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STATE OF INDIANA
ENCOMPASS
UPK Training Guide:
General Ledger
COPYRIGHT & TRADEMARKS
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ENCOMPASS UPK Training Guide
Table of ContentsGeneral Ledger..................................................................................................................1
Create a New Journal Entry..........................................................................................................1Copy a Journal Entry..................................................................................................................10Fix Journal Entry with Errors.....................................................................................................24Create a Reversing Journal Entry...............................................................................................35Create a Journal Entry with Budget Checking Errors................................................................47Create an Interunit Journal Entry...............................................................................................57Create an Intraunit Journal Entry...............................................................................................66Using the Spreadsheet Journal Upload Template.......................................................................76Create an Entry using Spreadsheet Journal Upload...................................................................82
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General LedgerThe General Ledger Lesson is designed to demonstrate the recommended procedures to enter and process different types of Journal Entries in ENCOMPASS.
The following topics will provide hands on, step by step instruction:
• Create a New Journal Entry• Copy a Journal Entry• Fix Journal Entry with Errors• Create a Reversing Journal Entry• Create a Journal Entry with Budget Checking Errors• Create an Interunit Journal Entry• Create an Intraunit Journal Entry• Using the Spreadsheet Journal Upload Template• Create an Entry using Spreadsheet Journal Upload
Create a New Journal Entry
Procedure
Journal Entry Processing accepts journal entry input transactions, edits them for accuracy and completeness, budget checks transactions to verify adequate budget authority, submits the journals to the workflow process for approval and posts the journals to a ledger. After posting, the original journal entries are retained by ENCOMPASS General Ledger for analysis and audit trail purposes.
The Journal entry page used in this topic has been customized. See the "Customize Page Appearance" topic in the Navigation Lesson for more information.
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
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Step Action
1. Click the Scrollbar.
2. Click the General Ledger link.
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Step Action
3. Click the Journals link.
4. Click the Journal Entry link.
5. Click the Create/Update Journal Entries link.
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Step Action
6. Enter the desired information into the Business Unit field. Enter "00050".
7. REMEMBER
The Journal Date will default to "today's date". Be aware of this date to ensure the journal entry will be processed in the correct Accounting Period and Fiscal Year. This is especially important at Month and Year End.
8. Click the Add button.
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Step Action
9. Enter the desired information into the Long Description field. Enter "Record revenues collected for the current day.".
10. REMEMBER
The *Ledger Group and *Source are required fields and will default based upon your security setup.
11. REMEMBER
Verify the Fiscal Year and Period for the journal. If the entry is not set to record in the correct Period or Fiscal Year, stop now and click the Add button to start over.
12. REMEMBER
Every 2 hours GMIS runs the journal edit process for all journal entries. If the entry is not ready to be edited, check the Save Journal Incomplete Status checkbox. This checkbox will mark the journal with an incomplete status and the journal will not be picked up in the scheduled edit process. Journal entries can be edited online even if this box is checked.
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Step Action
13. Click the Lines tab.
Step Action
14. Enter the desired information into the Fund field. Enter "10470".
15. Enter the desired information into the Account field. Enter "110102".
16. Enter the desired information into the Program field. Enter "10000".
17. Enter the desired information into the Dept field. Enter "007001".
18. Enter the desired information into the Bud Ref field. Enter "2009".
19. Enter the desired information into the Amount field. Enter "135000".
20. Click the Scrollbar.
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Step Action
21. REMEMBER
The Reference and Journal Line Description fields are text fields to provide additional information pertaining to the specific line of the journal entry. The information entered on these fields will copy down when new rows are added but can be edited.
22. Enter the desired information into the Journal Line Description field. Enter "Record cash entry".
23. Click the Scrollbar.
24. Enter the desired information into the Lines to add field. Enter "4".
25. Click the Insert Lines button.
26. Enter the desired information into the Account field. Enter "430130".
27. Enter the desired information into the Amount field. Enter "-40000".
28. Enter the desired information into the Account field. Enter "430140".
29. Enter the desired information into the Amount field. Enter "-20000".
30. Enter the desired information into the Account field. Enter "430150".
31. Enter the desired information into the Amount field. Enter "-30000".
32. Enter the desired information into the Account field. Enter "430160".
33. Enter the desired information into the Amount field. Enter "-45000".
34. Click the Save button.
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Step Action
35. Click the OK button.
36. REMEMBER
When the journal entry has been successfully saved, the word NEXT in the Journal ID will be replaced with the next available value.
37. REMEMBER
Run the Edit Journal process after the journal is complete to validate the accuracy of the following:
- Charfields are correct- Debits equal Credits- Chartfield combinations follow rules set up by ENCOMPASS- The accounting period used in the journal entry is open and available for processing
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Step Action
38. Click the Process button.
39. REMEMBER
Once the Edit Journal process has completed, verify the Journal Status and the Budget Status are (V)alid. If either status are marked (E)rror, the error must be fixed before any further processing can take place.
40. Click the Process list.
41. When the journal entry is (V)alid for both Journal Status and Budget Status, the Submit Journal process must be run to start the approval process. Once submitted, workflow will route the journal to the Financial Controller for approval.
Click the Submit Journal list item.
