welcome to gl330: processing journal entries. please set cell phones and pagers to silent refrain...
TRANSCRIPT
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Welcome to GL330: Processing Journal
Entries
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Please set cell phones and pagers to silent
Refrain from side discussions. We all want to hear what you have to say!
Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later
Two breaks and a one hour lunch are planned
Bathrooms / Snacks
First Things First
Welcome
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Get to know your fellow Trainers and Drivers!
Icebreaker
Welcome
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Training Materials Overview
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Produced in Microsoft Word
Contains key concepts, processes, and task information
required to complete a user’s role in SMART
Process flows and screenshots of the SMART system are
included
This is a great reference to use after training!
Training Materials Overview
Participant Guide
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Used to help the Trainer facilitate the course materials
Produced in Microsoft PowerPoint
Contains key content and graphics
Generally used at the beginning or end of each Lesson
Training Materials Overview
Concept Slides
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Used to present the flow of either business processes or
information within SMART
Training Materials Overview
Business Process Flows
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Produced in Microsoft Word
Contains a scenario for each activity completed in the training
database
Provides data that you must enter for the exercise
Organized by classrooms and users
Take note of the user ID assigned to you
Training Materials Overview
Activity Guide
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Demonstration – instructor only (hands off)
Walkthrough – instructor leads and participants complete
exercise with instructor (hands on)
Exercise – Participants complete on their own
Challenge – Participants complete on their own
Training Materials Overview
Activity Types
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An online help tool that contains user procedures for completing
tasks in SMART
Used in training to perform a simulation of a SMART task or to
be used during an activity as a help guide
UPKs are also available after training on the SMART Training
website
UPKs are simulated to have the look and feel of SMART, but do
not impact the production environment. It is a safe way to
practice tasks that you perform in SMART.
Training Materials Overview
User Productivity Kits (UPKs)
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A short document that contains key concepts or steps involved
in a course
Can be content or system related
Available for all participants to use during training
Used after training for quick reference from the Training Portion
of the SMART website
Referenced as often as possible during training to indicate the
“handiness” of the material
Training Materials Overview
Job Aids
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Are conducted using the SurveyMonkey tool
Please complete a course evaluations for each new course that
you attend
Trainers also complete a course evaluation at the end of each
class
Training Materials Overview
Course Evaluations
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Training Materials Overview
Questions
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Course Objectives
Upon completion of the course, you will be able to:
Describe the State of Kansas Journal end-to-end journal process
List the roles involved in the journal process and explain how the roles fit
into the activities in journal processing
Define key journal terms and concepts
Complete journal related tasks in SMART
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Lesson 1
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Lesson Objectives
After completing this lesson, you will be able to:
Explain key terms for general ledger
Describe the State of Kansas Journal Process
List and describe the roles involved in the journal process
Lesson 1: Journal Entry Overview
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Key Terms in the Journal Process General Ledger – The main accounting record of a business which uses
double-entry bookkeeping
Journal Date – The date of the journal transaction, resolves the accounting
period and fiscal year a transaction posts
Journal Entry – Summarized accounting entries from SMART Feeder
systems which are posted to the General Ledger. Also high-level reclass
accounting corrections.
Journal Header – The first page entered to create journal entries in general
ledger which includes the overall journal information such as the ledger, the
journal source, long and short descriptions, and more.
Journal Lines – Refers to each accounting line entered in General Ledger
Create Journal Entries consisting of appropriate ChartField and accounting values
Lesson 1: Journal Entry Overview
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Key Terms in the Journal Process Combination Edits – Defines rules about which ChartField values are
required in combination for accounting entries that are posted to the system
Budget Checking – Checks all journals against the applicable budgets,
including Appropriation, Cash and Agency Operating Budgets
Posting – Refers to the final step in the journal entry process. When a journal
is free of errors and approved by all parties it can be posted to the ledger.
Spreadsheet Journal Import – Enables you to enter journals offline using
Microsoft Excel and then import the journals into your PeopleSoft database. This
tool allows for quick entry and upload capability for journal entries.
