CSULB General Ledger CSU Journal Entry Process - CFS 9.2

CSULB General Ledger CSU Journal Entry Process - CFS 9.2 Last Revised: 09/05/14

Table of Contents Page Overview...1 1.0 Online Journal Entry...2 1.1 Create Journal Entry... 2 1.2 Journal Entry Procedures... 7 1.3 Examples of Journal Entry Errors... 8 2.0 Journal Upload... 10 2.1 Prepare Custom Spreadsheet Journal... 10 2.1.1 Field Definitions... 11 2.1.2 Save First as an xlsm File... 12 2.1.3 Save xlsm File as a csv File... 12 2.1.4 Reviewing.csv file in Notepad... 13 2.2 Upload the Custom Spreadsheet Journal File... 14 2.2.1 Run Control... 14 2.3 Journal Upload Success Example... 16 2.4 Journal Upload No Success Example... 18 2.5 Review Journal... 21 Last Revised: 09/05/14 Page 2

Overview All financial information is recorded in the General Ledger via journal entries. In PeopleSoft, there are several ways that journals can be created: Online Journal Entry, Copy Journals, Journal Upload, Journal Generation from a subsystem or interface, or an Allocation process. This guide focuses on Journal processes using the Online Journal Entry page and the Journal Upload function. These processes are for both an Actual or Budget transaction. It provides step by step instructions on the entry process as well as the approval process. It also contains the URL s for the Journal Entry Templates, for both Actuals and Budgets. Last Revised: 09/05/14 Page 1

1.0 Online Journal Entry At a minimum, a journal in PeopleSoft General Ledger consists of a header and journal entry lines. The header contains the information that uniquely identifies the journal (business unit, journal ID, and journal date). The journal entry lines record the monetary amounts and the Chartfield values associated with each transaction. Below are step by step instructions on how to process an Online Journal. 1.1 Create Journal Entry Create/Update Journal Entries Page Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries Add a New Value 1. Enter the Journal Header Information. Business Unit Journal ID Journal Date LBCMP/LBFDN/LB49R/LBGAP/LBCSU - Required Leave the default ( NEXT ). The system automatically assigns the next available journal number. Transaction Date. Will default to current date but can be changed to any date within an open period. (Message will appear if period is not open). - Required 2. Select Add Note: The journal date cannot be changed after you add the journal. Journal Header Page Journal header information uniquely identifies the Journal by Business Unit, Journal ID, and Journal Date. Last Revised: 09/05/14 Page 2

3. Enter the Journal Header Information. Long Description Ledger Group Source Reference Number Save Journal Incomplete Status Attachments 4. Once you have entered the required information, select the Lines Tab to enter the Journal Line Information. First Initial, Last then a description of the purpose for the journal. Field length is up to 254 characters. - Required ACTUALS OR BUDGETS. Select based on the type of JE you are creating. ACTUALS is used for Journals that impact the Actuals Ledger. BUDGETS is used for Journals that impact the Budget Ledger. - Required TRF - "Transfers" used for corrections, reclassifications, or transfer of funds. Required Note: User preferences maybe set up with a default, update accordingly. Department Specific. - Optional Uncheck. Select this check box when you are unable to enter all journal transactions and anticipate finishing the entries at a later time. When selected, you can enter incomplete journal transactions and save them with a status of T - Journal Entry Incomplete. This will prevent the batch edit, posting, or budget checking process to bypass the Journal until you complete your entries and deselect the check box. - Optional Click to access the Attachments page where you can attach any relevant files that are related to the journal entry. The Attachments link on the Journal Header page displays the number of attachments that are included with the journal entry. - Optional Last Revised: 09/05/14 Page 3

Journal Lines Tab 5. Enter the Journal Line Information. Note: Use scroll bar to get to the additional fields on the right. Account Account Chartfield Required Fund Fund Chartfield Required Dept Department Chartfield Required for Revenue and Expense Accounts Program Program Chartfield Optional Class Class Chartfield Optional Project Project Chartfield Optional Scenario Scenario Chartfield Required for BUDGET Ledger Journals only. Amount Amount. Positive amounts are debits and negative amounts are credits ( - sign). - Required Stat Statistics Code Chartfield This is only used for the Actual Journal Entries relating to Payroll. If an adjustment is being made an additional Journal Line containing the Stat Code of FTE must also be included. Stat Amt Note: Contact General Accounting for further instructions if your journals are resulting from a Payroll entry. Non-Monetary Amount - Used in conjunction with Stat Code. Reference Line Description 6. To add lines, enter number of lines you wish to add and then select the button. 7. Once you have entered all the lines, select the Save button. Note: Contact General Accounting for further instructions if your journals are resulting from a Payroll entry. Journal Line Reference. If you have a Department Reference, enter here. Otherwise leave blank. Optional. Enter up to a 30 character description of what the journal line is for. This will assist with the DWH reports when drilling to the detail. If no description is entered, it defaults to the Account description. - Required Last Revised: 09/05/14 Page 4

