Credit Card Journal Entry Training in PeopleSoft

Financials

Office of the Controller

Log in to PeopleSoft Financials

Office of the Controller

Navigating in PeopleSoft Financials

Office of the Controller

Navigation in PeopleSoft Financials

Before clicking on “Add” make sure you select the date of the settlement/batch report NOT date of sale.

Once date is selected click on “Add”

Date of Settlement/Batch

Click here after selecting the date

Office of the Controller

Office of the Controller

Journal Header Long Description:

1. Name of Department2. Date of settlement/batch3. Brief description of sale4. Net amount of sale/refunds5. Type of credit card

• AMEX• VISA/MASTERCARD/DISCOVER

Ledger Group: ACTUALS (should be already selected for you)

Source: Your Department (max of 3 letters) (You can click on the magnifying glass to search for the name, but this

field should be automatically filled in to minimize errors)

Journal Class: please select one of the two credit card types

• Visa/MasterCard/Discover• American Express

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Screen Shot of Journal Header

Long description must have 5 items

ACTUALS

3 letters

AMEXVIS/MC/

DSC

Office of the Controller

Journal LinesEffective July 1st, 2013 due to the Cash Consolidation Project all cash accounts will be centralized into one activity number (1104120007). As of July 16th there will be a rule placed in the system and it will give you an error if not recorded properly. Changes are below:

Speed Type:In line 1 in the empty box type in activity # 1104120007 In line 2 in the empty box type in your department activity number (10 digit number)

AccountIn line 1 in the empty box type in the five (5) digit number of the

Merchant account (112003)In line 2 in the empty box type in the revenue account that best describes your sale collected. All revenue accounts start with 6xxxx

Amount:For a sale you must type in the total sale amount as a positiveFor a refund you must type the refund amount as a negative (-)

Click on the plus sign (+) to add an extra line.

Journal Lines Cont.Effective July 1st, 2013 due to the Cash Consolidation Project

the Sales Tax account 611001 will be deactivated and replaced with 311315 and activity number 1104140007 will also be deactivated and replaced with 1104120007. As of July 16th there will be a rule placed in the system and it will give you an error if not recorded properly. Changes are below:

Sales Tax

If recording Sales Tax you must use the Sales Tax Department ID and GL Liability account:

1104120007 311315

Using Miscellaneous Revenue Account 619099

It is preferable not to use account 619099. If you record the sales in GL Revenue account 619099 please send an email to jcancino@fiu.edu explaining why the department needs to use that account instead of a more specific account.

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Screen Shot of Journal Lines

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5 digit number

If sale + w/112003If refund – w/112003

Click to add line

10 digit number

New sales tax account 311315

replacing 611001

Saving and Processing Journal LinesOnce you have recorded the net amount of sales with the correct GL Revenue

accounts save the journal lines and the system will give you a journal number.You will notice that Intra-Unit Cash account 112009 will appear in your journal. This

is due to the changes of the Cash Consolidation Project. Since the cash will be recorded in a different activity number than the revenue the system will balance itself by creating the Intra-Unit account. Your total net sales and credits will reflect a higher amount. Do Not Worry the Intra-Unit Cash does not affect your net sales/refunds.

Please keep this journal number for your records with the backup of the sales. Do not store credit card numbers.

After saving the journal please click on “Process” so that the Budget Status and the Journal status change from N N to V V

Office of the Controller

Screen Shot of Journal Lines

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Click Save

Click Process

Journal Number (keep this for your records)

Office of the Controller

Do you have any questions or concerns while creating a journal? Feel free to contact me via email or

phone.

jcancino@fiu.edu305.348.2052

Office of the Controller

Questions?