42. Click the Process button.
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Step Action
43. Click the Approval tab.
44. REMEMBER
The Approval page will show the current workflow status of the journal entry. All journals must be approved by the Financial Controller of the agency. The system is configured to route journals through workflow for AOS approval.
45. You have successfully completed this topic. You may review this topic again or continue with the next item in this lesson.End of Procedure.
Copy a Journal Entry
Procedure
Existing journal entries can be copied to create new journal entries. This tool is useful in saving input time and key strokes, when creating repeat entries or when making minor changes.
The Journal entry page used in this topic has been customized. See the "Customize Page Appearance" topic in the Navigation Lesson for more information.
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
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Step Action
1. Click the Scrollbar.
2. Click the General Ledger link.
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Step Action
3. Click the Journals link.
4. Click the Journal Entry link.
5. Click the Create/Update Journal Entries link.
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Step Action
6. Click the Find an Existing Value tab.
7. Enter the desired information into the Business Unit field. Enter "00050".
8. REMEMBER
Enter the Journal ID of the entry to be copied. If the Journal ID is not known, use the other criteria fields to narrow the search and find the entry.
9. Enter the desired information into the Journal ID field. Enter "0001040418".
10. Click the Journal Header Status dropdown list.
11. REMEMBER
When searching for a Journal Entry, the Journal Header Status field will default to No Status - Needs to be Edited. This status is only applicable when a Journal requires editing.
Use the Blank value to search all transaction statuses or select the specific Journal Header Status desired.
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Step Action
12. Click the Blank list item.
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Step Action
13. Click the Search button.
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Step Action
14. Click the Lines tab.
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Step Action
15. Click the *Process list.
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Step Action
16. Click the Copy Journal list item.
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Step Action
17. Click the Process button.
18. REMEMBER
The Journal Date will default to "today's date". Change the date to the appropriate date for the new journal entry. To change the date, enter the new date or click on the calendar icon to see a complete calendar.
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Step Action
19. If you check the Reverse Signs checkbox, the journal entry will be created with the opposite signs of the original entry.
For example - if there is a debit to an amount on the original entry when the copy is created, that amount will be credited.Click the Reverse Signs option.
20. The Recalculate Budget Date checkbox must be checked each time a journal entry is copied. This field will recalculate the original budget date to the new journal entry budget date.Click the Recalculate Budget Date option.
21. REMEMBER
Every 2 hours GMIS runs the journal edit process for all journal entries. If the entry is not ready to be edited, check the Save Journal Incomplete Status checkbox. This checkbox will mark the journal with an incomplete status and the journal will not be picked up in the scheduled edit process. Journal entries can be edited online even if this box is checked.
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Step Action
22. Click the OK button.
23. REMEMBER
Once the Copy Journal process is complete, the system takes the user directly to the new journal entry. The user can modify the new entry, if needed. As with any other journal, users will need to Edit, Budget Check and Submit Journal for approval.
24. REMEMBER
The Edit Journal process is run after the journal is complete to validate the accuracy of the following:
- Charfields are correct- Debits equal credits- Chartfield combinations follow rules set up by ENCOMPASS- The accounting period used in the journal entry is open and available for processing
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Step Action
25. Click the Process button.
26. REMEMBER
Once the Edit Journal process has completed, verify the Journal Status is (V)alid and the Budget Status is (V). If either status is marked (E)rror, the error must be fixed before any further processing can take place.
27. Click the *Process list.
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Step Action
28. Once the journal entry is (V)alid for both Journal Status and Budget Status, the Submit Journal process must be run to start the approval process. Once submitted, workflow will route the journal to the Financial Controller for approval.
Click the Submit Journal list item.
Step Action
29. Click the Process button.
30. Click the Approval tab.
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Step Action
31. REMEMBER
The Approval page will show the current workflow status of the journal entry. All journals must be approved by the Financial Controller of the agency. The system is configured to route journals through workflow for AOS approval.
32. You have successfully completed this topic. You may review this topic again or continue with the next item in this lesson.End of Procedure.
Fix Journal Entry with Errors
Procedure
When creating journal entries, there are edits built into the General Ledger that will catch mistakes and prevent users from entering invalid values. This topic shows how to look for these errors and how to correct them.
The Journal entry page used in this topic has been customized. See the "Customize Page Appearance" topic in the Navigation Lesson for more information.
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
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Step Action
1. Click the Scrollbar.
2. Click the General Ledger link.
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Step Action
3. Click the Journals link.
4. Click the Journal Entry link.
5. Click the Create/Update Journal Entries link.
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Step Action
6. Enter the desired information into the Business Unit field. Enter "00050".
7. REMEMBER
The Journal Date will default to "today's date". Be aware of this date to ensure the journal entry will be processed in the correct Accounting Period and Fiscal Year. This is especially important at Month and Year End.
8. Click the Add button.
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Step Action
9. Enter the desired information into the Long Description field. Enter "Accrue expenses for the recruitment of an ERP Systems manager.".
10. REMEMBER
The *Ledger Group and *Source are required fields and will default based upon your security setup.
11. REMEMBER
Verify the Fiscal Year and Period for the journal. If the entry is not set to record in the correct Period or Fiscal Year, stop now and click the Add button to start over.
