New Creating a Journal in UCF Financials · 2020. 1. 30. · Create/Update Journal Entries. 2. Change the default : Journal ID: from : NEXT: to the appropriate ID using the following

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 Entries.

2. Change the default Journal ID from NEXT to the appropriate ID using the following

naming convention: XXXXMMDD01. These numbers represent the first four digits of your 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 the sequence number of the new journal or the new journal will overwrite your older one.


Step Action

3. Click Add.

4. Enter a description in the Long Description field starting with the first letter of your

first 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 sent back to you. Keep in mind that there is a 254-character limit when entering the long description.

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) only if you work for Business Service or Facilities Planning.

• Enter IDI (Intra-Departmental Invoice) if you work for any other department.


Step Action

8. It is required that you attach any and all documentation that justifies the creation of a journal. To do so, click the Attachments link. Note: It is recommended that you wait until you’ve completed the Lines tab before adding an attachment. This way, you can save your work and not lose it if the attachment causes an error.

9. Click the Add Attachment button.

10. Once you have located the correct file, click Upload.


Step Action

11. 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 more line 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 Delete button (-).


Step Action

15. For each line, enter the SpeedType (department or project number), then press Tab. Continue entering the following fields for each line: Account, Amount, and Journal Line Description.

Note: For a negative amount, simply enter a minus sign next to the amount. You do not 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 to select the correct Analysis Type. The field is labeled An Type.


Step Action

18. The Look Up An Type pop-up window displays. Select the correct Analysis Type from the provided options.


Step Action

19. Select the Save button.

20.

Accept the Process drop-down default, Edit Journal, and click the Process button.


Step Action

21. 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 step 20 of this Addy Note. Select the No button if you do not want to wait. The Process Monitor needs to be checked to verify the schedule process has completed before accessing the journal. Proceed to step 18 of this Addy Note.


Step Action

22. Go to the Process Monitor by using the following navigation: PeopleTools > Process Scheduler > Process Monitor. The Process List tab displays. The Run Status column will display the journal’s current status. If the journal is not completed the process, it will display a status of Queued as shown below:

If the journal has completed processing, the Run Status will be shown as Success as shown below:


Step Action

23. 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 Addy Note.


Step Action

24. 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 Note Understanding Journal Errors.

25. Click Save.

26. At this point in the journal creation process, you must have the reviewer from your

department review the journal before you submit it to Finance and Accounting for approval. Note: Departmental review can include an approval of your journal, but there is no system-related method for your reviewer/approver to signal approval. The departmental review/approval process takes place outside of UCF Financials, either verbally or via email.

https://financials.ucf.edu/wp-content/uploads/sites/4/Understanding_Journal_Errors.pdf


Step Action

27. After departmental review, return to the journal, select the Approval tab, and click Submit.

28. The Journal is now in Pending status, and the approver(s) will approve, deny, or place

the journal on hold.


Understanding the Approver’s Decision After the department review and submission of your journal, the approvers make a decision to approve, deny, or place your journal on hold. Regardless of their decision, you will receive a worklist notification and, depending on your communication preferences, an email notification regarding your journal. If your journal is approved, it does not require further action. However, if your journal is placed on hold or denied, follow the directions below.

Step Action

1. Access and click the appropriate link in your in-box. Note: If you are accessing an approver’s decision through your worklist, click Worklist in 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.


Step Action

5. 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 the Process drop-down list and click the Process button.


Step Action

10. 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 step 13 of this Addy Note. Select the No button if you do not want to wait. The Process Monitor needs to be checked to verify the schedule process has completed before accessing the journal. Proceed to step 11 of this Addy Note.


Step Action

11. Go to the Process Monitor by using the following navigation: PeopleTools > Process Scheduler > Process Monitor. The Process List tab displays. The Run Status column will display the journal’s current status. If the journal is not completed the process, it will display a status of Queued as shown below:

If the journal has completed processing, the Run Status will be shown as Success as shown below:


Step Action

12. 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.


Step Action

13. Click the Approval tab.

14. Click Submit.

Documents

New Creating a Journal in UCF Financials · 2020. 1. 30. · Create/Update Journal Entries. 2. Change the default : Journal ID: from : NEXT: to the appropriate ID using the following