Copying Data for a Journal Upload

   Overview   

In the course of monthly reconciliation or other activities you may find that it would be easier to copy the journal that you used last month and put in new amounts or change one or two ChartFields. You can copy lines from one spreadsheet journal to another to speed up data entry.

There are two steps in this process.

  1. Copy and create the spreadsheet journal and upload it to the UGA Financial Management System.
  2. Log in to the UGA Financial Management System and run the Edit Process so the journal can be approved and posted.

 

In this article you will learn to copy a previous spreadsheet journal to save time on data entry. Once you copy the data, a new number is assigned and you may edit the information to reflect the new amounts or ChartFields.

1. Step 1

JRNL1_WS spreadsheet displayed with the New Sheet button highlighted

Open the JRNL1_WS spreadsheet that you use for online templates.

2. Step 2

JRNL1_WS spreadsheet displayed with the New Journal Sheet Name field highlighted

Enter appropriate information into the New Journal Sheet Name field.

Example shown here: "postage adjustment" in the New Journal Sheet Name field.

3. Step 3

JRNL1_WS spreadsheet displayed with the OK button highlighted
Click the OK button.

4. Step 4

JRNL1_WS spreadsheet displayed with the Plus [+] button highlighted

Click the "+" sign in the Journal Header section to begin entering the journal.

5. Step 5

New Journal Header dialog box displayed and highlighted

The New Journal Header dialog box is displayed. Most of the values default, but can be changed if needed.

6. Step 6

New Journal Header dialog box displayed with the Unit field highlighted

Verify or change the Unit to the correct value. 

7. Step 7

New Journal Header dialog box displayed with the Journal ID field highlighted

The Journal ID will say "NEXT" and should not be changed (or typed in). The default value will allow the system to assign the next number when the journal is imported. 

8. Step 8

New Journal Header dialog box displayed with the Journal Date field highlighted

The Journal Date will default to the current date. Leave the default value. 

9. Step 9

New Journal Header dialog box displayed with the Unit field highlighted

The next field that requires a value is the Ledger Group. Leave the default of ACTUALS. 

10. Step 10

New Journal Header dialog box displayed with the Source field highlighted

The source defaults to ONL. Leave this value. 

11. Step 11

New Journal Header dialog box displayed with the Description field highlighted

Enter appropriate information in the Description field.

Example shown here: "monthly postage adjustment" in the Description field.

12. Step 12

New Journal Header dialog box displayed with the OK button highlighted
Click the OK button.

13. Step 13

JRNL1_WS spreadsheet displayed displayed with the Insert Lines button highlighted
Click the Insert Lines button.

14. Step 14

JRNL1_WS spreadsheet displayed displayed with the Number of Lines field highlighted

Enter the number of lines that you want to copy into the Number of Lines field.

Example shown here: "2" into the Number of Lines field.

15. Step 15

JRNL1_WS spreadsheet displayed with the Insert button highlighted
Click the Insert button.

16. Step 16

JRNL1_WS spreadsheet displayed with Row 14 highlighted

The two lines are ready for you to copy the lines from the prior transaction.

Locate that information and open the file. 

17. Step 17

JRNL1_WS spreadsheet displayed with the Copy menu highlighted

Highlight the data to copy, and right-click in that area.

Click the Copy menu to copy the information.

18. Step 18

JRNL1_WS spreadsheet displayed with tRow 13 highlighted

Return to the new journal sheet and

Click the Unit cell on the first journal line.

19. Step 19

JRNL1_WS spreadsheet displayed with the Paste menu highlighted

Click the Paste menu option.

20. Step 20

JRNL1_WS spreadsheet displayed with the Upload icon highlighted

The lines have been copied.

You are now ready to upload the journal into the UGA Financial Management System.

Click the Upload icon.  

21. Step 21

JRNL1_WS spreadsheet displayed with the Imports Journals Now dialouge box highlighted

Enter your MyID credentials into the Import Journals Now dialog box.

22. Step 22

JRNL1_WS spreadsheet displayed with the OK button highlighted
Click the OK button.

23. Step 23

JRNL1_WS spreadsheet displayed with the OK button highlighted

When the journal has imported, a message will be displayed.

If you look at the string of numbers the first number represents the Business Unit and the second is the Journal ID assigned by the system. You may want to make note of the journal ID for the next steps in the process which is to locate and finalize the journal inside the UGA Financial Management System.

Click the OK button.

24. Step 24

JRNL1_WS spreadsheet displayed with the Close [X] button highlighted
Click the Close [X] button.

25. Step 25

JRNL1_WS spreadsheet displayed with the Don't Save button highlighted

You can choose whether you need to save the journal.

Example shown here: Don't Save button.

26. Step 26

JRNL1_WS spreadsheet displayed with the Close [X] button highlighted

The Journal Log will display with the same information that appeared in the message.

Click the Close button to close the spreadsheet when your review is complete.

27. Step 27

JRNL1_WS spreadsheet displayed

You have completed the steps to copy data for a spreadsheet journal and upload it to the UGA Financial Management System.

The next step is to finalize the journal. See the topic - Finalizing an Uploaded Journal for more information.
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