12. REMEMBER
Every 2 hours GMIS runs the journal edit process for all journal entries. If the entry is not ready to be edited, check the Save Journal Incomplete Status checkbox. This checkbox will mark the journal with an incomplete status and the journal will not be picked up in the scheduled edit process. Journal entries can be edited online even if this box is checked.
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Step Action
13. Click the Lines tab.
Step Action
14. Enter the desired information into the Fund field. Enter "10470".
15. Enter the desired information into the Account field. Enter "531026".
16. Enter the desired information into the Dept field. Enter "007001".
17. Enter the desired information into the Bud Ref field. Enter "2009".
18. Enter the desired information into the Amount field. Enter "5300".
19. Click the Scrollbar.
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Step Action
20. REMEMBER
The Reference and Journal Line Description fields are text fields to provide additional information pertaining to the specific line of the journal entry. The information entered on these fields will copy down when new rows are added, but can be edited if necessary.
21. Enter the desired information into the Journal Line Description field. Enter "Accrue expenses".
22. Click the Scrollbar.
23. Click the Insert Lines button.
24. Enter the desired information into the Account field. Enter "211150".
25. Enter the desired information into the Program field. Enter "10000".
26. Click the Save button.
27. REMEMBER
When the journal entry has been successfully saved, the word NEXT in the Journal ID will be replaced with the next available value.
28. REMEMBER
The Edit Journal process is run after the journal is complete to validate the accuracy of the following:
- Charfields are correct- Debits equal credits- Chartfield combinations follow rules set up by ENCOMPASS- The accounting period used in the journal entry is open and available for processing
29. Click the Process button.
30. REMEMBER
Once the Edit Journal process has completed, verify the Journal Status and the Budget Status are (V)alid. If either status is marked (E)rror, the error must be fixed before any further processing can take place.
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Step Action
31. If the Journal Status is (E), there are three ways to navigate to the Errors page:
1. Click on the Errors tab to go to the Errors page 2. Click on the (X) on Line 1 3. Click the (E) below the Journal Status on the Totals bar
Click the Errors tab.
32. REMEMBER
There are many possible errors that can occur during data entry. Users must correct both the Header Errors and the Line Errors before the journal can be submitted for approval.
The error listed on this page is a Line Error showing a Combination Edit error. The Combination Edit Rule is looking for a Budget Reference, Fund, Program and Department ID on each line. In this example, Line 1 is missing the Program Code. This must be corrected or the journal can not be approved.
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Step Action
33. Click the Lines tab.
Step Action
34. Enter the desired information into the Program field. Enter "10000".
35. Click the Save button.
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Step Action
36. Click the OK button.
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Step Action
37. Click the Process button.
38. Click the *Process dropdown list.
39. When the journal entry is (V)alid for both Journal Status and Budget Status, the Submit Journal process must be run to start the approval process. Once submitted, workflow will route the journal to the Financial Controller for approval.
Click the Submit Journal list item.
40. Click the Process button.
41. Click the Approval tab.
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Step Action
42. REMEMBER
The Approval page will show the current workflow status of the journal entry. All journals must be approved by the Financial Controller of the agency. The system is configured to route journals through workflow for AOS approval.
43. You have successfully completed this topic. You may review this topic again or continue with the next item in this lesson.End of Procedure.
Create a Reversing Journal Entry
Procedure
A Reversing Journal Entry is used when the current entry needs to be reversed in the future. This feature automatically creates a journal entry with a date specified by the user, after the original entry has been edited, approved and posted.
The Journal entry page used in this topic has been customized. See the "Customize Page Appearance" topic in the Navigation Lesson for more information.
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
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Step Action
1. Click the Scrollbar.
2. Click the General Ledger link.
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Step Action
3. Click the Journals link.
4. Click the Journal Entry link.
5. Click the Create/Update Journal Entries link.
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Step Action
6. Enter the desired information into the Business Unit field. Enter "00050".
7. Click the Add button.
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Step Action
8. Enter the desired information into the Long Description field. Enter "Accrue utility bill for the current month.".
9. Click the Reversal: Do Not Generate Reversal link.
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Step Action
10. When creating a Reversing Journal Entry, select any of the options listed to define the new journal date. Click the Beginning of Next Period option.
11. REMEMBER
If the option chosen is On Date Specified By User, click in the Reversal Date field and enter the date the journal is to be reversed.
12. Click the OK button.
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Step Action
13. Click the Lines tab.
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Step Action
14. Enter the desired information into the Fund field. Enter "10470".
15. Enter the desired information into the Account field. Enter "520102".
16. Enter the desired information into the Program field. Enter "10000".
17. Enter the desired information into the Dept field. Enter "007001".
18. Enter the desired information into the Bud Ref field. Enter "2009".
19. Enter the desired information into the Amount field. Enter "35".
20. Click the Scrollbar.
21. REMEMBER
The Reference and Journal Line Description fields are text fields to provide additional information pertaining to the specific line of the journal entry. The information entered on these fields will copy down when new rows are added but can be edited.