You will receive a message that the Journal is saved. The Journal ID will also be displayed. 8. Select OK. If your Journal is complete, the next step is to Edit/Budget Check the Journal. 9. Select the Process Button. To Edit and Budget Check the Journal. This process is real time and will lock your screen until completed. Wait until (in the top right hand corner), goes away. You can verify this has completed, as the Journal and Budget Statuses should update to V = Valid. Note: Only ACTUAL JE s are Budget Checked, BUDGET JE s are not. Note: On the Header Tab, the Save Journal As Incomplete Status cannot be checked. Note: Journal and Budget Status must both be Valid (V) before journal will post. See below for instructions on what to do if Journal Status is equal to E = Error. 10. Once the Journal is in a Valid Status, you can use the button to send an email to the General Accounting Department letting them know the Journal is ready to be posted. Last Revised: 09/05/14 Page 5

11. Select the Notify Button, a Send Notification page will display. Enter the following: To: fisgl@csulb.edu (Campus General Accounting email address) for ACTUALS JE s. budget@csulb.edu (Campus Budget Office email address) for BUDGET JE s. FND-GL@csulb.edu (Research Foundation and 49er Foundation email address) for ACTUALS and BUDGET JE s. Subject: Post JE ########## (where # is the Journal ID) Message: Please Post Journal. 12. Select the OK button. An email will be sent with your request. Note: the email sent to either General Accounting (GA), Foundation Accounting, or the Budget Office (BO) for all Business Units must originate from the administrator that has DOA authority for the request being made. The Notify button can also be used for your own department approval process. For example, once you create the entry you can route to your administrator for processing. Then they can send it onto GA or the BO. Last Revised: 09/05/14 Page 6

1.2 Journal Entry Procedures Below define the Rules to follow when creating a Journal: ACTUALS General Journal entries will be approved in accordance with DOA policy. All journal entries must balance by fund. Use account number 101100 as offset when transferring between funds. All journal entries must net to zero by Fund. All Journals must have a V (Valid) Journal and Budget Status prior to submitting to GA. On the Header page check the following: The Ledger Group field must be ACTUALS Use Journal Source TRF for most transactions (corrections, reclassifications, and fund transfers). The Long Description should include the First Initial and Last of the person the journal originated from followed by an accurate and detailed description and reason for the journal entry. On the Journal Lines page check the following: Expenses must be debit; Revenues must be credit, unless they are allowance or contra accounts or corrections of previous transactions. All Revenue and Expense Accounts must contain a Dept ID. Salaries and Benefits: o If entry is salary related, use account number 6019XX. o If entry is adjusting benefits, use account number 603090. o Any transfers of salary to another fund must have corresponding benefit adjustments. o All salary entries must have corresponding FTE information. One month s salary = 1.0 FTE. BUDGETS General Journal entries will be approved in accordance with DOA policy. All journal entries must balance by fund. All journal entries must net to zero by Fund. All Journals must have a V (Valid) Journal Status prior to submitting to the Budget Office. Budget Checking is not applicable to Budget JE s. On the Header page check the following: The Ledger Group field must be BUDGETS. For all departments other than Budget Management the Journal Source should be TRF. The Long Description should accurately describe the entry. On the Journal Lines page check the following: The correct Scenario is used. In most cases the Scenario should be TRANSFER. There may be instances when the ORIGINAL or CARRYFORWD scenario is used by Division ASMs to allocate budget to respective colleges/departments. This should be done early in the fiscal year. Budget must not be transferred from one fund to another. For all departments other than Budget Management, debits must equal credits. An accurate Line Description should be included (the Line Description field will show on detail reports.) Line descriptions should not be longer than 30 characters. Last Revised: 09/05/14 Page 7

