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.
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.
Open the JRNL1_WS spreadsheet that you use for online templates.
Enter appropriate information into the New Journal Sheet Name field.
Example shown here: "postage adjustment" in the New Journal Sheet Name field.
Click the "+" sign in the Journal Header section to begin entering the journal.
The New Journal Header dialog box is displayed. Most of the values default, but can be changed if needed.
Verify or change the Unit to the correct value.
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.
The Journal Date will default to the current date. Leave the default value.
The next field that requires a value is the Ledger Group. Leave the default of ACTUALS.
The source defaults to ONL. Leave this value.
Enter appropriate information in the Description field.
Example shown here: "monthly postage adjustment" in the Description field.
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.
The two lines are ready for you to copy the lines from the prior transaction.
Locate that information and open the file.
Highlight the data to copy, and right-click in that area.
Click the Copy menu to copy the information.
Return to the new journal sheet and
Click the Unit cell on the first journal line.
Click the Paste menu option.
The lines have been copied.
You are now ready to upload the journal into the UGA Financial Management System.
Click the Upload icon.
Enter your MyID credentials into the Import Journals Now dialog box.
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.
You can choose whether you need to save the journal.
Example shown here: Don't Save button.
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.
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.