Editing and Resubmitting a Denied Journal Line

Overview

When a journal or journal line is denied, it is sent back to the initiator to correct and resubmit. Because the change in the journal may affect the money differently, the journal will be sent back through the approval path when resubmitted.

This means that the initiator needs to correct the journal line and run all of the processing steps to finalize and submit the journal so that it is introduced back into the approval path.

An email will be sent to the initiator when a journal or journal line is denied. The message contains the Journal ID and Journal Date. Having this information will make the journal much easier to find.

Click here to see a sample GL Journal denial message.

Click here to see a sample Budget Journal denial message.

In this article, you will learn the steps to correct a denied journal and resubmit for approval in the UGA Financial Management System.

When a journal is denied, the initiator will be notified via email. You will need to copy and use the Journal ID number for the best results when searching. (See samples for the denial messages on the concept pane for this topic.)

In this example, you have received an email message that Journal 1000125698 has been denied.

1. Step 1

The Employee Self service page is highlighted with the Employee Self Service drop-down menu highlighted.

First, log into the UGA Financial Management System.

Click the Employee Self Service drop-down menu.

2. Step 2

he Employee Self service page is highlighted with the UGA Financials link highlighted.

Click the UGA Financials link.

3. Step 3

The UGA Financials homepage is displayed.

Click the General Ledger tile.

4. Step 4

The General Ledger page is displayed with the Journal Transactions tab highlighted.

The General Ledger page is displayed. Budget and GL Journals are resubmitted on the same pages where you created the original journal. Since this is a denied GL Journal, you will navigate to the Journal Entries page.

Click on the Journal Transactions tab.

5. Step 5

The General Ledger page is displayed with the Journal Entries tab highlighted.

Click the Journal Entries tab.

6. Step 6

The Collapse Menu button is highlighted.

Click the Collapse Menu button to create a larger workspace.

7. Step 7

The Find an Existing Value button is highlighted.

The Create/Update Journal Entries page is displayed.

To locate a previously denied journal, click the Find an Existing Value button.

8. Step 8

The Search Criteria section is highlighted.

Within the Search Criteria fields, enter the appropriate information to locate the journal you want to edit.

Note: The most direct way to access the journal you want to edit is to enter the denied journal information in the Journal ID field.

9. Step 9

The Journal Header Status filter menu is highlighted.

Click the Journal Header Status filter menu.

Note: You cannot edit a journal that has posted to a ledger.

10. Step 10

The 'not =' option is highlighted in the Journal Header Status drop-down list.

Choose the appropriate operator for the journal you want to edit.

Example shown here: the not= option in the Journal Header Status Drop-down list.

11. Step 11

The Journal Header Status description drop-down menu is highlighted.

Click on the Journal Header Status description drop-down menu.

12. Step 12

The 'Posted to Ledger(s)' option is highlighted in the Journal Header Status description drop-down menu.

Select the appropriate option from the menu.

Example shown here: Posted to Ledger(s) option.

13. Step 13

Enter the User ID of the user who entered the journal you are searching for.

Example shown here: "GoodDog123".

14. Step 14

Click the Search button.

15. Step 15

The search results are displayed. Scroll down to view if necessary.

Choose the appropriate Journal ID from the displayed results.

Example shown here: the 1000401543 link.

16. Step 16

To review the approver's note for the denial, click the Approval tab.

17. Step 17

The Approval Status section is highlighted.

The approval status page is displayed.

18. Step 18

The Comments expand button is highlighted.

Open the Comments for the line where the journal was denied.

Click the Expand button.

19. Step 19

The text 'Replace program code "22100" under program section with program code "11100"' is highlighted.

Read the comments which will help you correct the journal.

Example shown above: "Replace program code "22100" under program section with program code "11100"".

20. Step 20

Return to the lines page to make the correction.

Click the Lines tab.

21. Step 21

Use the scroll bar to navigate to the appropriate field under the lines section.

22. Step 22

The text '11100' is highlighted in the Program field.

Make the suggested corrections by entering the correct information into the appropriate field(s).

Example shown here: "11100" in the Program field.

23. Step 23

Click the Save button.

24. Step 24

The pop-up message is displayed with the OK button highlighted.

A message displays confirming the Journal is saved.

Click the OK button.

25. Step 25

The General Ledger page is displayed with the Process drop-down list highlighted.

Since you have made corrections to the original journal, you will need to resubmit for approval.

Click the arrow in the Process drop-down box.

26. Step 26

The General Ledger page is displayed with the Edit Journal option highlighted in the Process drop-down list.

Click the Edit Journal option.

27. Step 27

Click the Process button.

28. Step 28

A pop-up message is displayed with the Yes button highlighted.

A pop-up message asks if you would like to wait for confirmation that the Edit process has completed.

Click the Yes button.

29. Step 29

You are now ready to resubmit the journal.