1.3 Examples of Journal Entry Errors There may be times that your Journal has errors and needs to be addressed accordingly. Use the Journal Entry - Errors page to determine which errors the system encountered. Once the Process is complete, a Journal ID will be assigned and the Journal Status will be E = Error and Budget Status will be N = Not Checked. Click on the E hyperlink under Journal Status to determine error. Journal Out of Balance Error This will take you to the Error Tab. This is an example of a Journal that is not balanced by fund. Within a Journal, the total Debits (positive amounts) and the total Credits (negative amounts) by Fund must equal $0.00. You can select the Totals Tab to help identify which Fund is out of balance. Correct Journal accordingly and re process. Last Revised: 09/05/14 Page 8

Combo Edit Error This is an example of a Journal that has a Combo Edit Error. This means that the Chartfield string is not valid. The line number and combo edit rule error are displayed. Click on the Line # hyperlink. This will take you to the Lines Tab and the line in error. Update accordingly and re process. Last Revised: 09/05/14 Page 9

2.0 Journal Upload 2.1 Prepare Custom Spreadsheet Journal The CSU Journal Upload functionality facilitates rapid data entry using Microsoft Excel Template. CSULB has created Journal Entry Upload Forms, one for Actuals and one for Budget Journals, that are used to capture the journal information in an excel template. Actuals Journal Entry Upload Form Screenshot The Actuals Journal Entry Upload Form and Detailed instructions can be found at: http://daf.csulb.edu/forms/financial/controller/index.html#accounts, under the General Accounting Section, FIS Adjustment Request Form. Budgets Journal Entry Upload Form Screenshot The Budget Journal Entry Upload Form and Detailed instructions can be found at: http://daf.csulb.edu/forms/univ_svcs/budget/index.html Last Revised: 09/05/14 Page 10

2.1.1 Field Definitions The following describes the header fields: Header Fields Journal Date Journal Number Source Ledger Authorization Copied Orig. Department Journal Descr Reference No. Debit Credit Net None of these fields are required to be filled out if you are uploading the JE yourself into CFS PS. For your reference only. If you are submitting this form to either General Accounting or the Budget Office then they must be filled out. See form for detailed instructions. Total debit (positive amounts) recorded on spreadsheet. This field is automatically calculated. Total credit (negative amounts) recorded on spreadsheet. This field is automatically calculated. The net amount of the Debit plus the Credit. This should equal to zero. The following describes each of the fields in the Body: Account Fund Dept Program Class Project Scenario Line Description Stat Account Chartfield Required Fund Chartfield Required Department Chartfield Required for Revenue and Expense Accounts Program Chartfield Optional Class Chartfield Optional Project Chartfield Optional Scenario Chartfield Required for BUDGET Ledger Journal only. Enter up to a 30 character description of what the journal line is for. This will assist with the DWH reports when drilling to the detail. If no description is entered, it defaults to the Account description. - Required Statistics Code Chartfield This is only used for the Actual Journal Entries relating to Payroll. If an adjustment is being made an additional Journal Line containing the Stat Code of FTE must also be included. Stat Amt Note: Contact General Accounting for further instructions if your journals are resulting from a Payroll entry. Non-Monetary Amount. - Used in conjunction with Stat Code. Journal Line Reference Monetary Amount Note: Contact General Accounting for further instructions if your journals are resulting from a Payroll entry. If you have a Department Reference, enter here. Otherwise leave blank. Optional Amount. Positive amounts are debits and negative amounts are credits. - Required Last Revised: 09/05/14 Page 11

2.1.2 Save First as an xlsm File Once the journal data for upload is completed save the file as an excel spreadsheet in case you have to go back and make changes. 1. Open Excel Template or previously saved xlsm upload file. 2. Update data. 3. Save file as xxxxxx.xlsm 2.1.3 Save xlsm File as a csv File The next step is to Save the file as a csv file. This is the required format needed for the Upload process in the General Ledger Application. 1. Click on button. 2. Click on 3. Save as xxxxxxx.csv 4. Enter the file name you want. 5. Save as type should be Microsoft Excel file (*.csv). 6. Click Save. The Excel file will save as a csv file. Last Revised: 09/05/14 Page 12

7. The location and file name will be displayed. 8. Click OK. 2.1.4 Reviewing.csv file in Notepad If you wish to confirm the file saved correctly, you will need to bring it up in Notepad. 1. Locate the file you saved. 2. Right mouse click on it. 3. Select Open with Notepad Note: If you re-open the csv file into excel, you will lose all the formatting of the spreadsheet and the unseen zero s in the file. Sample of a csv file opened in Notepad Note: If the file contains extra lines at the bottom, be sure to delete them prior to loading. Then resave the file. Last Revised: 09/05/14 Page 13