22. Enter the desired information into the Journal Line Description field. Enter "Accrue Sewer bill".
23. Click the Scrollbar.
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Step Action
24. Click the Insert Lines button.
25. Enter the desired information into the Account field. Enter "211150".
26. Click the Save button.
Step Action
27. Click the OK button.
28. REMEMBER
When the journal entry has been successfully saved, the word NEXT in the Journal ID will be replaced with the next available value.
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Step Action
29. REMEMBER
The Edit Journal process is run after the journal is complete to validate the accuracy of the following:
- Charfields are correct- Debits equal Credits- Chartfield combinations follow rules set up by ENCOMPASS- The accounting period used in the journal entry is open and available for processing
Step Action
30. Click the Process button.
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Step Action
31. REMEMBER
Once the Edit Journal process has completed, verify the Journal Status is (V)alid and the Budget Status is (V). If either status is marked (E)rror, the error must be fixed before any further processing can take place.
32. Click the *Process dropdown list.
Step Action
33. REMEMBER
Once the Journal Status and Budget Status are (V)alid, the Submit Journal process will send the journal through workflow to the Agency Financial Controller for approval.
Click the Submit Journal list item.
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Step Action
34. Click the Process button.
35. Click the Approval tab.
36. REMEMBER
The Approval page will show the current workflow status of the journal entry. All journals must be approved by the Financial Controller of the agency. The system is configured to route journals through workflow for AOS approval.
37. You have successfully completed this topic. You may review this topic again or continue with the next item in this lesson.End of Procedure.
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Create a Journal Entry with Budget Checking Errors
Procedure
In ENCOMPASS, controlled budgets are defined for each fund. Budget Checking (BC) is processed for every entry, to validate adequate spending authority. If BC fails, Journal Entries will be marked in an Error status. This topic will demonstrate how to identify and troubleshoot the errors.
The Journal entry page used in this topic has been customized. See the "Customize Page Appearance" topic in the Navigation Lesson for more information.
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
Step Action
1. Click the Scrollbar.
2. Click the General Ledger link.
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Step Action
3. Click the Journals link.
4. Click the Journal Entry link.
5. Click the Create/Update Journal Entries link.
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Step Action
6. Enter the desired information into the Business Unit field. Enter "00050".
7. REMEMBER
The Journal Date will default to "today's date". Be aware of this date to ensure the journal entry will be processed in the correct Accounting Period and Fiscal Year. This is especially important at Month and Year End.
8. Click the Add button.
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Step Action
9. Enter the desired information into the Long Description field. Enter "Accrue Payroll".
10. REMEMBER
The *Ledger Group and *Source are required fields and will default based upon your security setup.
11. REMEMBER
Verify the Fiscal Year and Period for the journal. If the entry is not set to record in the correct Period or Fiscal Year, stop now and click the Add button to start over.
12. REMEMBER
Every 2 hours GMIS runs the journal edit process for all journal entries. If the entry is not ready to be edited, check the Save Journal Incomplete Status checkbox. This checkbox will mark the journal with an Incomplete status and the journal will not be picked up in the scheduled edit process. Journal entries can be edited online even if this box is checked.
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Step Action
13. Click the Lines tab.
Step Action
14. Enter the desired information into the Fund field. Enter "14780".
15. Enter the desired information into the Account field. Enter "510100".
16. Enter the desired information into the Program field. Enter "10000".
17. Enter the desired information into the Dept field. Enter "007001".
18. Enter the desired information into the Bud Ref field. Enter "2009".
19. Enter the desired information into the Amount field. Enter "12000".
20. Click the Scrollbar.
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Step Action
21. REMEMBER
The Reference and Journal Line Description fields are text fields to provide additional information pertaining to the specific line of the journal entry. The information entered on these fields will copy down when new rows are added, but can be edited if necessary.
22. Enter the desired information into the Journal Line Description field. Enter "Accrue salaries".
23. Click the Scrollbar.
24. Enter the desired information into the Lines to add field. Enter "2".
25. Click the Insert Lines button.
26. Enter the desired information into the Account field. Enter "510200".
27. Enter the desired information into the Amount field. Enter "5000".
28. Enter the desired information into the Account field. Enter "211150".
29. Enter the desired information into the Amount field. Enter "-17000".
30. Click the Save button.
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Step Action
31. Click the OK button.
32. REMEMBER
When the journal entry has been successfully saved, the word NEXT in the Journal ID will be replaced with the next available value.
33. REMEMBER
The Edit Journal process is run after the journal is complete to validate the accuracy of the following:
- Charfields are correct- Debits equal credits- Chartfield combinations follow rules set up by ENCOMPASS- The accounting period used in the journal entry is open and available for processing
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Step Action
34. Click the Process button.
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Step Action
35. Click the OK button.
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Step Action
36. Click the Budget Status link.
37. REMEMBER
Typically, the messages encountered when Budget Checking fails are :
1. No Budget Exists - the budget has not been set up for the Fund/Account and Budget Period combination2. Budget Exceeds Tolerance - the entry amount exceeds the existing budget for the Fund/Account and Budget Period combination
The Agency Budget Analyst will review / update budgets and assist in troubleshooting Budget Exceptions.
38. You have successfully completed this topic. You may review this topic again or continue with the next item in this lesson.End of Procedure.
