This job aid details the process for doing a cash/check/credit card/wire transfer journal entry using a spreadsheet template.

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1 OVERVIEW This job aid details the process for doing a cash/check/credit card/wire transfer journal entry using a spreadsheet template. TOOL INSTALLATION Make sure the Download Desktop Integration Installer has been installed and the Excel settings have been set to the system requirements laid out under the Financial Management guidelines here. CASH JOURNAL ENTRY IN A SPREADSHEET 1. From the Controller s website navigate to the Cash Journal Templates, download the correct template by clicking the XLXS link. You will need a separate template for each type of cash journal entry: Cash, Credit Cards, Checks and Wire Transfers. Note: You can reuse the templates once downloaded. Please see the REUSING A SPREADSHEET TEMPLATE section below. 2. Open the appropriate Excel template by double-clicking the downloaded file. Note: If a blank excel sheet opens, please make sure the Desktop Integration Tool (section above) has been installed and excel settings have been updated. 1

2 3. By clicking any cell, the excel sheet prompts to connect to the Oracle Financial Management System. Please enter credentials and select Connect. 4. Once connected, all fields with an asterisk must be entered. The Date Access Set, Ledger, Group ID, Source and Category are already prefilled. 5. Enter the Accounting Date in the Journal Header field. 6. Leave the Journal field blank in the Journal Header, since a unique Journal Batch number is automatically generated when the entry is submitted. 7. Enter the Description field according to your business unit policy. This field can be used to enter more unique information regarding the journal. 8. On the first journal line, the cash string is already populated for the debit amount. Enter the total debit amount for this journal in the cell for Entered Debit. 9. On the second line, enter credit information. Enter all fields labeled with an asterisk (Unit, Division, Organization, Location, Fund Type, Account, Activity, IntraUnit, and Future). Double-clicking any cell opens a pop-up window to enter the strings. 10. Enter the credit amount in the Entered Credit cell. Repeat steps 9 and 10 for any additional credit journal entries on a new line. If this is a project related entry, follow steps Otherwise, continue to steps to submit the journal. 11. If the credit amount is tied to a project, double-click on the cell under Line Descriptive Flexfield. A pop-up window appears asking for Account Details. 12. Click the Account Details drop-down arrow and select RU Cash Receipts (This category is used for Cash, Checks, Credit Cards and Wire Transfers). Three more fields populate: Contract, Project and Task number. Note: If you do not know one of these parameters, Report 013 can be run under Tools > Reports & Analytics to find them. Please refer to the section: HOW TO LOCATE CONTRACT, PROJECT AND TASK NUMBER for detailed steps. 2

3 13. Enter the Contract Number in the Contract Number field. 14. Enter the Project Number in the Project Number field. 15. Enter the Task Number in the Task Number field. 16. Click the OK button. 17. Validate that the total entered debit amount on line 1 in the Entered Debit cell equals the sum of all credits entered in subsequent lines. The Cashier s office will reject any journals that are not balanced. There is NO departmental approval on cash receipts journals, so verify that the correct General Ledger and Project strings have been entered. The Cashier s office is not validating any strings, they are only checking the debit and credit amounts. 18. Select the Submit button when the journal is complete. A new Submission Options pop-up window appears. 3

4 19. Select Submit Journal Import from the Submission Option. Note: Do not select Submit Journal Import and Posting, since you will not be able to attach any documents to posted journals. 20. Select Yes with validation from the Import Descriptive Flexfields options. 21. Select the Submit button. Oracle will generate a Process number for this transaction. At this time the transaction has not been posted for approval. Next, the suggested documents need to be attached and the steps are laid out in the following section. ATTACHING A DOCUMENT AND POSTING A JOURNAL ALL cash journals are required to have an attachment to show deposit information as outlined on Row 7 of the Spreadsheet Template. 1. Login to the Financial Management (Oracle Cloud) System. 2. Select the General Accounting > Journals tile. 3. Click on the Tasks icon on the right. 4

5 4. Select Manage Journals from the links on the right. 5. Enter the current Accounting Period in the Accounting Period field. (Ex: OCT-17 in the Accounting Period field.) 6. Enter RU Cash Receipts in the Category field. 7. Click the Batch Status drop-down arrow and select Unposted. 8. Optional: Enter your NetID in the Created By field. Note: If there is no Created By field, click on Add Fields and select the Created By option and click the Save button. 9. Click Search. 10. Select the journal from the Search Results region by clicking on the Journal Name or Journal Batch Name. Retain the unique Journal Batch Name for your records. 11. Select the Manage Attachments icon by the Attachnment field sto add an attachment. 12. Click the Browse button to select a file to attach from your computer. 5

6 13. Navigate to the file and select it. 14. Click Open in the Open pop-up window. 15. Select OK on the Attachments pop-up window. You should see the file populated in the Attachments field. 16. Click Save to save the journal with the attachment. 17. Click Post to post the journal. The journal now routes to the Cashier s Office for approval. 18. Click on Cancel. The journal can now be located under the Pending Approval from others tab on the main Journals work area. Once the journal is approved, it will be posted to the General Ledger. REUSING A SPREADSHEET TEMPLATE You can reuse the Spreadsheet Template saved on your desktop if the following steps are taken: 1. Delete column in Row Status that says Row Inserted successfully. Those lines are not imported if the value remains. 2. Additional journal lines must be deleted. 6

7 HOW TO LOCATE CONTRACT, PROJECT AND TASK NUMBER You can run RU PGM PRT-013-CERP COA to locate Contract, Project and Task Number. 1. Login to the Financial Management (Oracle Cloud) System. 2. Click on the Navigator icon at the top left. 3. Select the Tools > Reports and Analytics link. 4. Click on the Catalog button and the Business Intelligence Publisher window opens. 5. Click on the chevron next to Shared Folders link in the Folders panel on the left to expand the menu. 6. Click on the chevron next to Custom link under Content to expand the menu. 7. Click on the chevron next to RU Custom link under Content to expand the menu. 8. Click on the chevron next to Reports link under Content to expand the menu. 9. Click on the PGM Reports link to open the reports in the right panel. 10. In the right panel, scroll to find the RU PGM PRT-013-CERP COA Report. Click the Open link. 11. Click the drop-down arrow for Business unit and select Rutgers BU (Non-sponsored Project) or Rutgers GCA BU (Sponsored Project). 12. Enter the Project Number in the Project Number field. Note: If you do not know the Project Number, you can use the COA Mapping Tool and use your legacy number to find your current Project Number (scroll to the right to find Project Number). 13. Click Apply. 14. An excel sheet should download. Double-click the excel sheet to open it. 15. Column E contains the Task Number and column R contains the Contract Number. 7

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