2.2 Upload the Custom Spreadsheet Journal File Now that the Excel file has been saved as a csv file, you are ready to upload it into the PS General Ledger application. 2.2.1 Run Control The following program is used to upload the CSV which was created in the above steps. Navigation: General Ledger > Journals > Import Journals > CSU Journal Entry Upload > Add or Update an existing Run Control 1. Enter the Run Control Information. Business Unit Ledger Journal Date Source Ref No. Long Description Offset Required and Offset Account LBCMP/LBFDN/LB49R/LBGAP/LBCSU Required ACTUALS OR BUDGETS. Select based on the type of JE you are creating. ACTUALS is used for Journals that impact the Actuals Ledger. BUDGETS is used for Journals that impact the Budget Ledger. - Required Journal Date. (Message will appear if period is not open) - Required TRF - "Transfers" used for corrections, reclassifications, or transfer of funds. Required Note: User preferences maybe set up with a default, update accordingly. Department Specific. - Optional First Initial, Last then a description of the purpose for the journal. Field length is up to 254 characters. - Required This is only applicable to an ACTUAL Journal. If a Journal is out of balance by Fund and you want the Journal Upload program to balance it, you need to select the Offset Required and Offset Account on the Run Control. The program will use the following logic to determine the Chartfield(s) string for the side that is out of balance: Fund - Automatically inherit the Fund that is out of Balance. Account - Use the Offset Account specified on the Run Control. 2. Click on the Select Journal File Button to select your file to be uploaded. Dept/Class/Project/Program no values will be inherited. Last Revised: 09/05/14 Page 14

3. Select Browse and then select the csv file you want upload. Click on the file, and then select Upload. 4. Click Run to process the job. The Process Scheduler Request page will display 5. Select CSU Journal Upload Job. 6. Click OK to process. The CSU Journal Entry Upload page will display. 7. Click the Process Monitor link. Last Revised: 09/05/14 Page 15

2.3 Journal Upload Success Example The Run Status will say Success, which means the upload is successful. 1. Click CSUGL01J 2. Click CSUGL01B Success 3. Click View Log/Trace Last Revised: 09/05/14 Page 16

4. Select the PDF file to find the Journal ID that was created. This report displays the number of Journal Lines, total Debits and credits, and the Journal ID that was created. Last Revised: 09/05/14 Page 17

2.4 Journal Upload No Success Example The Journal Upload file will be rejected for the following reasons: CSUGL01A File layout issues and Fund balancing issues. CSUGL01B - Chartfield Values are not Valid and Combination Edits. Note: If the file is rejected due to errors, a PDF file(s) will be generated and will list what errors were encountered. You must return to the excel spreadsheet you saved and make the necessary changes to the data. Once the corrections have been made, resave the file as an Excel (xlsm) file. Then save the file again as a CSV (csv) file. Re-run the CSU Journal Entry Process. Select the Select Journal File first to FTP the new file then run the process. If the file was a success the PDF file will list the Journal ID that was created. The run Status will say No Success, which means a journal was not created. 1. Click CSUGL01J 2. There are 2 jobs that identify the types of errors that might have occurred: CSUGL01A - Fields do not match file layout specifications and/or funds that are out of balance. CSUGL01B - Chartfield Values are not valid and/or Combination Edit errors exist. You will only need to view the job(s) that have a No Success by them. 3. Click CSUGL01A No Success Last Revised: 09/05/14 Page 18

4. Click View/Log Trace. 5. Select the PDF report. CSUGL01A Error Report. Displays Fields that do not match the layout specifications and/or funds are out of balance. 6. Click CSUGL01B No Success. Last Revised: 09/05/14 Page 19

7. Click View Log/Trace 8. Select the PDF report. 9. CSUGL01B Error Report Displays Invalid Chartfields and/or Combination Edits. Last Revised: 09/05/14 Page 20

2.5 Review Journal Once the Journal is uploaded, Edit & Post the Journal. Refer to the above section for more information on running Journal Edit and Journal Post. Create/Update Journal Entries Page Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries 1. Click on the Find an Existing Value tab 2. Enter uploaded Journal ID 3. Click on Search Note: The system will display the warning error message at the right: This is only a Warning message. 4. Click OK. 5. The Journal is ready to be Edited, Budget Checked and Posted. 6. You can go to the Lines Tab a process this journal. Last Revised: 09/05/14 Page 21