/ Job Aid

Creating and Submitting a Journal Entry

Purpose: Journal Entries may be completed to request surplus transfers, reallocations, and corrections to transactions with no transaction number.

Note: Do not use this form for Payroll Corrections, P-Card Transactions, Expense Reports, or Invoices with a Transaction Number. These are completed via the Payroll Correction Request or Correcting Entry Request.

Step / Action
Access the Journal EntryTemplateand Journal Entry Requestform via University Forms and Documents.
Download the Journal Entry Template and complete the fields.
Open the Journal Entry Template.

Note: Only white cells on the form are enterable, grey cells are non-enterable.
Fill in the top portion with the following:
Journal (D9): Enter journal name. Note: This name will show in the Account Analysis
Report under GL_JE_Name and is limited to 100 characters.
Description (D10): Enter journal description. Note: This will show in the Account Analysis
Report under SUBLEDGER_JE_DESC and limited to 240 characters.
Accounting Date (D12): The accounting date should be the current date, or the last
day of the month you wish the entry to be postedin.

Note: Journals for the prior month are only processed the first four working days of the next month or first two working days for project-related funding sources.
NOTE: You may copy and paste lines into the form, however, do not insert new rows. Each row has an associated key code to interact with the system during upload.
Enter segment value information for your entry.

Note: Interfund and Future1 default to zeroes.
Enter the appropriate amount as a debit or credit amount for your line.This will always be a positive value.
Debit: Removes value from funding source indicated
Credit: Adds value to funding source indicated.

Note: Each line you enter will either have a debit or a credit amount, never both.
Enter the Line Description to describe the reason for the transaction. Limited to 240 characters.

Project Funding Sources Only: Enter PPMdata and Expenditure Item Date
PPM: Enter “EIDATE” in the field.

Expenditure Item Date:
P-Card: Enter the Purchase Date for the transaction that is found in WORKS. Transactions
that occurred after March 31, 2018 should be corrected on the Correcting Entry Request.
Internal Payment: Enter the Purchase Date for the transaction. Transactions that occurred
after June 30, 2018 should be corrected on the Correcting Entry Request.
Note: Corrections for project-related funding sources will be sent back to the submitter of the correction/journalif the date field is left blank.
Repeat steps 6-9 for each journal line.
Review your journal to ensure each required field has been completed and it is balanced.

Note: Total Entered Debit = Total Entered Credit
Click Check Data button to validate data. The following data is validated, updated, and/or highlighted.

  1. Expenditure Item Date:
Converted to the appropriate date and cell format.
Blank cells highlighted yellow if a value is required because of project value or description in PPM column.
Note: All blank rows will also show yellow.
  1. PPM: Fills with “EIDATE” if value is entered in Expenditure Item Date
  2. Entered Debit/Entered Credit: Removes zero values.
  3. Vendor Number: Highlighted yellow if left blank.

Update highlighted cells with appropriate data and repeat Step 13.
OR continue to Step 15 if there are no highlights.
For journal entries that use project segment values greater than zero, complete the Justification Form, found on the third tab on the bottom.

Supporting documentation for the journal entry may be pasted into the Support tab. This is optional, you may also send your supporting documentation as a separate file[FB1].
Supporting documentation may include screenshots of original journal, invoice copy, email approvals, etc. Preferably an account analysis report (AAR).

Click Save As to save journal for email.
  1. Select Appropriate Location
  2. Name File
  3. Change Save as type to ‘Excel Workbook.’
  4. Click Save

  1. Click Yes to save as macro-free workbook.

Upload completed Journal Entry Template with supporting documentation into the Journal Entry Request form.

You will receive a confirmation e-mail with a tracking number once the journal entry is received and upon completion with a journal confirmation number.
End of Procedure.
Last Updated: 10.9.18 / Page 1

[FB1]Clarification: Support is not optional. How they attach it or submit it is optional.