mainestreet financials 8.4 general ledger · a journal entry is used to update the general ledger...

8/29/20131

General Ledger

Excel Journal Entry

MaineStreet Financials 8.4

8/29/20132

Overview

� A Journal Entry is used to update the General Ledger for many types of transactions, including cash receipts, transfers of revenue or expense, and budget changes

� PeopleSoft’s custom Excel interface provides an easy-to-follow menu for entering data and specifying defaults

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Excel Journal Entry Process

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PeopleSoft Delivered Excel Files

� PeopleSoft provides the following required Excel files for files:

� JRNLUMS.xls – Excel workbook you will use to create and maintain journal sheets

� JRNLMCRO.xla –macro file that supports your activities when creating and importing Excel Journal entries (will not open)

� GLLOG.xlt – Message log template that assists in writing Excel Journal Entries to PeopleSoft (will not open)

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� Files can be downloaded fromhttp://www.maine.edu/system/oft/psfinancial/journal_entry.php

� Need to be installed locally on your computer

� We recommend saving them in a single folder on your computer’s C: drive

PeopleSoft Delivered Excel Files

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� Excel Macro Security Level must be set to “Medium” rather than “High”

� From Excel menu, select Tools > Macro > Security

Macro Security Level

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� Medium security level will allow you to open macros that support Excel JE process

� Set level to Medium and then select OK

Macro Security Level

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� From Excel menu select File > Open� Locate file JRNLUMS.xls and open it

� Dialog box regarding macros will appear

� Select Enable Macros� Spreadsheet Journal Importscreen opens

Setup Excel Journal Entry File

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Spreadsheet Journal Import Screen

� Will need to adjust the window to view entire screen

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� Provides links to other screens used to setup of Excel Journal worksheet

� Comprised of three main sections:

- General

- Journal Sheets

- Import Journals

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� Each section provides different options

� Let’s review the options in each section…


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� Used to setup general defaults for your workbook (Business Unit, Ledger Group, Source and User ID)

� Worksheet you can use for miscellaneous notes or calculations

� Not linked to any specific Journal Sheet

Setup -

Notes -

General Options

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New –Inserts a new journal sheet

Edit –Enables you to edit selected journal sheet

Delete–Enables you to delete selected journal sheet/s

Copy –Copies selected journal worksheet to a new worksheet with new name

Journal Sheets Options

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Import Now –We will not use this option

Write File –Will use this option to save Journal Sheets files that will be uploaded to PeopleSoft

Import Journals Options

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� From the Spreadsheet Journal Importscreen, select the Setupbutton

� Define Options and Defaultsscreen appears

General Defaults

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General Defaults -Header

Header Defaults

•This is where you set header defaults that will appear on Excel Journal Entries

•Header contains information that uniquely Journal Entry

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General Defaults –General Options

General Options

•Sets English as default language

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General Defaults –Message Options

Message Options

•Relates to messages displayed following JE import process

• SelectLog Successful and Error Messageradio button

•CheckDisplay Messages Onlinebox

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General Defaults –Document Sequencing

Document Sequencing

•Leave both boxes blank

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General Defaults –Online Import Control

Online Import Control•Settings determine how Excel Journal Entries are delivered to PeopleSoft•Will be pre-set

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Journal Sheets Defaults

� Now let’s set defaults for our Journal worksheets

� SelectConfigurate

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� Two items open:� A ChartField configuration

dialog box

� An empty Journal sheet

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� ChartField configuration screen assists in re-ordering Excel Journal Sheet columns

� Project Enterprise technical team configured Journal Sheet columns for you

� Can adjust column order to suit your needs further� Changes to configuration settings apply to all Journal

Sheets opened after the configuration is set


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� ChartField configuration box� Buttons on Columnscreen work

as follows:


- Moves blue highlight vertical selection bar to the LEFT- Moves blue highlight vertical selection bar to the RIGHT- Moves blue highlighted column to the LEFT of the column on its LEFT- Moves blue highlighted column to the Right of the column on its RIGHT- Inserts New column to the LEFT of blue highlighted column- Deletes highlighted column

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� Field Format screen shows Field Name, Label and Format of each column description required to properly transfer Excel Journal Entries to PeopleSoft

� Do Not Make Any Changes to Field Format Settings!


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� To return to ChartField configurationscreen, select Column tab on ChartField configuration box and then select Exit

� After you return to Spreadsheet Journal Import screen, save work by selecting icon Excel toolbar


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� From your Spreadsheet Journal Import screen selectNew

� New Journal Sheetdialog box appears

New Journal Sheet

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� Each Journal Sheet represents a Journal Entry (JE)

� Journal Sheet name should be same as required 10-character (or less) Journal ID you will apply to JE

� Do not enter more than 10 characters or include blank spaces in your Journal ID!