Lesson 1: Journal Entry Overview
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Key Concepts in the Journal Process
The General Ledger in SMART is the module that contains the
accounting transactions that make up the accounting system of record
There are three ways that journals can be created in General
Ledger:
Journals are created through the Journal Generator process
Journals are entered online
Journals are uploaded using spreadsheet journal upload
Lesson 1: Journal Entry Overview
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Journal Process Roles
Kansas GL Processor: This role will be responsible for entering and
maintaining journals.
Kansas GL Approver: This role will be responsible for approving journals
in the workflow process before it goes to Accounts and Reports for approval.
Kansas GL Viewer: This role will be responsible for viewing the general
ledger data entered by other employees.
Lesson 1: Journal Entry Overview
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End-to-End Journal Process
Lesson 1: Journal Entry Overview
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General Ledger Workflow
Workflow is an automate process that takes a SMART transaction and routes
it to the next approver level to approve or deny. GL workflow governs the
journal entry approval (and denial) process.
GL workflow consists of processors and up to three pooled approval step
In pooled approval, all approvers are notified of a new transaction for
approval
Any one approver can approve the journal and it will advance to the next
approval step
At least one level of approval is required
Level 3 is required – Levels 1 and 2 are optional
Lesson 1: Journal Entry Overview
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State of Kansas Ledgers
The General Ledger contains multiple ledgers. Each ledger captures a
different type of financial data for a different purpose.
Kansas has a centrally maintained GL system. The Department of
Administration controls the official General Ledger for the State.
SMART uses modified-accrual accounting unlike the cash- basis ledger of
STARS.
The ACTUALS ledger serves as the primary ledger and reports the cash
balance in each fund, summarized subsystem journal entries, and journal
entries directly posted to the ACTUALS ledger.
Lesson 1: Journal Entry Overview
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State of Kansas Ledgers
A separate ledger is used for Statewide Comprehensive Annual Financial
Report (CAFR) reporting and year-end adjustments to comply with
Governmental Accounting Standards Board (GASB). Both the Primary and
Reporting ledger can be combined to satisfy reporting requirements.
Statistical codes are captured at the agency level and used to record
statistical information
Stat codes are entered via the GL Journal Entry screen or within a voucher
transaction. Some examples include floor space, full-time equivalent
workdays, shipment size, or generic units. The table of valid stat codes is
centrally maintained.
Lesson 1: Journal Entry Overview
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Lesson Summary
In this lesson, you have learned to:
List the basic key terms in the journal process
Describe the end-to-end journal process
List and describe the roles involved in the journal process
Explain the State of Kansas Ledgers
Lesson 1: Journal Entry Overview
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Lesson Checkpoint
1. List three ways that journals can be created in General Ledger:• • •
2. Most journals are created by processing accounting entries from the SMART modules using what?
3. True or False? The GL Viewer role will be responsible for approving journals in the workflow process before it is posted to the ledger.
Lesson 1: Journal Entry Overview
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Training Materials Overview
Questions
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Lesson 2
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Lesson Objectives
After completing this lesson, you will be able to:
Create a new journal entry in SMART
Enter control totals for a journal
Mark a journal as incomplete
Copy a journal using both the journal lines page and the Copy Journals
process
Modify a journal that has not been posted
Lesson 2: Creating a Journal Entry in SMART
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Creating a New Journal Entry
Use the journal header page to enter overall information about the journal
entry
The header contains the information that uniquely identifies the journal
A single journal entry must be at least two lines in length because total
debits must equal total credits for a single journal entry
Journal entries must balance debits and credits by Fund and Budget Unit
The account numbers you enter here classify the nature of the transaction
Lesson 2: Creating a Journal Entry in SMART
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Begin ActivitiesWe will now complete a walkthrough using a UPK: Creating and Editing a Journal Online
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Begin ActivitiesWe will now complete Activity 1 – 2:
Creating a Journal Online in your Activity Guide
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Saving a Journal with Incomplete Status