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Create an Interunit Journal Entry
Procedure
Interunit Accounting enables users to enter a minimal number of journal entry lines to record a transaction between related Business Units. Users will not have to input all the lines that are required to fully balance the entry. ENCOMPASS has been configured to balance journal entries, by Business Unit and Fund, during the edit process.
Interunit Journals will be submitted for approval through workflow to all Agency's Financial Controllers and AOS.
The Journal entry page used in this topic has been customized. See the "Customize Page Appearance" topic in the Navigation Lesson for more information.
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
Step Action
1. Click the Scrollbar.
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Step Action
2. Click the General Ledger link.
Step Action
3. Click the Journals link.
4. Click the Journal Entry link.
5. Click the Create/Update Journal Entries link.
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Step Action
6. Enter the desired information into the Business Unit field. Enter "00050".
7. REMEMBER
The Journal Date will default to "today's date". Be aware of this date to ensure the journal entry will be processed in the correct Accounting Period and Fiscal Year. This is especially important at Month and Year End.
8. Click the Add button.
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Step Action
9. Enter the desired information into the Long Description field. Enter "Record transfer of expenses for Business Services between BU 00050 and 00300".
10. REMEMBER
The *Ledger Group and *Source are required fields and will default based upon your security setup.
11. REMEMBER
Verify the Fiscal Year and Period for the journal. If the entry is not set to record in the correct Period or Fiscal Year, stop now and click the Add button to start over.
12. REMEMBER
Every 2 hours GMIS runs the journal edit process for all journal entries. If the entry is not ready to be edited, check the Save Journal Incomplete Status checkbox. This checkbox will mark the journal with an incomplete status and the journal will not be picked up in the scheduled edit process. Journal entries can be edited online even if this box is checked.
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Step Action
13. Click the Lines tab.
Step Action
14. Enter the desired information into the Fund field. Enter "10470".
15. Enter the desired information into the Account field. Enter "531026".
16. Enter the desired information into the Program field. Enter "10000".
17. Enter the desired information into the Dept field. Enter "007001".
18. Enter the desired information into the Bud Ref field. Enter "2009".
19. Enter the desired information into the Amount field. Enter "35".
20. Click the Scrollbar.
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Step Action
21. REMEMBER
The Reference and Journal Line Description fields are text fields to provide additional information pertaining to the specific line of the journal entry. The information entered on these fields will copy down when new rows are added but can be edited.
22. Enter the desired information into the Journal Line Description field. Enter "Business Administration".
23. Click the Scrollbar.
24. Click the Insert Lines button.
25. Enter the desired information into the Unit field. Enter "00300".
26. Enter the desired information into the Fund field. Enter "19100".
27. Enter the desired information into the Account field. Enter "531026".
28. Enter the desired information into the Program field. Enter "10000".
29. Enter the desired information into the Dept field. Enter "055000".
30. Enter the desired information into the Bud Ref field. Enter "2009".
31. Click the Save button.
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Step Action
32. Click the OK button.
33. REMEMBER
When the journal entry has been successfully saved, the word NEXT in the Journal ID will be replaced with the next available value.
34. REMEMBER
The Edit Journal process is run after the journal is complete to validate the accuracy of the following:
- Charfields are correct- Debits equal Credits- Chartfield combinations follow rules set up by ENCOMPASS- The accounting period used in the journal entry is open and available for processing
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Step Action
35. Click the Process button.
36. REMEMBER
ENCOMPASS has been configured to "balance" journal entries by Business Unit and Fund during the Edit process.
Notice the two additional lines inserted after the Edit process completed; one for each Business Unit and Fund combination. These balancing lines are not editable. The Account on each line will always be Inter/Intraunit Cash (111500). The remaining Chartfields for each balancing line will be inherited from the unique combinations entered by the user.
37. REMEMBER
Once the Edit Journal process has completed, verify the Journal Status and Budget Status are (V)alid. If either status is marked (E)rror, the error must be fixed before any further processing can take place.
38. Click the *Process list.
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Step Action
39. REMEMBER
Once the journal entry is (V)alid for both Journal Status and Budget Status, the Submit Journal process must be run to start the approval process. Once submitted, the journal will be internally moved to the Financial Controller for approval.
Click the Submit Journal list item.
40. Click the Process button.
Step Action
41. Click the Approval tab.
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Step Action
42. REMEMBER
The Approval page will show the current workflow status of the journal entry. All journals must be approved by the Financial Controller of the agency. The system is configured to route journals through workflow for AOS approval.
In this exercise, notice that Interunit Journals require the Financial Controller for each Business Unit to approve this journal before it can be routed to AOS for approval and processing.
43. You have successfully completed this topic. You may review this topic again or continue with the next item in this lessonEnd of Procedure.
Create an Intraunit Journal Entry
Procedure
Intraunit Accounting enables users to enter a minimal number of journal entry lines to record a transaction for a Business Unit between funds. Users will not have to input all the lines that are required to fully balance the entry. ENCOMPASS has been configured to balance journal entries, by Business Unit and Fund, during the edit process.
Intraunit Journals are submitted through workflow for approval by the Agency's Financial Controller and AOS.
The Journal entry page used in this topic has been customized. See the "Customize Page Appearance" topic in the Navigation Lesson for more information.
