Viewing Journal Errors

   Overview   

When you create a journal and run the Journal Edit process, the data entry is checked and errors are noted, if found. If errors exist, this will be noted as an entry in the Journal Status area on the Lines page. Click on the "E" (Errors) status will take you to the Errors page to begin your research on where the error exists. You can also click directly on the Errors tab when you open the journal.

 

In this article, you will learn how to determine if a journal has errors and how to begin your research.

1. Step 1

The UGA Financial Management System page is displayed with the General Ledger tile highlighted

First, log into the Financial Management System.

Use the General Ledger Tile to go to the Journal Entries page.

2. Step 2

The General Ledger page is displayed with the Journal Transactions menu highlighted

Click in the Journal Transactions menu.

3. Step 3

The Journal Transactions menu is displayed with the Journal Entries link highlighted

Click the Journal Entries link.

4. Step 4

The Minimize button is highlighted

Click the minimize button.

5. Step 5

The Create/Update Journal Entries search page is displayed with the Find an Existing Value button highlighted

The Create/Update Journal Entries search page is displayed.

To search for a journal that has already been created, click the Find an Existing Value button.

6. Step 6

The Find an Existing Value page is displayed with the the Business Unit field highlighted

Use the search values to help find the journals that are in error. Begin with the business unit.

This should default to "18000" and you will only need to enter if it does not appear.

7. Step 7

The Journal Header Status list is highlighted

The Journal Header Status search criteria allows you to search specifically for journals with errors.

Click the Journal Header Status list.

8. Step 8

The Journal Header Status list is displayed with the Journal Has Errors list item highlighted

Click the Journal Has Errors list item.

9. Step 9

The Find an Existing Value page is displayed with the Source of "ONL" highlighted

A Source of "ONL" is the default. This identifies journals you enter and differentiates them from journals coming from other sources (i.e., AP, Expenses, or other third-party systems) who have their own source IDs that will be used. 

10. Step 10

The Entered By field is highlighted

Your User ID is defaulted into the Entered By field. This will narrow the search to only the journals you have entered.

11. Step 11

The Search button is highlighted

Click the Search button.

12. Step 12

The resulting Journals section is highlighted

If there is only one journal with an error, it will immediately open.

If there is more than one, all journals that match the criteria you entered will be displayed in a search list. 

13. Step 13

An example Journal Entry is highlighted

Click the row for the appropriate Journal Entry.

Example shown here: Journal ID 100399883

14. Step 14

The Journal Header page is displayed with the Lines tab highlighted

The Journal Header page is displayed. There are two places that will help you to review the error(s). The first is on the Lines tab. The second is on the Errors tab.

Click the Lines tab.

15. Step 15

The Journal Status page is displayed with the E link highlighted

To view errors, you can click the "E" hyperlink in the Journal Status page or open the Errors page directly.

Click the E link.

16. Step 16

The Errors page is displayed

The Errors page is displayed. This page shows errors encountered while processing.

Review the displayed information.

17. Step 17

The Errors page is displayed with the Lines tab highlighted

Click the Lines tab to review the ChartField entries.

18. Step 18

The Lines page is displayed with the Lines section highlighted

Correct the ChartField errors and run the Edit Journal Process and Submit for approval.

UGA units that use the accounting lines table from an interface cannot correct the journal from here. They must delete the journal from the source system and re-submit.

See the Creating an Online Journal topic for additional instruction on editing and submitting for approval.  

19. Step 19

The Return to Search button is highlighted

Click the Return to Search button to return to the Search Criteria page. 
 
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