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Copying a GL Journal

Summary

In this article, you will learn the steps to copy a journal in the UGA Financial Management Sytem.

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

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

First, log into the UGA Financial Management System.

Click the Employee Self Service drop-down menu.

2. Step 2

The Employee Self Service page is displayed 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 Entries link highlighted.

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

The General Ledger page is displayed with the Collapse Menu button highlighted.

Click the Collapse Menu button to create a larger workspace.

6. Step 6

The Find an Existing Value button is highlighted.

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

The Search Criteria section is highlighted.

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

The non = option is highlighted in the Budget Checking Header Status drop-down menu.

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

9. Step 9

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

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 first row of the search results is highlighted.

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

The Journal Status value in the Totals section is highlighted.

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.