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Deleting a GL Journal

Summary

In this article, you will learn how to delete a general ledger journal in Classic View.

Body

Overview

You can delete a general ledger journal from the system that have not yet been posted. Before you can delete it, you will need to delete any control lines. This tutorial will show you how to remove the control lines before deleting the journal.

In this article, you will learn how to delete a general ledger journal in Classic View.

Note: Data has been masked or changed to protect employee information.

1. Step 1

The Employee Self Service page is displayed with the Classic Home tile highlighted.

On the Employee Self Service page, click the Classic Home tile.

Note: GL Journals can also be accessed from the General Ledger tile on the UGA Financials page (Journal Transactions > Journal Entries).

2. Step 2

The Classic Home page is displayed with the Create/Update Journal Entries link highlighted.

To delete a GL Journal, use the following navigation:

Main Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

Click the Create/Update Journal Entries link.

3. Step 3

The Create/Update Journal Entries page is displayed with the Find an Existing Value tab highlighted.

Click the Find an Existing Value tab to search for the GL Journal that you wish to delete.

4. Step 4

The Find an Existing Value page is displayed with the Search Criteria section highlighted.

You can enter one or more of the search criteria displayed to locate the GL journal, including Journal ID and the Entered By field, which allows you to enter the MyID of the employee that initiated the journal.

Review the search criteria box.

5. Step 5

The Find an Existing Value page is displayed with the Business Unit row highlighted.

The Business Unit field is required. The UGA Business Unit default "18000" should appear in this field.

6. Step 6

The Find an Existing Value page is displayed with the Journal ID parameter drop-down arrow highlighted.

Enter the appropriate information into one or more of the remaining fields to help narrow down your search results.

Example shown here: Click the Journal ID drop-down list.

7. Step 7

The Find an Existing Value page is displayed with the Journal ID parameter "contains" highlighted in the drop-down menu.

Select the contains list item.

Note: When the “contains” operator is selected, you can enter only a portion of the Journal ID. You may find it convenient to specify only the last few characters of the Journal ID.

8. Step 8

The Find an Existing Value page is displayed with the Journal ID field highlighted.

Enter the appropriate information into the Journal ID field.

Example shown here: "100315767".

9. Step 9

The Find an Existing Value page is displayed with the Search button highlighted.

When you have entered your search criteria, click the Search button.

10. Step 10

The Find an Existing Value page is displayed with the search result's Journal ID highlighted.

The Search Results are displayed at the bottom of the screen. Click the Journal ID for the GL journal you want to delete.

Example shown here: Click the 1000315767 Journal ID.

11. Step 11

The selected Journal ID page is displayed.

Click the Lines tab.

12. Step 12

The Lines page is displayed.

Note: Make sure that the Journal has not been posted (Journal Status marked as P ). Posted Journals cannot be deleted.

13. Step 13

The Lines page is displayed with the Control Lines highlighted

While reviewing the Lines page, check if there are control lines entered by the system.

For GL Journals, the system will not let the initiator delete the journal once the control lines (cash) have been included. The control lines will need to be removed in order to delete the journal.

Note: Control lines are system-generated lines used to keep Funds in balance. They will always be at the end of the journal and will use account 118200 .

Example shown here: There are two control lines displayed.