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
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Step Action
1. Click the Scrollbar.
2. Click the General Ledger link.
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Step Action
3. Click the Journals link.
4. Click the Journal Entry link.
5. Click the Create/Update Journal Entries link.
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Step Action
6. Enter the desired information into the Business Unit field. Enter "00050".
7. REMEMBER
The Journal Date will default to "today's date". Be aware of this date to ensure the journal entry will be processed in the correct Accounting Period and Fiscal Year. This is especially important at Month and Year End.
8. Click the Add button.
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Step Action
9. Enter the desired information into the Long Description field. Enter "Correct journal entry entered with incorrect fund.".
10. REMEMBER
The *Ledger Group and *Source are required fields and will default based upon your security setup.
11. REMEMBER
Verify the Fiscal Year and Period for the journal. If the entry is not set to record in the correct Period or Fiscal Year, stop now and click the Add button to start over.
12. REMEMBER
Every 2 hours GMIS runs the journal edit process for all journal entries. If the entry is not ready to be edited, check the Save Journal Incomplete Status checkbox. This checkbox will mark the journal with an incomplete status and the journal will not be picked up in the scheduled edit process. Journal entries can be edited online even if this box is checked.
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Step Action
13. Click the Lines tab.
Step Action
14. Enter the desired information into the Fund field. Enter "30210".
15. Enter the desired information into the Account field. Enter "531026".
16. Enter the desired information into the Program field. Enter "10000".
17. Enter the desired information into the Dept field. Enter "007001".
18. Enter the desired information into the Bud Ref field. Enter "2009".
19. Enter the desired information into the Amount field. Enter "75".
20. Click the Scrollbar.
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Step Action
21. REMEMBER
The Reference and Journal Line Description fields are text fields to provide additional information pertaining to the specific line of the journal entry. The information entered on these fields will copy down when new rows are added but can be edited.
22. Enter the desired information into the Journal Line Description field. Enter "Correct fund".
23. Click the Scrollbar.
24. Click the Insert Lines button.
25. Enter the desired information into the Fund field. Enter "10470".
26. Enter the desired information into the Account field. Enter "531026".
27. Click the Save button.
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Step Action
28. Click the OK button.
29. REMEMBER
When the journal entry has been successfully saved, the word NEXT in the Journal ID will be replaced with the next available value.
30. REMEMBER
The Edit Journal process is run after the journal is complete to validate the accuracy of the following:
- Charfields are correct- Debits equal credits- Chartfield combinations follow rules set up by ENCOMPASS- The accounting period used in the journal entry is open and available for processing
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Step Action
31. Click the Process button.
32. REMEMBER
ENCOMPASS has been configured to "balance" Intraunit journal entries by Fund during the Edit process.
Notice the two additional lines inserted after the Edit process completed; one for each Fund. These balancing lines are not editable. The Account on each line will always be Inter/Intraunit Cash (111500). The remaining ChartFields for each balancing line will be inherited from the unique combinations entered by the user.
33. REMEMBER
Once the Edit Journal process has completed, verify the Journal Status and Budget Status are (V)alid. If either status is marked (E)rror, the error must be fixed before any further processing can take place.
34. Click the *Process dropdown list.
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Step Action
35. REMEMBER
Once the journal entry is (V)alid for both Journal Status and Budget Status, the Submit Journal process must be run to start the approval process. Once submitted, the journal will be internally moved to the Financial Controller for approval.
Click the Submit Journal list item.
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Step Action
36. Click the Process button.
37. Click the Approval tab.
38. REMEMBER
The Approval page will show the current workflow status of the journal entry. All journals must be approved by the Financial Controller of the agency. The system is configured to route journals through workflow for AOS approval.
39. You have successfully completed this topic. You may review this topic again or continue with the next item in this lesson.End of Procedure.
Using the Spreadsheet Journal Upload Template
Procedure
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This topic demonstrates the process for using the Spreadsheet Journal Template to create a flat file in the format required to upload Journal Entries into General Ledger. The template utilizes Microsoft Excel with embedded Macros, and can be used with Office 2003 or 2007.
Contact GMIS for the required files and configuration for workstation setup.
Step Action
1. REMEMBER
This topic will use Office 2007 to demonstrate the Spreadsheet Journal Template. All procedures shown are the same for both versions of Office, with the exception of setting Macro Security. Office 2003 must be set to accept Macros, by selecting Tools > Macro > Security, then select Medium on the Security Level tab.
2. REMEMBER
There many ways to navigate to the Windows Explorer and the required files.
1. Navigate - Start > Programs > Accessories > Windows Explorer2. Right Click the Start button, and choose the Explore option3. Right Click the My Computer icon, and choose Explore option4. Press and hold the Windows key and press the "E" key
Option #1 is shown below.
3. REMEMBER
Contact GMIS for required files shown above. These files must be placed in a common folder on a Drive the user has access to.
4. Open the JRNL1.xls file.
5. REMEMBER
The Spreadsheet Journal Template opens with active content disabled. In order to use all of the features delivered in the template, Macro Security must be enabled.
6. Click the Options button.
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Step Action
7. REMEMBER
The purpose of Macros is to automate frequently used tasks, or to record keystrokes and/or mouse clicks. A malicious threat can be introduced by enabling Macros, which could potentially run and spread a virus. Always ensure the document and Active Content (like Macros or ActiveX Controls) are from a trustworthy source before enabling them.
