Spreadsheet Journal

Finance Business Solutions

Shaleen BatraFinance Business Solutions – User Support & Training

Agenda

• Overview

• Excel - Setup files

• Excel - Enter Data

• Import Journal

• Edit Journal

• Budget Check and Post

Journals Overview

Manual Journal Entry

• Online Journals• Spreadsheet Journals• End of Month Journal (EOM)

Automated/ System Generated Journals

• e.g. AP Journals• e.g. Payroll Journals

Spreadsheet Journals

• Excel

1. Download Excel files

2. Setup

3. Enter data into Spreadsheet

4. Import Journal

• NS Financials

1. Search the Journal

2. Attach documents

3. Select approver

4. Edit Journal Process

5. Submit Journal Process

Excel

Setup Excel

Enter Journal Lines and upload to NS Financials

Ove

rvie

wDownload Excel Templates

NS Financials

Select Approver and Save

Edit Journal Process

Add Attachments

Submit Journal Process

Download templates

Extract templates

Extract templates

Launching templates

DO NOT launch the template from Windows Explorer. Open Microsoft Excel and use File Menu to open

Launching templates

Setup template

This is one time setup for your journal template

Setup template

This is the actual identity.

In some cases this one

may be “S”

This is the user id that is used for

logging in NS Financials

Setup template

While creating or Approving Purchase Orders you would be able to see “S” instead of “Z”

Template

Notes: Let you add notes to your sheet. This will not get imported into NS Financials

New: Create a new Spreadsheet Journal

Edit: Edit your previously saved journal sheets

Delete: Delete journal sheets (this won’t delete journal from NS Financials once imported)

Copy: Copy previous Journal

Import: Import Journals into NS Financials (You can create several sheets and import them all at once)

Write File: Allows you to create a .txt file from your journal sheet

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Create a new Journal

Journal Sheet

Journal Header

Journal Lines

Journal Header

Journal Lines

Journal Lines

Information can be pasted in this grey area

Import Journal

Import Journal

If there are blank lines in the spreadsheet with accounts only, it will be imported to NS Financials. You will be able to submit it for approval.

Approver will get error message at the time of approving the PO.

Journal in NSF

1. Search Journal in NS Financials

2. Attach Supporting documents

3. Select Approver

4. Save Journal

5. Edit Journal Process

6. Submit Journal Process

Search Journal in NSF

Search Journal in NSF

Journal in NSF

Select Approver and Save the Journal

Save

Edit Journal Process

Submit Journal Process

Journals with errors

Journals with errors

Contact your Management Accountant

http://www.fin.unsw.edu.au/InformationCentre/WhoCanHelp.html#8

Copy Journal Sheet

Copy Journal Sheet

Deleting Journals

Journals cannot be deleted once posted to the Ledger. Create another journal to correct the error

Who Can Help?

For any Accounting Assistance contactyour Management Accountant or FinanceManager

User Support & Training

• Finance Website – Traininghttps://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html

• Training EnquiriesExt. 53550 / 57665, Email fti@unsw.edu.au

Questions