Finding an Existing GL Journal

First, log into UGA Financial Management System.

From the Employee Self Service page in UGA Financials, click the Employee Self Service drop-down.

Click the UGA Financials option.

The UGA Financials homepage is displayed.

Click the General Ledger tile.

The General Ledger page is displayed.

Within the General Ledger menu, use the following navigation:

Journal Transaction > Journal Entries

Click the Journal Entries link.

The Create/Update Journal Entries page is displayed.

To search for existing journal entries, click the Find an Existing Value tab.

The Search Criteria is displayed.

On the Find an Existing Value page you can search by a variety of options such as Business Unit, Journal ID, Journal Date, and Journal Class.

To remove all loaded (default) values, click the Clear button.

Enter appropriate information into the Business Unit field.

Example shown here: "18000" into the Business Unit field.

Enter appropriate information into the search fields to locate the needed GL journal.

Note: Searching by full or partial Journal ID will return the best results.

Example shown here: "1000125698" into the Journal ID field.

With the criteria entered, click the Search button.

The Header page is for the selected journal is displayed.

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

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

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.

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.

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

The Process drop-down menu is displayed.

You have the options to Budget Check Journal, Copy Journal, Delete Journal, Edit/Pre-Check, Edit Chartfield, Edit Journal, Print Journal, Refresh Journal, and Submit Journal.

Select the appropriate option from the Process drop-down menu.

Example shown here: Edit Journal.

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

The Totals page is displayed.

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

Click the Errors tab to display the GL journal errors.

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

In this example, we have no error to review.

To review approval information, click the Approval tab.

The Approval page is displayed.

The Approval pages shows the status of the approvals for the journal. Here, you see that the approval is Pending.

For this example, the employee submitting is also in the approval path for this department ID. In this case, the system will remove them from the approval path since you cannot approve your own transactions.

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

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

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

Click Return to Search button

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.