8. Click the Enable this content option.
9. Click the OK button.
10. REMEMBER
Once the Macros are enabled, the Spreadsheet Journal Template will display the Home Page.
11. Click the Setup button.
12. REMEMBER
The Spreadsheet Journal Template is delivered with values in the Header Defaults that will need to be changed. In order to make use of the template, users must update the Header Defaults with valid values in ENCOMPASS .
The following required fields must be changed:
1. Business Unit2. Ledger Group3. Source4. User ID
13. Enter the desired information into Business Unit field. Enter "00050".
14. Enter the desired information into Ledger Group field. Enter "ACTUALS".
15. Enter the desired information into User ID field. Enter "UPK1234".
16. REMEMBER
The Online Import Control Address must be mapped to the production server by GMIS in order to utilize the Import Now feature delivered with the template. This course will not cover using this option. Contact GMIS for more information and training on this option.
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Step Action
17. Click the OK button.
18. This is a standard warning message related to the Online Import Control configuration. It will be displayed when a secured server is not entered in the Address field. No additional setup is required for this exercise.
Click the Yes button.
19. REMEMBER
When Setup is complete, the system returns to the Home page and a New Journal can be created.
20. Click the New button.
21. Enter the desired information into New Journal Sheet Name field. Enter "Phone Expense".
22. Click the OK button.
23. REMEMBER
Before journal information can be entered, the Journal Header must be added.
24. To add a Journal Header for this journal, click the [ + ] button.
25. Notice that the Journal Header Defaults established in the Settings step populated the Business Unit, Ledger Group, Source and User ID.
The Journal ID must be entered here. It is a 10 character alpha-numeric field, that can not contain spaces. It is recommended users enter their ENCOMPASS login ID. When the spreadsheet is uploaded the system will automatically and sequentially assign the Journal ID number.
Enter the desired information into Journal ID field. Enter "PHONE_UPK".
26. The Description field will populate the Journal Header Description when imported.
Enter the desired information into Description field. Enter "Phone Expense".
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Step Action
27. REMEMBER
If the journal entry needs to be reversed, select the desired Reversal date.
For this topic, the default value None is used.
28. Click the OK button.
29. To insert or delete a single journal line, use the [ + ] and [ - ] icons in the Line, section of the template.
Click the [ + ] button.
30. Enter the desired information into Unit field (Cell I12). Enter "00050".
31. Enter the desired information into Ledger field (Cell J12). Enter "ACTUALS".
32. Enter the desired information into Account field (Cell K12). Enter "552000".
33. Enter the desired information into Dept ID field (Cell L12). Enter "007001".
34. Enter the desired information into Amount field (Cell N12). Enter "650.00".
35. Click the Scrollbar.
36. Enter the desired information into Fund field (Cell T12). Enter "10020".
37. Enter the desired information into Program field (Cell U12). Enter "10000".
38. Enter the desired information into Budget Ref field (Cell W12). Enter "2008".
39. Click the Scrollbar.
40. To insert or delete multiple journal lines at a time, use the [ +... ] and [ - ... ] icons in the Line, section of the template.
Click the [ +... ] icon.
41. Enter the desired information into Number of Lines field. Enter "4".
42. Click the Copy data from line checkbox.
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Step Action
43. When Copy data from line is selected, the template prompts the user for the source Line to be copied. If this field is left blank, no data will be copied to the new lines.
Note: Use the Line number in Cell H12 to populate this field, not the Excel row number.
Enter the desired information into Copy data from line field. Enter "1".
44. Click the Insert button.
45. REMEMBER
The Copy data from line function copied all cells from Excel row 12, which contains the data for Journal Line 1.
46. Update the data on each row to reflect the desired Chartfield values and amounts for each Journal Line.
Enter the desired information into Dept ID field (Cell L13). Enter "007002".
47. Enter the desired information into Amount field (Cell N13). Enter "15000.00".
48. Enter the desired information into Dept ID field (Cell L14). Enter "007003".
49. Enter the desired information into Amount field (Cell N14). Enter "1200.00".
50. Enter the desired information into Dept ID field (Cell L15). Enter "007004".
51. Enter the desired information into Amount field (Cell N15). Enter "1150.00".
52. Enter the desired information into Account field (Cell K16). Enter "201000".
53. Enter the desired information into Dept ID field (Cell L16). Enter "TND001".
54. Enter the desired information into Amount field (Cell N16). Enter "-18000.00".
55. When finished with data entry for the journal, click the Save icon.
56. To exit the Spreadsheet Template, click the Home icon.
57. To create the flat file needed to import the data into General Ledger, click the Write File button.
58. REMEMBER
In order to create the flat file, select the desired worksheet from the Select Sheet section. A file will not be created unless at least one sheet is selected.
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Step Action
59. Click the Phone Expense worksheet to select it.
60. REMEMBER
In the File name field, enter the destination path and file name where the flat file will be saved for future processing.
It is a good idea to create a special folder that will be used exclusively to store Spreadsheet Import files.
