In the UGA Financial Management System, you can copy a pending (unposted) journal as the basis for a new journal entry.
This is helpful for repetitive journals. For example, a unit may charge other departments for goods/services or reallocate expenses on a continual basis.
Note: If the journal you want to copy is pending and has control lines, you will first need to select Edit Chartfield and then Process to remove them before you can copy. This is similar to the process used in Deleting a GL Journal.
In this article, you will learn the steps to copy a journal in the UGA Financial Management Sytem.
First, log into the UGA Financial Management System.
Click the Employee Self Service drop-down menu.
Click the UGA Financials link.
The UGA Financials homepage is displayed.
Click the General Ledger tile.
To navigate to the Journal Entries page, follow this navigation in the left side menu:
Journal Transactions > Journal Entries
Click the Journal Entries link.
Click the Collapse Menu button to create a larger workspace.
Copying a journal requires starting with the journal you want to copy. This can be any journal that has not posted.
Click the Find an Existing Value tab.
Within the Search Criteria fields, enter the appropriate information to locate the journal to copy.
Note : The most direct way to access the journal you want to copy is to enter the appropriate ID in the Journal ID field .
From the Journal Header Status filters menu, choose the not= option .
Note: Posted Journals cannot be copied. Using the not= option in combination with Posted to Ledger will return all other journals.
From the Journal Header Status drop-down menu, select the Posted to Ledger(s) option.
Click the Search button.
The search results are displayed. Select the appropriate Journal ID from the displayed results.
Example shown here: the 1000125693 link .
The journal opens to the Header tab. The process to copy the journal is found on the Lines page.
Click the Lines tab.
Make sure that the Journal has not posted (Journal Status marked as P ). If the posted journal has control lines (it crossed between funds) then you will not be able to copy it.
To copy the journal, click the Process drop-down menu.
From the displayed menu, click the Copy Journal option.
Click the Process button.
The Journal Entry Copy page is displayed. This is where you will enter information for the new journal.
Click to select the Recalculate Budget Date checkbox.
Click the OK button.
A new journal is created along with a new ID number.
Once the journal is created, you need to change information to accurately reflect the activity on this journal.
Click the Header Tab.
Review the Header page to see if any changes are needed. For example, you may want to change the description to reflect the new journal activity.
After changing any header information, use the lines pages to make any corrections.
Make any changes to the Lines pages. This includes changes to chartstrings, amounts, references, and line descriptions.
Once all of the information has been entered, click the Save button .
A dialog box with a save message in incomplete status and note that the journal cannot be edited or posted until complete is displayed.