GEORGETOWN MANAGEMENT SYSTEM (GMS): Report GU Non Payroll Journals for Accounting Journal Template TABLE OF CONTENTS About the Report... 1 Keep in Mind... 2 Information Needed... 2 GMS Definitions... 2 Report Filters... 3 Report Columns... 4 Run Report... 5 Journal Preparation... 6 Journal Template to Report Output Column Map... 11 About the Report This report returns non-payroll journal activity presented in a format that can be copied and pasted into the Accounting Journal Template. When report data is exported to Excel, report columns A-S match up to A: Accounting Journal template columns H-Z. Use this report when you need to reclassify or reallocate posted journal lines. This report returns data for income and expense (excluding payroll) transactions. This report excludes these revenue categories: o Grants & Contracts - Community Support Grant Income (R0098) o Grants & Contracts - Contributed Use of Facilities Income (R0099) o Grants & Contracts - Corporate Grants (R0101) o Grants & Contracts - Federal - Direct Loans Income (R0100) o Grants & Contracts - Federal Grants (R0102) o Grants & Contracts - Federal Project Funding (R0103) o Grants & Contracts - Fuel Cell Bus Grant Income (R0104) o Grants & Contracts - Local Grants (R0105) o Grants & Contracts - State Grants (R0106) o Grants & Contracts - Private Foundation Grants (R0107) o LTD Spend Grant Conversion (R0261) Last Update: 04/04/16 1 of 11
Keep in Mind The report is limited to non-payroll journal activity. Payroll adjustments should be made by submitting the PAA form to the Office of Payroll Services. When you submit a new journal to reclassify journal history, errors are possible. Some transactions that posted without error in the past may be subject to new validation rules. Be prepared to edit your journal to comply with new validation rules. See Job Aid Journal Validation Rules located on the Financial Affairs Forms page under Journal Job Aids, http://financialaffairs.georgetown.edu/forms/forms.html. Information Needed Information about the original transactions you want to capture o Original Fiscal Year and/or Accounting Period(s) o Original worktag combination o Original Journal Source o Any other specific information you have that will help you find the journal transactions you need to reclassify. New worktag combination Journal Job Aids o Job Aid Journals o Job Aid Journal Validation Rules o Job Aid Ledger Account & Revenue Spend Categories GMS Definitions Operational Journal Journal created automatically from a business process within GMS. Accounting Journal Journal created manually, not tied to a business process. Ledger Determines the Balance Sheet on which the Journal will appear. Journal Source Defines why the Journal was created, useful for reporting and analysis. Accounting Date Date that determines to which accounting period the journal will post. Accounting Date is equivalent to the Journal Date in the previous accounting system. Budget Date Date of the purchase or service. Budget Date is equivalent to the Activity Date in the previous accounting system. Last Update: 04/04/16 2 of 11
Report Filters Company (Required) Organization (Required) Year (Required) Period Ledger Accounts and Summaries Journal Source Cost Center Fund Gift Grant Program Project Revenue Category Spend Category Georgetown University Organization is based on your access security. Look in My Organizations or My Organization Hierarchies to see which values are available. If searching for gift, grant, or project journal activity, select the related cost center. Type in one or more fiscal years. If you are working with a large number of journal lines, consider running the report for one year at a time. Leave blank if you have elected to run the report for one or more whole fiscal year, or select accounting period months as needed. Use this field to limit the report output to selected ledger accounts or ledger account groups. Leave blank if you want all income and expense ledger accounts. Use this field to limit the report to one or more journal sources or leave blank. Use this field to limit the report output to one or more cost centers or leave blank. Use this field to limit the report output to one or more funds or leave blank. Use this field to limit the report output to one or more gifts or leave blank. Use this field to limit the report output to one or more grants or leave blank. Use this field to limit the report output to one or more programs or leave blank. Use this field to limit the report output to one or more projects or leave blank. Use this field to limit the report to one or more revenue categories or leave blank. Use this field to limit the report to one or more spend categories or leave blank. Last Update: 04/04/16 3 of 11