61. The Destination drive, folder and file name, including the extension, must be entered here. The system will recognize both txt and xml file formats. For this exercise, the data will be saved as a text file, so the extension will be txt.
Enter the desired information into File name field. Enter "C:\PS890apps\Files For Upload\Phone_UPK.txt".
62. Click the OK button.
63. Click the "X" icon to close Microsoft Excel.
64. REMEMBER
Verify the file was created by navigating to the folder specified during the Write Journals to File step.
65. REMEMBER
The file has been created and can be used to import the data into ENCOMPASS.
For more information about the Import Journals process, review the topic: Create an Entry using Spreadsheet Journal Upload.
66. You have successfully completed this topic. You may review this topic again or continue with the next item in this lesson.End of Procedure.
Create an Entry using Spreadsheet Journal Upload
Procedure
General Ledger has a spreadsheet journal workbook that can be used to prepare journals offline using Microsoft Excel and then import the journals directly into ENCOMPASS. This topic describes the process for importing spreadsheet journals into General Ledger.
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Navigation: General Ledger > Journals > Import Journals> Spreadsheet Journals
Step Action
1. Click the Scrollbar.
2. Click the General Ledger link.
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Step Action
3. Click the Journals link.
4. Click the Import Journals link.
5. Click the Spreadsheet Journals link.
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Step Action
6. Click the Add a New Value tab.
7. REMEMBER
Run Control ID's are used in ENCOMPASS to store parameters used to run processes, reports or inquiries. Run Controls can be named anything the user wants, but cannot contain spaces. In place of spaces, use underscores or hyphens instead.
Run Control IDs can be used over and over again, thus a new one is not required to run the process again. In fact the same Run Control ID can be used to run every process, only the run parameters need to be changed.
8. Enter the desired information into the Run Control ID field. Enter "JOURNAL_IMPORT".
9. Click the Add button.
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Step Action
10. REMEMBER
The only action required on this page is to add the file created from the Spreadsheet Journal template. None of the other parameters should be changed.
Click the Add button.
11. Click the Browse... button.
12. REMEMBER
The file must have already been saved to a Local or Shared Drive to which the user has a minimum of read access. Navigate to that drive to locate the file created using the Spreadsheet Journal Template. Only one file can be imported at a time.
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Step Action
13. Highlight the file to be imported andClick the Open button.
or Press [Alt+O].
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Step Action
14. REMEMBER
The navigation and file name displayed should reflect the file selected in the last step.
Click the Upload button.
15. Click the Run button.
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Step Action
16. Make sure the Spreadsheet Journal Import process Select checkbox is checked and click the OK button.
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Step Action
17. Click the Process Monitor link.
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Step Action
18. Click the Refresh button.
19. Click the Scrollbar.
20. Once the Run Status is Success and Distribution Status is Posted, click the Details link.
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Step Action
21. Click the View Log/Trace link.
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Step Action
22. Click the Log File link.
23. REMEMBER
The log file shows that 1 journal has been imported. It also provides the Business Unit, Journal ID and Journal Date for the journals created by the import process.
If the source data contains errors, the errors must be fixed before a journal entry will be created This log file will list the data issues that need to be corrected in the file. To correct the source data, go back to the journal upload spreadsheet template, fix the errors and re-create the flat file. Then run the import process to upload the corrected entry.
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Step Action
24. Click the OK button.
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Step Action
25. Click the Scrollbar.
26. Click the Go back to Spreadsheet Journal Import link.
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Step Action
27. Click the Scrollbar.
28. Click the Journal Entry link.
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Step Action
29. Click the Create/Update Journal Entries link.
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Step Action
30. Click the Find an Existing Value tab.
31. Enter the desired information into the Business Unit field. Enter "00050".
32. Enter the Journal ID from the Journal Spreadsheet template created, or use other search criteria options to help find the entry.
Enter the desired information into the Journal ID field. Enter "UPK1234".
33. Click the Search button.
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Step Action
34. This is a standard warning message that will be displayed when an imported journal is opened online. After the journal has been edited, the required formatting will be complete and the message will not display again for this journal. No further action is required before the journal is edited.Click the OK button.
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Step Action
35. Click the Lines tab.
36. REMEMBER
The Edit Journal process is run after the journal is complete to validate the accuracy of the following:
- Charfields are correct- Debits equal credits- Chartfield combinations follow rules set up by ENCOMPASS- The accounting period used in the journal entry is open and available for processing
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Step Action
37. Click the Process button.
38. REMEMBER
Once the Edit Journal process has completed, verify the Journal Status and the Budget Status are (V)alid. If either status is marked (E)rror, the error must be fixed before any further processing can take place.
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Step Action
39. Click the *Process dropdown list.
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Step Action
40. Once the journal entry is (V)alid for both Journal Status and Budget Status, the Submit Journal process must be run to start the approval process. Once submitted, the journal will be routed through workflow to the Financial Controller for approval.
Click the Submit Journal list item.
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Step Action
41. Click the Process button.
42. Click the Approval tab.
43. REMEMBER
The Approval page will show the current workflow status of the journal entry. All journals must be approved by the Financial Controller of the agency. The system is configured to route journals through workflow for AOS approval.
44. You have successfully completed this topic. You may review this topic again or continue with the next item in this lesson.End of Procedure.
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