Creating A Journal In UCF Financials - University Of Central Florida

Creating a Journal in UCF FinancialsThis Addy Note explains how to create a journal in UCF Financials and what to do after yourjournal has been approved, denied, or placed on hold.StepAction1.Navigate to: General Ledger Journals Journal Entry Create/Update JournalEntries.2.Change the default Journal ID from NEXT to the appropriate ID using the followingnaming convention: XXXXMMDD01. These numbers represent the first four digits ofyour department or project, the month, day, and two-digit sequence number.Note: If you are creating more than one journal in the same day, be sure to change thesequence number of the new journal or the new journal will overwrite your older one.Addy Note Creating a Journal in UCF Financials1/30/2020Page 1 of 18

StepAction3.Click Add.4.Enter a description in the Long Description field starting with the first letter of yourfirst name and the complete last name.5.In the Long Description field, explain why you created the journal.Note: Be specific and thorough or you may run the risk of having your journal sentback to you. Keep in mind that there is a 254-character limit when entering the longdescription.6.Verify that Ledger Group defaults to ACTUALS. If it does not, enter it into the field.7.Enter the appropriate ID in the Source field. Enter IDS (Inter-Departmental Sales) onlyif you work for Business Service or Facilities Planning.Enter IDI (Intra-Departmental Invoice) if you work for any other department.Addy Note Creating a Journal in UCF Financials1/30/2020Page 2 of 18

Step8.ActionIt is required that you attach any and all documentation that justifies the creation of ajournal. To do so, click the Attachments link.Note: It is recommended that you wait until you’ve completed the Lines tab beforeadding an attachment. This way, you can save your work and not lose it if theattachment causes an error.9.Click the Add Attachment button.10. Once you have located the correct file, click Upload.Addy Note Creating a Journal in UCF Financials1/30/2020Page 3 of 18

StepAction11. Click OK.12. Click the Lines tab.13. Enter the number of additional lines needed into the Line to Add field.Note: Each journal must balance and net to zero, so you must add at least one moreline in order to enter the other side of this transaction.14. Click the Add button ( ).Note: If you add too many lines, select the line’s check box and click the Deletebutton (-).Addy Note Creating a Journal in UCF Financials1/30/2020Page 4 of 18

StepAction15. For each line, enter the SpeedType (department or project number), then press Tab.Continue entering the following fields for each line: Account, Amount, and JournalLine Description.Note: For a negative amount, simply enter a minus sign next to the amount. You donot need to put parenthesis.16. Enter the Account Number in the Account field.17. In the Analysis Type field, use the Look Up icon to bring up the pop-up window toselect the correct Analysis Type. The field is labeled An Type.Addy Note Creating a Journal in UCF Financials1/30/2020Page 5 of 18

StepAction18. The Look Up An Type pop-up window displays. Select the correct Analysis Typefrom the provided options.Addy Note Creating a Journal in UCF Financials1/30/2020Page 6 of 18

StepAction19. Select the Save button.20. Accept the Process drop-down default, Edit Journal, and click the Process button.Addy Note Creating a Journal in UCF Financials1/30/2020Page 7 of 18

StepAction21. A pop-up window appears with the following message:Select the Yes button if you want to wait for the process to be completed. Proceed tostep 20 of this Addy Note.Select the No button if you do not want to wait. The Process Monitor needs to bechecked to verify the schedule process has completed before accessing the journal.Proceed to step 18 of this Addy Note.Addy Note Creating a Journal in UCF Financials1/30/2020Page 8 of 18

StepAction22. Go to the Process Monitor by using the following navigation: PeopleTools ProcessScheduler Process Monitor.The Process List tab displays. The Run Status column will display the journal’scurrent status. If the journal is not completed the process, it will display a status ofQueued as shown below:If the journal has completed processing, the Run Status will be shown as Success asshown below:Addy Note Creating a Journal in UCF Financials1/30/2020Page 9 of 18

StepAction23. Go to the Create/Update Journal Entries page by using the following navigation:General Ledger Journals Journal Entry Create/Update Journal.Enter the Journal ID and select the Search button.Open the journal that was successfully processed and proceed to Step 22 in this AddyNote.Addy Note Creating a Journal in UCF Financials1/30/2020Page 10 of 18

StepAction24. 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 NoteUnderstanding Journal Errors.25. Click Save.26. At this point in the journal creation process, you must have the reviewer from yourdepartment review the journal before you submit it to Finance and Accounting forapproval.Note: Departmental review can include an approval of your journal, but there is nosystem-related method for your reviewer/approver to signal approval. Thedepartmental review/approval process takes place outside of UCF Financials, eitherverbally or via email.Addy Note Creating a Journal in UCF Financials1/30/2020Page 11 of 18

StepAction27. After departmental review, return to the journal, select the Approval tab, and clickSubmit.28. The Journal is now in Pending status, and the approver(s) will approve, deny, or placethe journal on hold.Addy Note Creating a Journal in UCF Financials1/30/2020Page 12 of 18

Understanding the Approver’s DecisionAfter the department review and submission of your journal, the approvers make a decision toapprove, deny, or place your journal on hold. Regardless of their decision, you will receive aworklist notification and, depending on your communication preferences, an email notificationregarding your journal. If your journal is approved, it does not require further action. However, ifyour journal is placed on hold or denied, follow the directions below.Step1.ActionAccess and click the appropriate link in your in-box.Note: If you are accessing an approver’s decision through your worklist, click Worklistin UCF Financials and locate and click the appropriate link.2.Enter your User ID (myUCF username) and Password.3.Click Sign In.4.Click the Approval tab.Addy Note Creating a Journal in UCF Financials1/30/2020Page 13 of 18

StepAction5.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 theProcess drop-down list and click the Process button.Addy Note Creating a Journal in UCF Financials1/30/2020Page 14 of 18

StepAction10. A pop-up window appears with the following message:Select the Yes button if you want to wait for the process to be completed. Proceed to step13 of this Addy Note.Select the No button if you do not want to wait. The Process Monitor needs to bechecked to verify the schedule process has completed before accessing the journal.Proceed to step 11 of this Addy Note.Addy Note Creating a Journal in UCF Financials1/30/2020Page 15 of 18

StepAction11. Go to the Process Monitor by using the following navigation: PeopleTools ProcessScheduler Process Monitor.The Process List tab displays. The Run Status column will display the journal’s currentstatus. If the journal is not completed the process, it will display a status of Queued asshown below:If the journal has completed processing, the Run Status will be shown as Success asshown below:Addy Note Creating a Journal in UCF Financials1/30/2020Page 16 of 18

StepAction12. Go to the Create/Update Journal Entries page by using the following navigation:General Ledger Journals Journal Entry Create/Update Journal.Enter the Journal ID and select the Search button.Open the journal that was successfully processed.Addy Note Creating a Journal in UCF Financials1/30/2020Page 17 of 18

StepAction13. Click the Approval tab.14. Click Submit.Addy Note Creating a Journal in UCF Financials1/30/2020Page 18 of 18

Addy Note_ Creating a Journal in UCF Financials Page 1 of 18 1/30/2020 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. Step Action 1. Navigate to: General Ledger Journals Journal Entry Create/Update Journal