Report Columns Report Columns A B C D E F G H I J K L M N O P Q R S T U V W X Y Z Report Column Headings Ledger Account ID Account Set Debit Amount Credit Amount Line Memo Budget Date Cost Center Reference ID Fund Reference ID Location Reference ID Assignee Reference ID Program Reference ID Purpose Code Reference ID Project Reference ID Grant Reference ID Gift Reference ID Revenue Category Reference ID Spend Category Reference ID CF LRV Bank Account ID for Journal Line Reason Code Reference ID Operation Journal? Accounting Journal? Journal Number Accounting Date Journal Source Header Memo Journal Status Last Update: 04/04/16 4 of 11
Run Report 1. Type in gu non pay in the Search Box and press Enter or click 2. Select the GU Non Payroll Journal Transactions for Accounting Journal Template report. 3. The page changes to the report filter page. The items with a red asterisk (*) indicate that the fields are required. Company Georgetown University (default value) Organization CC2075 (your cost center) Year 2016, 2015, 2014 (or the fiscal year(s) you need) Grant GR888888 (the grant related cost center must be the same as the Organization) 4. Click the button to run the report. Last Update: 04/04/16 5 of 11
5. The GU Non Payroll Journal Transactions for Accounting Journal Template will appear as follows: Journal Preparation 1. After you run the report. 2. Click the Excel icon to download the report output. 3. Look in your Downloads folder for the report output in the Excel format. The file name will mirror the report name, GU_Non-Payroll_Journals_for_Accounting_Journal_Template.xlsx Last Update: 04/04/16 6 of 11
4. Open the file, GU_Non-Payroll_Journals_for_Accounting_Journal_Template.xlsx. 5. Open a blank copy of the Accounting Journal template, Accounting_Journal.xml. 6. Copy the contents of columns A-S of GU_Non-Payroll_Journals_for_Accounting_Journal_Template.xlsx and paste them into columns H-Z of the Accounting Journal XML template. See the Journal Template to Report Output Column Map on the last page of this guide to see how the report columns map to the template columns. Journal Lines from GUNPJAJT report Accounting Journal Template Last Update: 04/04/16 7 of 11
Accounting Journal Template (after report columns A-S pasted) 7. Fill in Spreadsheet Key, Accounting Date, Journal Source, Journal Entry Memo, Row ID, and Line Order for all rows. 8. Any changes to worktags should be made in the first set of pasted data. In this example we are changing the grant related cost center. Delete the cost centers (column N) and replace with the cost center to which you are moving the grant activity. Last Update: 04/04/16 8 of 11
9. Because this example is for a Grant, remove any rows with ledger accounts that should be submitted on a Cost Transfer journal. a. For more information about cost transfers, please see policy FA 113-15, SAO Cost Transfer on Sponsored Projects, located on the Financial Affairs Policies page: http://financialaffairs.georgetown.edu/policytc.html b. If you are not working with a grant, ignore this step (9). 10. Skip a row and paste the same data (columns A-S) into the spreadsheet a second time. 11. While still working only with the second set of pasted data, delete the debits (column J), and credits (column K). Last Update: 04/04/16 9 of 11
12. Copy the debits from the first set of pasted data into the blank credits column of the second set of pasted data, and copy the credits from the first set of pasted data into the blank debits column. 13. Delete the row that separates the two sections, fill in the Spreadsheet Key, Accounting Date, Journal Source, Journal Entry Memo, Row ID, and Line Order for the new rows, and save. 14. Make sure there are no blank journal line memos (column L). If there are blanks, your journal will get a validation error: Critical: GU-Journal Line Memo Field is Required. Fill in with appropriate information. 15. Follow the regular journal upload procedure. Last Update: 04/04/16 10 of 11
Journal Template to Report Output Column Map Accounting Journal Template Columns A B C D E F G A: Accounting Journal Report Output Fields Accounting Journal Template Spreadsheet Key* Accounting Date* Journal Source* Journal Entry Memo Row ID* Line Order Column Headings Report Columns H Ledger Account* A Ledger Account ID I Account Set B Account Set J Debit Amount C Debit Amount K Credit Amount D Credit Amount L Memo E Line Memo M Budget Date F Budget Date Report Column Headings N Cost Center ID G Cost Center Reference ID O Fund ID H Fund Reference ID P Location ID I Location Reference ID Q Assignee ID J Assignee Reference ID R Program ID K Program Reference ID S Purpose Code ID L Purpose Code Reference ID T Project ID M Project Reference ID U Grant ID N Grant Reference ID V Gift ID O Gift Reference ID W Revenue Category ID P Revenue Category Reference ID X Spend Category ID Q Spend Category Reference ID Y Bank Account ID R CF LRV Bank Account ID for Journal Line Z Reason Code ID S Reason Code Reference ID T U V W X Y Z Operation Journal? Accounting Journal? Journal Number Accounting Date Journal Source Header Memo Journal Status Last Update: 04/04/16 11 of 11