If you are not ready to submit a journal for approval, use the Save Journal
Incomplete Status checkbox
Once you return to the journal and complete your data entry, clear the
Save Journal Incomplete Status check box to allow the journal to move
through the approval process
Lesson 2: Creating a Journal Entry in SMART
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Begin ActivitiesWe will now complete Activity 3: Completing a Journal Marked Incomplete in your Activity
Guide
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Control Totals
Use control totals to monitor journal entry amounts
As you enter the journal lines, SMART displays a running total of the actual
debits, credits, and lines, as well as the net difference between the
amounts entered and the control totals
When you edit the journal and the control totals do not equal the actual
totals, SMART flags the journal as having errors
The journal errors need to be corrected before the journal entry can be
posted in SMART
Lesson 2: Creating a Journal Entry in SMART
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Begin ActivitiesWe will now complete a walkthrough using a
UPK: Creating Control Totals
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Begin ActivitiesWe will now complete Activity 4: Creating
Control Totals in your Activity Guide
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Copying a Journal Entry
To avoid having to retype the same information, you can use an existing
journal as the basis for a new journal entry
You can copy posted or unposted journals and then change the header or
detail lines, as needed
There are two methods for copying a journal:
Use the Journal Entry page and choose the Copy Journal process
Use the Copy Journal page to run the copy process
Lesson 2: Creating a Journal Entry in SMART
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Begin ActivitiesWe will now complete Activity 5 – 6: Copying
a Journal in your Activity Guide
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Lesson Summary
In this lesson you have learned how to:
Create a new journal entry in SMART
Enter control totals for a journal
Mark a journal as incomplete
Copy a journal using both the journal lines page and the Copy Journals
process
Modify a journal that has not been posted
Lesson 2: Creating a Journal Entry in SMART
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Training Materials Overview
Questions
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Lesson 3
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Lesson Objectives
After completing this lesson, you will be able to:
Explain the importance of spreadsheet journal uploads in SMART
List the requirements for importing spreadsheets journals into SMART
Demonstrate the steps to successfully import a spreadsheet journal
Lesson 3: Importing Spreadsheet Journals in SMART
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Benefits of Using Spreadsheet Journals
Ease of keying large journals – speedier and more efficient.
Recurring or repetitive journals can be saved and easily updated for
changing dates and amounts.
The accounting data necessary to create a journal is oftentimes already in
an Excel spreadsheet and could easily be copied into the spreadsheet
template
Unlike online journal entry, there is no dropdown lists for ChartField values
and no validation against the database until the journal has been imported
and saved
Lesson 3: Importing Spreadsheet Journals in SMART
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Spreadsheet Journal Upload Process
Lesson 3: Importing Spreadsheet Journals in SMART
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File Requirements for Spreadsheet Journal Import
Three required files for Spreadsheet Journal Import (SJI): JRNL1.xls - Journal Workbook that is used to create and maintain
spreadsheet journals. You can create multiple journal workbooks with
different names.
GLLOG.xlt - Message Log Template is used to record information
about the SJI process. Do not move or change the name of this file.
JRNLMCRO.xla – Compiled Macro Sheet is used to control
information for the workbook. Do not move or change the name of this
file.
Lesson 3: Importing Spreadsheet Journals in SMART
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Importing a Spreadsheet Journal
After you create a file for import, you log into SMART and use the
spreadsheet journal import batch process to upload the file
The following are examples of error and warning messages that might be
logged during spreadsheet journal import:
Logs error if “NEXT” is not used where only “NEXT” should be used.
Logs journal header validation errors
Logs journal line validation errors
Logs message for skipped journal headers
Logs message for skipped invalid journals
After importing a journal from a spreadsheet, you must edit the journal
before viewing it
Lesson 3: Importing Spreadsheet Journals in SMART
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Begin ActivitiesWe will now complete a walkthrough using a
UPK: Uploading a Spreadsheet Journal
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Begin ActivitiesWe will now complete Activity 7: Uploading a Spreadsheet Journal in your Activity Guide
