior to uploading in PeopleSoft, 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 journal entry, click the documents tab. Click the to bring up the document. Step 6: Click on Print Journal Entry Detail hyperlink to review the journal. Check on the contents, such as, Long Description, Cost Center Information, Account number, Accounting Date, Journal Line Description, Amount, and Valid Status.
9 SUBJECT: Create ProCard/Travel Card Default Journal Page 9 of 11 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 going to the department approver s worklist, afterwards to Finance. Also, for some journal processing, you may skip the department approver s signature by changing the source to AAP to go straight to Finance (for more information, see Debits vs. Credits job aid located at ) DEPT/COLL/DIV Stu Fin Accounting Office Choose this path if the journal involves financial aid cost centers. DEPT/COLL/DIV OCG Accounting Office Choose this path if the journal involves contract and grant (fund 5xxx) cost centers. For our example, choose the first path Dept/Coll/DIV Accounting Office
10 SUBJECT: Create ProCard/Travel Card Default Journal Page 10 of 11 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 default journal example, do not change the source. Step 3: Choose Approve for the Approval Action and click into workflow. to put the journal entry Click for the following message.
11 SUBJECT: Create ProCard/Travel Card Default Journal Page 11 of 11 The journal entry has been entered into workflow. The Approval History section shows who initiated the journal and what stage the journal is in the approval process. If the journal is denied or recycled, the Approval History will only show the last round of approvals after the journal was denied or recycled. Also, the Comment log captures all Workflow approvals, including previous journal denials or recycles, as well as comments pertaining to the approval of the journal.
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