Creating a Journal in UCF Financials

Transcription

1 Creating a Journal in UCF Financials This Addy Note explains how to create a journal in UCF Financials and what to do after your journal has been approved, denied, or placed on hold. Creating a Journal in UCF Financials Step 1. Navigate to General Ledger > Journals > Journal Entry > Create/Update Journal Entries. 2. Change the default Journal ID from NEXT to the appropriate ID using the following naming convention: XXXXMMDD01. These numbers represent the first four digits of your department or project, the month, day, and twodigit 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 a Journal in UCF Financials Page 1 of 10 Last Dated 11/5/2013

2 3. Click Add. 4. Enter a description in the Long Description field starting with the first letter of your first name and complete last name. 5. In the Long Description, explain why you created the journal. Note: Be specific and thorough or you may run the risk of having your journal sent back to you. 6. Verify that Ledger Group defaults to ACTUALS. If it does not, enter it into the field. Addy Note_Creating a Journal in UCF Financials Page 2 of 10

3 7. Enter the appropriate ID in the Source field Enter IDS (Inter- Departmental Sales) only if you work for Business Services or Facilities Planning. Enter IDI (Intra Departmental Invoice) if you work for any other department. 8. It is required that you attach any and all documentation that justifies the creation of a journal. To do so, click the Attachments link. 9. Click the Add Attachment button. Addy Note_Creating a Journal in UCF Financials Page 3 of 10

4 10. Once you have located the correct file, click Upload. 11. Click OK. Note: It is recommended that you wait until you ve completed the Lines tab before adding an attachment. This way, you can save your work and not lose it if the attachment causes an error. 12. Click Lines tab. 13. The addition of four new modules to UCF Financials in November 2013included the addition of new ChartFields used with project funding. These new ChartFields appear under the Lines tab. Scroll to the right to see the three used when creating a journal that involves project funding: PC Bus Unit, Activity, and An Type (Analysis Type). Addy Note_Creating a Journal in UCF Financials Page 4 of 10

5 14. Enter the number of additional lines needed into the Lines to Add field. Note: Each journal must balance and net to zero, so you must add at least one more line in order to enter the other side of this transaction. 15. Click the Add button (+). Note: If you add too many lines, select the line s check box and click the Delete button (-). 16. For each line, enter the SpeedType (department or project number), then press Tab. Continue entering the following fields for each line: Account, Amount, and Journal Line Description. Note: For a negative amount, simply enter a minus sign next to the amount. You do not need to put parenthesis. Addy Note_Creating a Journal in UCF Financials Page 5 of 10

6 17. Accept the Process drop-down default, Edit Journal, and click the Process button. 18. Click OK to confirm that the journal is saved. Note: The system generates duplicate lines. You ll also notice the journal amounts double in the Totals section. This is normal and does not impact your journal totals. 19. Verify that the Journal Status and Budget Status are both V for Valid. Note: If your Journal and Budget Status are different, view the Addy Note Understanding Journal Errors. Addy Note_Creating a Journal in UCF Financials Page 6 of 10

7 20. Click Save. 21. At this point in the journal creation process, you must have the reviewer from your department review the journal before you submit it to Finance and Accounting for approval. 22. After departmental review, return to the journal, select the Approval tab, and click Submit. 23. The Journal is now in Pending status, and the approver(s) will approve, deny, or place the journal on hold. Addy Note_Creating a Journal in UCF Financials Page 7 of 10

8 Understanding the Approver s Decision After the departmental review and submission of your journal, the approvers make a decision to approve, deny, or place your journal on hold. Regardless of their decision, you will receive a worklist notification and, depending on your communication preferences, an notification regarding your journal. If your journal is approved, it does not require further action. However, if your journal is placed on hold or denied, follow the directions below. Step 1. Access and click the appropriate link in your in-box. Note: If you are accessing an approver s decision through your worklist, click Worklist in UCF Financials and locate and click the appropriate link. 2. Enter your User ID (myucf username) and Password. 3. Click Sign In. Addy Note_Creating a Journal in UCF Financials Page 8 of 10

9 4. Click the Approval tab. 5. Notice how the status changed from Pending to Denied or was placed on Hold. 6. Click the Comment bubble. 7. Review the Approver s comments and make the appropriate changes. 8. Once you ve made the appropriate changes, click the Lines tab. 9. To re-process the journal for approval, ensure that Edit Journal is selected from the Process drop-down list and click the Process button. Addy Note_Creating a Journal in UCF Financials Page 9 of 10

10 10. Click OK. 11. Click the Approval tab. 12. Click Submit. Addy Note_Creating a Journal in UCF Financials Page 10 of 10