� Will prevent successful import of Journal Sheet to PeopleSoft

New Journal Sheet Info

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� Enter your Journal SheetName

� SelectOK

New Journal Sheet

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� Journal Sheet is wide so need to scroll right to view entire sheet

� Columns appear in the default order or order set during ChartField configuration process

� Journal Sheet name does not display on Journal Sheet

Journal Sheet

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Journal Sheet

Left-End of Journal Sheet

Right-end of Journal Sheet

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Journal Header

� Separate sections of the Journal Sheet for the Journal Header and Journal Lines

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� The following control buttons are available to you on Row 5:

Journal Control Buttons

Edit HeaderOpens Edit Header selection box

Add HeaderOpens New Journal Header screen

We recommend you not use these buttons except for the Add Header & Edit Header button

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� Now we can edit the Journal Header� In the Header section of your Journal Sheet, select the

button in Row 5

Journal Header

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� New Journal Headerscreen appears

� Displays the default items you previously entered

Journal Header

� Enter name you applied to Journal Sheetinto Journal IDbox

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� Journal Date defaults to today’s date. You may use default date or enter a different date

� LeaveJournal Classbox blank

Journal Header

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Journal Header

� Foreign Currency, Rate Type & Exchange Rateboxes remain blank in Currency Informationsection

� Leave blank

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� Enter same date entered for Journal Date inEffective Datebox

Journal Header

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� Leave Adjustment Typebox blank

Journal Header

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� Adjusting Entries and Reversalsprimarily handled by Campus Accounting Office, so will not cover those tasks here

Journal Header

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� In Description box, enter header description for JE

� Can enter up to 254 alpha/numeric characters

Journal Header

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� After entering all information on Journal Header, select OK

� Will return to Journal Sheet and see information you entered into Header

Journal Header

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� Select Journal Sheet & Edit Journal Header box appears

Edit Journal Header

� If you need to change Journal Header, select icon in Row 5

� Edit Journal Header selection box appears

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Journal Lines

� In Row 9 of Journal Sheet Lines, select button to add first line of JE

� Journal Header Descriptionappears in first line of JE

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� Enter 5-digit Business Unit for first line of JE in Unit column

� Must enter Business Unit in UPPER-CASE text

� Enter ACTUALS into Ledger column in UPPER-CASE text

Journal Line Business Unit & Ledger

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� In Descriptioncolumn, briefly but precisely explain what this line JE

Journal Line Description

� Supervisor and others will refer to information

� Limit Description to thirty alpha/numeric characters

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� Enter all credit values as negative numbers (include -sign before number) and all debit values as positive numbers (do not enter + sign before number)

� Do not enter dollar signs or commas

� If cents are other than zero, enter a period after the dollar amount

Journal Line Amount

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Journal Line Dept ID

� Every line of every a JE requires Department� Enter 7-digit Department for first line of JE into

Dept IDcolumn

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� Every line of every JE requiresAccount� Enter 5-digit Account for every line of JE into the

Account column

Journal Line Account

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Journal Line Class

� If using 2-digitClass ChartField in JE, enter number in Class column

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� Every line of every JE requiresFund� Enter 2-digit Fund for first line of JE in

Fund column

Journal Line Fund

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� If using 5-digitProgram code, enter it into Program column

Journal Line Program

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Journal Line Project

� If using 7-digitProject code, enter it into Project column

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� If using 3-digitOperating Unit code in addition to Department, enter it into Oper Unit column

Journal Line Operating Unit

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Journal Line Reference

� Reference will be helpful in tracking source of JE line

� Can enter up to ten alpha/numeric characters Referencecolumn

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� LeaveOpen Item Keycolumn blank

Journal Line Open Item Key

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Journal Line Currency, Rate, Rate Type & Base Amount

� Do not need to enter information into last four columns of Journal Line, so leave columns blank

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Save Your Work!

� Remember to save your work by selecting theSAVE button on your Excel menu bar

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Add Journal Lines

� Two options to add lines to JE:

� Add One Line at a Time: In Line section of Journal sheet, select button in Row 9 to add one line

� Information from previous line copies into new line for those columns checked in Row 8

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� Add More than One Line at a Time: In Lines section of your journal sheet, click button to open Insert Multiple Linesdialog box

� Enter number of lines you wish to add

� By default, new lines will add under existing lines

� May not add lines between existing lines

Add Journal Lines

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Add Journal Lines

� New lines will be blank unless you check the Copy data from line box

� Another box will appear where you enter the number of the lines you want to copy

� Select Insert to add new lines

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� Now ready to prepare JE for upload to PeopleSoft� From the Journal Spreadsheet Importscreen, select

the Write File button

� Write Journal to File dialog box opens

Upload Journal Entry - Write File

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Upload Journal Entry - Write File

� Select Journal Sheet you want to upload

� In File namesection, enter path and file name of file you will upload

� Files uploaded to PeopleSoft should be in .xml format

� Take note of information entered into File name section since you will refer to it later

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Upload Journal Entry – PeopleSoft Login

� Click OK� Excel JE is now saved to

computer and is ready for upload to PeopleSoft

� Must access MaineStreet Financials to upload Excel JE

� After login, follow this path:Enterprise Applications > Financials > General Ledger >

