gl journal entry types - sonoma state university · sonoma state university - cms finance page 1 of...

Sonoma State University - CMS Finance of 14

Last Update 09/27/2011

GL Journal Entry Types Overview PeopleSoft has delivered a 10-character alphanumeric ID that identifies a journal. At a minimum, PeopleSoft General Ledger journals consist of a header and entry lines. The header contains the information that uniquely identifies the journal: business unit, journal ID, and journal date. In addition, PeopleSoft General Ledger delivers various tools to facilitate Journal Processing, which are commonly referred to as Journal Entry Types. A list of the journal entry types, attributes and an overview of their definitions/functions are included in this documentation. A table of recommended journal methods for various Sonoma Journal Entries follows. Please refer to PeopleBooks for more detailed information about the Journal Entry Types and Journal Entry Attributes. Journal Entry Types PeopleSoft provides different methods for processing journal entries. These are:

1. Journal Entry/Regular. This provides online entry of a basic journal. The other journal entry types are variations of Journal Entry/Regular. Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries



2. Standard Journal Entry. To date, Sonoma has not used SJE functionality. This type of Journal uses Journal Entry/Regular as the foundation for creating the two types of Standard Journal Entries:

A. Template. This allows you to automate the entry of similar or identical journal

entries. It does not copy the monetary amounts in the successive journal entry.

B. Recurring. This allows you to automate the entry of similar or identical

journal entries. It copies the monetary amounts in successive journal entries. It can be created across accounting periods or for multiple accounting periods.

Navigation: General Ledger > Journals > Standard Journals Before you can define recurring, template, or spread journals, you must first create Model Journal Entries using the Journal Entry pages. The standard entries and their models must be from the same business unit.

3. Copy Journal Entry. This uses an existing journal entry as the basis for a new

journal entry and makes a copy of an existing journal entry, including dollars. You can copy any journal entry and then change the header or detail lines. You can also indicate that debits and credits should be reversed. Navigation: General Ledger > Journals > Journal Entry > Copy Journals



Journals can also be copied from the lines page of an existing journal.

4. Allocation Type Journal Entry. This allows for an allocation process to calculate the values to be included in the journal entries. Allocations are typically used to allocate certain balances and statistical quantities across Business Units, Funds and/or Departments.

Navigation: Allocations > Set up and Perform Allocations > Request Allocation

5. Import Journal Entry (“Upload”). This creates journal entries by importing an

external file. In CFS, there are two methods for journal entry import:

A. Upload a flat file B. Batch Import of Excel Spreadsheet Format

At Sonoma, we upload flat files.



Navigation: General Ledger > Journals > Import Journals > External Flat Files

At Sonoma, we upload flat files that are created by macros in an Excel document called Journal Reclass. End users enter journal information in the document and email it to [email protected]. Financial Services Accountants are responsible for clearing email from this address on a daily basis. Financial Services staff review the JE’s for accuracy and supporting documentation, add offsets and invoke macros that create a flat file for upload. This form is also used by Financial Services staff to upload their own Journals. This functionality allows multiple Journals to be uploaded in a single file.

6. Journal Generator. PeopleSoft can receive and process journals from other

systems, both PeopleSoft systems and non-PeopleSoft systems. Journals from PeopleSoft HCM/SF for cashiering and LCD payroll journals, as well as journals from the PeopleSoft Accounts Payable and AR/Billing subsystems are generated using this method. In CFS, these processes are job scheduled by CFS Central to generate subsystem journals and edit, budget check and post on a nightly basis.

mailto:[email protected]



Navigation: General Ledger > Journals > Subsystems Journals > Generate Journals



Journal Entry Attributes

Attributes are options that can be specified within PeopleSoft Journal pages.

1. Reversal Attribute. This is used with an accrual entry and creates the subsequent reversal. Reversal is an attribute of all journal types. When the original entry is posted, a reversing journal entry is created and is posted based on the reversal date specified on the header panel. Click on the Reversal hyperlink to select the appropriate reversal options.

Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries > Header

2. Adjusting Attribute. This attribute is used for journal entries you would like to exclude from the traditional twelve detail calendar periods. PeopleSoft functionality permits the creation of multiple adjusting periods. At Sonoma, we use adjusting periods for GAAP reporting. If a journal is not an adjusting entry, you cannot change the accounting period value. The journal date determines the



accounting period to which the entry will post. The adjusting attribute is not available for Allocation type Journal Entries.

Navigation: General Ledger > Journals > Journal Entry > Create Journal

Entries > Header

3. Template Attribute. Template attribute is on the Journal Entry Lines page. Click Template List. Select the template that defines which columns appear in the lines scroll area. Also specify the field values to be copied down to new lines when the user clicks the Insert Journal Lines button.

