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:
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.
First, log into the UGA Financial Management System.
Click the Employee Self Service dropdown button to activate the menu.
Click the General Ledger tile.
On the General Ledger menu, select the following:
Journal Transactions > Journal Entries
Click the Journal Entries object.
Close the menu.
The Create/Update Journal Entries page is displayed.
You are not creating a new journal, but want to find one you have already created.
Clear any search values that might exist from a previous search.
Click the Clear button.
Enter appropriate information into the Business Unit field.
Example shown here: "18000" into the Business Unit field.
If you noted the Journal ID for the journal you need to finalize, you could enter that number here.
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.
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
Enter your MyID into the Entered By field.
Click the link for the journal you want to edit.
You may see this error message, as the journal opens. This is an indicator that the journal came in from a source outside of the system.
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.
You can add attachments, if needed.
The journal lines reflect the values on the spreadsheet. You can make any changes that are needed.
After reviewing the ChartFields and amounts, you are ready to edit the journal and prepare it to post.
The Process List displays the processes available for this journal.
Verify or select the Edit Journal list item.
A message is displayed letting you know that the journal has been saved (formatting is complete).
Click the OK button.
The Journal Status is "V", indicating that the journal is valid. If it is E, click the "E" hyperlink which will take you to the errors page to begin to troubleshoot the errors.
You can now submit the journal for approval.