Copying a GL Journal

Body

Overview

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.

1. Step 1

First, log into the UGA Financial Management System.

Click the Employee Self Service drop-down menu.

2. Step 2

Click the UGA Financials link.

3. Step 3

The UGA Financials homepage is displayed.

Click the General Ledger tile.

4. Step 4

To navigate to the Journal Entries page, follow this navigation in the left side menu:

Journal Transactions > Journal Entries

Click the Journal Entries link.

5. Step 5

Click the Collapse Menu button to create a larger workspace.

6. Step 6

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.

7. Step 7

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 .

8. Step 8

From the Journal Header Status filters menu, choose the not= option .

9. Step 9

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.

10. Step 10

Click the Search button.

11. Step 11

The search results are displayed. Select the appropriate Journal ID from the displayed results.

Example shown here: the 1000125693 link .

12. Step 12

The journal opens to the Header tab. The process to copy the journal is found on the Lines page.

Click the Lines tab.

13. Step 13

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.