Journals > Journal Entry > Import Journals > Spreadsheet Journals

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� Spreadsheet Journal Importpage appears with Find an Existing Valuepage open

� First time you upload Excel JE to PeopleSoft, must create Run Control ID

� Run Control ID is used whenever a process is run in PeopleSoft

Upload Journal Entry- Run Control ID

� Can save Run Controls for frequently used processes

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� To create Run Control ID, select Add a New Valuepage

� Enter name for Run Control ID

� Helps to apply name that relates to process

� Will only see Run Control Ids you create

� SelectAdd

Upload Journal Entry-Run Control ID

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� When you add new Run Control ID, Spreadsheet Journal Importpage opens

� In the future, will select Run Control ID from Find An Existing Value page

Upload Journal Entry- Run Control ID

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� All necessary information will appear on page

� In Attached File section, select icon to browse for file you saved to computer

Upload Journal Entry – Attach File

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� When icon selected, following dialog box opens:

� Select Browse to open Choose Filedialog box to browse your computer for previously saved JE file

Upload Journal Entry - Browse

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� File name will appear in Browse box

� Select Upload button to return to Spreadsheet Journal Import page

Upload Journal Entry - Upload

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� SelectRun and Process Scheduler Requestpage opens

Upload Journal Entry - Run

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� Complete Process Scheduler Requestpage as follows:

Upload Journal Entry – Process Scheduler

� Do not need to enter any information on this page

� Select OK button when ready

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� Spreadsheet Journal Importpage opens with Process Instancenumber assigned

� Number indicates JE file has been submitted to run

� Do not need to select Run button. When Process Instancenumber appears, file is already in process queue

Upload Journal Entry – Process Scheduler

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� SelectProcess Monitorlink to check progress

� Process Listpage opens

Upload Journal Entry – Process Monitor

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Upload Journal Entry – Process List

Initially, Run Statuswill display as Queued

** If all goes well, Run Statuswill display as Posted and then asSuccess

Find Process Instancenumber listed

SelectRefreshbutton to update Run Status display

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� A Run Status ofSuccessrefers to Run process

� Does not necessarily mean Excel Journal successfully imported into PeopleSoft


�Select Details link on Process Listpage

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� Process Detailpage opens

� SelectMessage Loglink to find out if Journal imported


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� Message Log page provides details of process

� Verify process completed successfully with 1 journals imported

Upload Journal Entry – Message Log

� SelectExplain button for additional details

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� If Excel Journal did not import, following message will appear:

Possible errors might include:• Invalid ChartField errors

• Invalid User ID

• Already existing Journal Entry with same Business Unit/Journal ID/ Journal Date combination

� To identify errors, return to Process Detail page and select View Log/Trace link

Upload Journal Entry – Errors

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Upload Journal Entry – View Log/Trace

� Message opens that describes error/s in Excel JE

� On View Log/Trace page, select secondMessage Loglink

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� In this example, there was an User ID error

� To correct error/s, return to Excel JE, correct error, save file and then initiate file upload process starting with Write Filefrom Spreadsheet Journal Importscreen

Upload Journal Entry – View Log/Trace

Incorrect text case

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Edit & Submit Journal Entry

� After Excel Journal Entry successfully imports into PeopleSoft, run it through same processes used for Journal Entries created online

� Edit process� Submit for Approval

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Edit Journal Sheet

� To edit an existing Excel JE, open PeopleSoft Excel file and select Edit button from Spreadsheet Journal Import screen

� When Edit Journal Sheetdialog opens, select Journal sheet file and chooseOK

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� After your Journal Sheet opens, select the button

� You can now apply changes to your Journal Header and Journal Lines

� Make certain to Save your changes!

Edit Journal Sheet

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� To delete a Journal Sheet, open the Spreadsheet Journal Import screen and select theDeletebutton

� The Delete Journal Sheetsdialog box will open

Delete Journal Sheet

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Delete Journal Sheet

� To delete one Journal Sheet, select sheet you want to delete and then select Deletebutton

� Hold Ctrl key down on keyboard to select multiple files

� To delete all Journal Sheets, selectAll and thenDelete

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Copy Journal Sheet

� To copy a Journal Sheet, open Spreadsheet Journal Import screen and select Copy button

� Copy Journal Sheetdialog box opens

� Copy option enables you to copy an existing Journal Sheet and use it to set up new worksheet with a new name

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Copy Journal Sheet

� Select Journal Sheet you want to copy

� Enter a new name in New Journal Sheetbox

� Select Copy and a new Journal Sheet opens

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Copy Journal Sheet

� It is exactly like the Journal Sheet you copied

� Select Edit button to create a new Journal ID and description

� New description does not carry through to existing lines

� You add lines for new departments that are to receive charges and delete lines for departments that have no charges

mainestreet financials 8.4 general ledger · a journal entry is used to update the general ledger...

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