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.
First, log into the Financial Management System.
Use the General Ledger Tile to go to the Journal Entries page.
Click the UGA Financials menu.
Click the General Ledger tile.
Open the Journal Transactions menu.
Click the Journal Entries link.
Click the Collapse Menu button.
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 tab.
Use the search values to help find the journals that are in error. Begin with the business unit. This should default and you will only need to enter if it does not appear.
The Journal Header Status search criteria allows you to search specifically for journals with errors.
Click the Journal Header Status list.
Click the Journal Has Errors list item.
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.
Your User ID is defaulted into the Entered By field. This will narrow the search to only the journals you have entered.
Click the Search button.
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. You can then click on one that you want to review.
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 to click on the Errors tab.
Click the Lines tab.
The Journal Lines with Errors will have an X in the Error column.
To view errors, you can click the "E" hyperlink in the Journal Status page or open the Errors page directly.
Click the E link.
The Errors page is displayed. This page shows errors encountered while processing.
Review the displayed information.
Example shown here: You see three lines that show combo error for the Fund and one which indicates an error in the Account value entered.
Click the Lines tab to review the ChartField entries.
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.