Submitting an Uploaded Journal for Approval

   Overview   

After uploading a journal, it must be edited. Once the edit is complete and the Journal Status and Budget Status are Valid, the journal is ready to be submitted for approval.

You can do these steps while the journal is still open after editing, or you may do this step at a later time.

 

In this article you will learn how to submit a journal for editing.

This step should be performed at the end of editing, since the journal is already opened. In this example, you will search for journals that are ready to submit.

1. Step 1

Oneusg Connect Employee Self Service page displayed with the Employee Self Service dropdown button highlighted

First, log into the Financial Management System.

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

2. Step 2

Oneusg Connect Employee Self Service page displayed with the UGA Financials link highlighted

Click the UGA Financials link.

3. Step 3

UGA Financials homepage displayed with the General Ledger tile highlighted

Open the General Ledger tile on the UGA Financials homepage.

Click the General Ledger tile.

4. Step 4

General Ledger page displayed with the Journal Transaction menu highlighted

Open the Journal Transactions menu.

5. Step 5

General Ledger page displayed with the Journal Entries link highlighted

Click the Journal Entries link.

6. Step 6

General Ledger page displayed with the Close menu button highlighted

Close the menu.

Click the Close menu button.

7. Step 7

General Ledger page displayed with the Find an Existing Value tab highlighted

You need to search for valid journals to submit for approval.

Click the Find an Existing Value tab.

8. Step 8

General Ledger page displayed with the Journal Header Status list highlighted

Enter search criteria to find a specific journal. You must have the Business Unit. It is also helpful to enter your MyID to find the journals that you created.

Then you can search for Valid journals.

Click the Journal Header Status list.

9. Step 9

General Ledger page displayed with the Valid Journal - Edits Complete list item highlighted

Click the Valid Journal - Edits Complete list item.

10. Step 10

General Ledger Header page displayed with the Search button highlighted

The Header page opens. You can review the status on the Lines page.

Click the Search button.

11. Step 11

General Ledger Header page displayed with the Journal " 0000000865 " highlighted

Click the link for the journal you want approved.

Example shown here:  " 0000000865 ".

12. Step 12

General Ledger Header page displayed with the Lines tab highlighted

The Header page opens. You can review the status on the Lines page.

Click the Lines tab.

13. Step 13

General Ledger Header page displayed with the Journal and Budget Status fields highlighted

The Journal Status and Budget Status are found at the bottom right of the Lines page. Before submitting, these should both be "V".

14. Step 14

General Ledger Header page displayed with the Approval tab highlighted

After verifying the valid status, open the Approval page.

Click the Approval tab.

15. Step 15

General Ledger Header page displayed with the Approval Status section highlighted

The Approval Status section shows the current approval status and any approval actions that have been taken. You can return to this page to check on the status of the approval after submitting.

16. Step 16

General Ledger Header page displayed with the Submit button highlighted

Submit the journal for approval.

Click the Submit button.

17. Step 17

General Ledger Header page displayed with the Journal Approval (Line) workflow highlighted

The Journal Approval path is displayed showing the route that the approvals will take.

Note that in the Approval Status section that the Approval Status is Pending.

18. Step 18

General Ledger Header page displayed with the Multiple Approvers link highlighted

You can click on the link in each box of the path to see who will approve.

Click the Multiple Approvers link.

19. Step 19

Approvers popup window displayed with the Close button highlighted

Each approvers name will appear.

Note: Data has been distorted to protect employee information.

Click the Close button.

20. Step 20

General Ledger Header page displayed with the Approval History expand button highlighted

After approval, you can see the status of each approver.

Click the Expand button for the Approval History section.

21. Step 21

General Ledger Header page displayed with the Approval History collapse button highlighted

To check the Approval Status column to see which approver approved the journal, click the Collapse button for the Approval History section.

Additional Information:

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.
 
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