Navigation: General Ledger > Journals > Journal Entry > Create Journal

Entries > Lines



4. Errors Only Attribute. Errors Only attribute on the Journal Entry Lines page is

checked to refresh the Line scroll area with only journal lines that contain errors. Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries > Lines



5. Change Values Attribute. Change Values attribute allows you to change the

value of any element in the Journal Lines (Funds, Accounts, etc.) from one value to another. For instance, you could change all instances of Fund SO700 in the Journal Lines to SO100. NOTE: This functionality should be used rarely and only with non subsystem journals. Subsystem journals should never be changed. Doing so compromises the integrity of subsystem detail reconciliation to General Ledger balances. Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries > Lines



6. Search Criteria Attribute. When looking for information in the Journal Lines, click Search Criteria. The Search Criteria attributes include wildcards to assist in finding the exact information needed in a search. This attribute can be useful for Journals that have many lines. Unless you enter one of the following wildcards, it is assumed that you want an exact match: Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries > Journal Entry Lines

Wildcard Description

% Match one or more characters

* Match one or more characters

_ Match any single character

? Match any single character

! If first character, negate the user (not equal or not like)

~ Tilde—represents a blank character—this should not be used with any other characters or wildcard symbols

\ Escape character—don't treat the next character as a wildcard



Sonoma Journal Entry Types Matrix

Journal Entry Type

Regular

Template

Recurring

Copy

Allocations

Upload

Sub Systems/ Journal

Generator

AD NOATS/CPO's X X

Allocate Interest (SWIFT/SMIF)

X X

Budget X X X

Cashiering X X CashNet, SF

Corrections X X

Expenditure Transfers X X

Fixed Assets X X nPS or PS AM module

Indirect cost recovery:

Grant Indirect X X CFS SPA Mod

Institutional overhead fees EO1000

X X PS (AP, SF )

nPS CashNet

Payroll Abatement (Setups & Pmts)

X X

Reimburse Cost Recovery from Other Univ Funds and Auxiliary BU’s

X X PS (AP, SF ) nPS CashNet

Risk pool premiums X X

SCO cancelled warrants X

SCO fee for retro Payroll X

SCO initiated (DGS, Teale)

X X

Tax Offset X

Chargeback Type Entries:

Chgbks – Work Orders (Facilities, Repro, IT, Police)

X X PS (AP, AR/BI, SF) nPS CashNet

Chgbks - CES X X PS (AP, AR/BI,SF) nPS CashNet

Chgbks - Phone X X PS (AP, AR/BI,SF) nPS CashNet

Chgbks - Postage X X PS (AP, AR/BI,SF) nPS CashNet



Journal Entry Type

Regular

Template

Recurring

Copy

Allocations

Upload

Sub Systems/ Journal

Generator

Financial Aid Entries:

Financial Aid Awards/gross award to student

X X

FWS matching/ Admin fee

X X

Pell & SEOG alloc & changes

X X

Perkins activity X X

Stafford loans deposits X X

Draw down for DOE, DHHS, Fed FA

X X

Year-End Type Entries:

Payroll accruals X X

Other Accruals X X PS (AP, AR/BI,SF) nPS CashNet

Revenue Accruals (Grants & AR)

X X

Closing Revolving Fund

X X

Encumbrance Accruals

X X CSU GL 015

Allocation Orders Pending

X X

Reserve A/R X

Reverting appropriations transfers

X X

Cash over/short X

PS: PeopleSoft Application

PS Subsystem (PS AP, AR/BI, SF)

NPS: Non PeopleSoft Application



Common Elements Used on Journal Entry Pages

Element Description

Control the order of columns or add fields to the sort order for a grid. Appearance of the customize page depends upon the grid. (Change Values)

Find a value by entering the search string (Change Values)

or Download file (Change Values)

Expand the grid or scroll to view all data (Change Values)

Click to initiate the calculate amounts process

Delete journal

Select the Show All Columns button to view all ChartField, Amount and Miscellaneous columns without the tabs (Template List)

Select the Show Tabs button form the all columns view to return to the tab format (Template List)

Journal and Budget Status Codes Journal Status

If the journal contains errors, click Journal Status to go directly to the Journal Entry — Error page. The cursor will be positioned on the journal header error. Journal Entry Incomplete functionality should be used sparingly on an exception rather than routine basis. Journals that are left in Incomplete status should be completed no later than the next business day. Journals should never be left in Incomplete status on the day assigned for month or year end closing.

Status Description

D Deleted – Anchor Journal Unposted

E Journal has Errors

I Posting Incomplete – Repost ASAP

M Valid SJE Model – Do not Post

N No Status – Needs to be Edited

P Posted to Ledger(s)



Status Description

T Journal Entry Incomplete

U Unposted

V Valid journal — Edits completed

Z Upgrade Journal — Cannot Unpost

Budget Journal Status Note: The budget status would be only N or V for Standard Budgets.

Status Description

E The entry failed to pass budget checking. (Control Budgets only)

N The Budget Processor has not processed the entry

V The entry passed budget checking with or without warning and the control budget has been updated

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