Reviewing Journal Status

Summary

In this article you will learn about journal statuses and the steps for related actions in the UGA Financial Management System.

Body

   Overview   

Journal Status can be reviewed from the search pages for the Journal Inquiry and Create/Update Journal Entries. The status can also be viewed on the Lines page of the Create/Update Journal Entries component.

 

In this article you will learn about journal statuses and the steps for related actions in the UGA Financial Management System.

1. Step 1

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First, log into the Financial Management System.

Click the Employee Self Service drop-down menu.

2. Step 2

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Click the UGA Financials link.

3. Step 3

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On the UGA Financials ho mepage, click the General Ledger tile.

4. Step 4

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The General Ledger page is displayed. To navigate to the Review Standard Journals page, follow this navigation in the left side menu:

Journal Transactions > Review Standards Journals>

Click the Journal Entries link.

5. Step 5

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Click the Collapse Menu  button to create a larger workspace.

6. Step 6

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You can review the different statuses of your journals from the search page.

Click the Find an Existing Value tab.

7. Step 7

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The Create/Update Journal Entries search page is displayed. You can use all of the search features on the page to narrow down your search.

8. Step 8

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The Business Unit should default to 18000.

9. Step 9

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There are two fields that you can check for status:

Journal Header Status : Use these values to check for the actual state of the journal.

Budget Checking Header Status : Use these values to check for the status of the budget checking action.

10. Step 10

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The journal status can be used to limit the number of search results.

Click the Journal Header Status drop-down menu.

11. Step 11

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The available Journal Header Status options are displayed. Some of the more common ones to look for include:

Journal Entry Incomplete : All journals need to be completed in order to be posted. This status appears when you save a journal that is not balanced or lacks some of the key elements.

Journal Has Errors : The journal is complete but has encountered an error during processing.

 

No Status - Needs to be Edited : The journal has been saved, but the Edit Journal process has not been run.

 

Posted to Ledger(s) : Journal processing has completed successfully.

Unposted : The journal has not yet been posted.

Valid Journal - Edits Complete : The journal is ready to be posted.

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

12. Step 12

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Click the Journal Header Status filter drop-down menu.

13. Step 13

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The filter options menu is displayed. Select the appropriate option.

Example shown here: not= option in the Journal Header Status field.

14. Step 14

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To review only the journals that you created, enter your MyID in the Entered By field.   

Example shown here: "cheyes7" in the Entered By field.

15. Step 15

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Click the Search button.

16. Step 16

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The Search Results list contains those items that have Errors. You can click on any item to review the errors.

17. Step 17

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The Search Results list appears with a list of those journals that did not pass the budget check.

Click any link to examine the chartfields on the Lines page and then research the budget to find out why the error exists.

Additional Information:

The table shown below should help you to understand what some of the more common statuses are.

Status Code

Explanation

N

No Status – Edit Required: The journal entry has been entered, but has not been edited or posted.

E

Errors: The journal has been edited and cannot be posted due to errors.

V

Valid: The journal has passed editing and is ready for posting.

P

Posted: The journal has been posted.

T

Incomplete: The journal entry has not been completed. This results when you turn on the Save Journal Incomplete checkbox on the Journal Header page.

U

UnPosted: A journal has been created and posted by the system to reverse the effects of a posted journal. This reverts the original journal to unposted status.

D

Deleted: The journal is deleted.

I

Posting Incomplete: Remedy by posting as soon as possible.

M

Valid SJE Model: Do not post this type of journal.

Table of contents:

 

Details

Details

Article ID: 148506
Created
Sat 9/24/22 10:46 PM
Modified
Thu 2/8/24 1:56 PM