Finding an Existing GL Journal

   Overview   

You can search for an existing journal to review the information that has posted to the Ledger using the Create/Update Journal Entries Page. You can review chartstring information, budget check status, workflow approvals, and comments.

 

In this article, you will learn the steps to find an existing General Ledger (GL) journal in the UGA Financial Management System. GL journals are used to adjust accounting transactions or for internal-to-UGA customer transactions.

1. Step 1

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First, log into UGA Financial Management System.

Click on the General Ledger tile.

2. Step 2

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The General Ledger page is displayed.

Within the General Ledger menu, click on the Journal Transactions dropdown. 

3. Step 3

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Click on the Journal Entries tab.

4. Step 4

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Click the minimize button. 

5. Step 5

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Click the Find an Existing Value button. 

6. Step 6

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The Search Criteria page with default information is displayed. 

7. Step 7

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Click the Clear button.

8. Step 8

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Enter the appropriate information into the Business Unit field. 

Example Shown Above: "18000" 

Note: 18000 is the business unit for the University of Georgia. 

9. Step 9

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Enter the relevant Journal ID in the Journal ID field. 

Example shown above: "1000382224".

10. Step 10

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Click the Search button.

11. Step 11

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The Header page for the selected journal is displayed. 

The Header page gives basic information about the journal such as the date it was entered, the description, when, and by whom the journal was entered.

12. Step 12

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To view the chartstring used for the transaction, click the Lines tab.

13. Step 13

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The Lines page is displayed.

The Lines section shows the Chartfields that make up the accounting distribution, the amount, and journal line description for the selected transaction.

14. Step 14

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Click the Process drop-down menu to view available options if needed. 

15. Step 15

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The Totals section shows how many lines are on the report and the total amount for Debits and Credits. The Journal Status and Budget Status are also displayed.

Note: Under Journal Status, "P" means that the selected journal has been posted to a ledger , and "V" means that the selected journal is valid. Please refer to the Journal Status Code Quick Reference for more information.

16. Step 16

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Click in the Totals tab to review the GL journal totals.

17. Step 17

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The Totals page is displayed.

The Total section shows how many lines are on the report and the total amount for Debits and Credits.

18. Step 18

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Click the Errors tab to display the GL journal errors.

19. Step 19

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The Errors page is displayed. This page shows errors encountered while processing.

In this example, we have no error to review.

20. Step 20

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To review approval information, click the Approval tab.

21. Step 21

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The Approval page is displayed.

The Approval pages shows the status of the approvals for the journal. Here, you see that the approval is None.

22. Step 22

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The Journal Approval (Line) shows the approval timeline and individuals responsible for approvals.

23. Step 23

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The boxes at the bottom show the approval routing and display a status for each. You can return to the journal to monitor the approval status.

24. Step 24

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Once you are done with reviewing the GL journal, you can return back to the search page.

Click Return to Search button.

25. Step 25

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You are returned to the Search Criteria page.

From here you can enter another journal entry, or click the UGA Financial button to perform other financial activities.
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