Finalizing an Uploaded Journal

Overview

After uploading a spreadsheet journal, you must edit the journal and correct any errors just as if you had entered it in the UGA Financial Management System.

Journals cannot be approved and posted until this finalizing step is complete.

Supporting documentation must be attached to all General Ledger Journals and should reflect the entry being made. A good rule of thumb is to include an electronic copy of what was used to create the journal entry. For intra-university charges (tickets), invoices should be attached that equal the revenue amount being credited. For correcting/moving a transaction, provide supporting documentation that shows where the transaction originally posted. Remember to be concise with journal entries and combine documents when reasonable; reviewing fewer documents can be helpful for your approvers! Documents included are also available during auditing and historical review. Examples of supporting documentation:

UGA_GL_LEDGER_DETAIL query results can be included to show what transaction is being corrected/moved.
Any analysis/spreadsheet that was used to determine the amounts included in the journal entry.
Invoices and agreements for Intra-University charges.

In this article you will learn how to finalize an uploaded spreadsheet. You must complete this step in order for the journal to be approved and posted.

1. Step 1

The Employee Self Service page is displayed with the Employee Self Service dropdown button highlighted.

First, log into the UGA Financial Management System.

Click the Employee Self Service dropdown button to activate the menu.

2. Step 2

The Employee Self Service page is displayed with the UGA Financials option highlighted from the Employee Self Service dropdown button.

Click the UGA Financials option.

3. Step 3

Click the General Ledger tile.

4. Step 4

The General Ledger page is displayed with the Journal Entries link highlighted.

On the General Ledger menu, select the following:

Journal Transactions > Journal Entries

Click the Journal Entries object.

5. Step 5

The General Ledger page is displayed with the minimize button highlighted.

Click the minimize button to close the menu.

6. Step 6

The Find an Existing Value button highlighted.

The Create/Update Journal Entries page is displayed.

You are not creating a new journal, but want to find one you have already created. Click the Find an Existing Value button.

7. Step 7

Clear any search values that might exist from a previous search.

Click the Clear button.

8. Step 8

Enter appropriate information into the Business Unit field.

Example shown here: "18000" into the Business Unit field.

9. Step 9

If you noted the Journal ID for the journal you need to finalize, you could enter that number here.

10. Step 10

The Journal Header Status dropdown menu is highlighted.

Another way to search for journals is to search for a list of journals that are assigned a specific status.

Click the Journal Header Status dropdown menu.

11. Step 11

The No Status - Needs to be Edited option from the Journal Header Status dropdown menu is highlighted.

The drop-down list provides a list of the possible journal statuses.

Click the appropriate option.

Example shown here: No Status - Needs to be Edited

12. Step 12

Enter your MyID into the Entered By field.

13. Step 13

Click the Search button.

14. Step 14

The Journal ID value 10XXXXXXXX is highlighted.

Click the link for the journal you want to edit.

Example shown above: 10XXXXXXXX

15. Step 15

The Header page is displayed and highlighted.

The Header page is displayed and should reflect the information you entered on the spreadsheet you uploaded. You can make any edits that are needed.

Note: A warning message stating, "This journal must be formatted by the Journal Edit process before you can use it here." may appear. This indicates the journal originated outside the system from a journal upload. If this appears, click OK to continue.