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Learning Checkpoint
1. List three benefits of using Spreadsheet Journal Import (SJI):• • •
2. At what point in the SJI process are journal entries validated for errors?
3. True or False? The SJI process requires no prior setup on your workstation.
Lesson 3: Importing Spreadsheet Journals in SMART
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Lesson Summary
In this lesson, you have learned:
Spreadsheet journal Import makes keying large journals faster
Spreadsheet Journal Import make keying recurring journals easier
Your agency technical staff must load all of the necessary files on your
workstation before you can import spreadsheet journals
The basic steps to importing a spreadsheet journal
Lesson 3: Importing Spreadsheet Journals in SMART
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Training Materials Overview
Questions
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Lesson 4
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Lesson Objectives
After completing this lesson, you will be able to:
Edit a journal using the Journal Edit batch process
Edit a journal online
View and correct journal entry errors
Approve journals for posting
Lesson 4: Processing Journals
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Journal Edit Process
After a journal is entered in SMART, it must be edited before it can be
posted
The Journal Edit process ensures that the ChartField values are valid,
debits equal credits, and journal entries are flagged for posting to the
SMART general ledger
SMART has automatic batch processes that run each night to edit, budget
check and post journal entries to the general ledger
Editing journals entails entering a process request on the Edit Journals
Request page, and then activating a batch journal edit on the Process
Scheduler Request page
Lesson 4: Processing Journals
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Begin ActivitiesWe will now complete Activity 8 – 9: Editing
a Journal Online in your Activity Guide
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Begin ActivitiesWe will now complete Activity 10: Editing Journals Using a Batch Process in your
Activity Guide
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Begin ActivitiesWe will now complete a walkthrough using a
UPK: Editing Journals Using a Batch Process
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Errors in Journal Processing
After journals are entered and approved, they must be edited. Some examples of journal errors that must be corrected before a journal can post:
A journal entry cannot be posted if one or more of the following conditions
are true:
The accounting period is not currently open
Total debits do not equal total credits
Any control totals entered with the journal header do not match the
actual totals for the journal
One or more journal lines use inactive or invalid ChartFields as of the
journal date
Lesson 4: Processing Journals
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Begin ActivitiesWe will now complete Activity 11: Vieiwing
Journal Errors in your Activity Guide
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Begin ActivitiesWe will now complete Activity 12: Viewing
and Correcting Journal Entries in your Activity Guide
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Approving Journals to Post
Approving a journal entry is defined as the process of evaluating that the
journal entry is correct and approving the transaction
An Approval Status effectively marks a journal for posting
Journal posting runs as a background process at night. If a journal needs
to be posted before the batch process runs, contact the Division of
Accounts and Reports for assistance.
Lesson 4: Processing Journals
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Lesson Summary
In this lesson you have learned:
Edit a journal using the Journal Edit batch process Edit a journal online
View and correct journal entry errors
Approve journals for posting
Lesson 4: Processing Journals
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Training Materials Overview
Questions
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Lesson 5
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Lesson Objectives
After completing this lesson, you will be able to:
View a journal status
Perform a Ledger Inquiry
Perform a Journal Inquiry
Drill down from Journal Inquiry and review an existing journal
Lesson 5: Reviewing Journals in SMART
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Reviewing JournalsYou have several options in SMART for reviewing journals. You can:
View a journal status using the Review Journal status page
Perform a Ledger Inquiry
Perform a Journal Inquiry
Drill down from Journal Inquiry and review an existing journal
Inquire on one or more journals and check their status using the Journal
Inquiry page
Lesson 5: Reviewing Journals in SMART
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Journal Statuses
Throughout the end-to-end journal process, your journal will move through several statuses.
StatusCode
Status Description
N Edit Required Journal has not been edited; therefore, cannot be posted
E Errors Journal has been edited and contains errors.
V Valid Journal has passed editing and is ready to be posted
P Posted Journal has been posted to the ledger(s)
I Incomplete Posting incomplete – repost ASAP
T Journal Incomplete Journal is incomplete and is to be bypassed in processing
Lesson 5: Reviewing Journals in SMART
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Begin ActivitiesWe will now complete Activity 13:
Performing a Ledger Inquiry in your Activity Guide
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Begin ActivitiesWe will now complete Activity 14 – 15:
Performing a Journal Inquiry in your Activity Guide
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Lesson Summary
In this lesson you have learned how to:
View a journal status
Mark a journal as incomplete
Perform a Ledger Inquiry
Perform a Journal Inquiry
Drill down from Journal Inquiry and review an existing journal
Lesson 5: Reviewing Journals in SMART
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Training Materials Overview
Questions
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Closing the Day
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Use the following resources
SMART Training Website http://da.ks.gov/smart/training.html
SMART Training Team Contact us at [email protected]
SMART materials Review, Review, Review your SMART materials after
training!!
Resources Available
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Questions
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Evaluation
Please fill out the evaluation for today’s instructor led training session!
http://www.surveymonkey.com/s/SMARTtrainingGL330
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Thanks for coming and participating
today!