Job Aid
Creating a Journal Entry
1. Begin by navigating to the Header page. Click the General Ledger link. Click the Journals link. Click the Journal Entry link. Click the Create Journal Entries link. The Business Unit value of PSUMB will default based on user preferences. The Journal ID field is display only and defaults to NEXT. When the journal is saved, the system automatically assigns the next journal ID to the journal. The Journal Date will always default to today's date but can be changed to reflect the date (future and past) of the transaction if necessary. Click the Add (Alt+1) button. 6. 7. Click the Collapse (Ctrl+Y) button. The Header page will be display only. The Ledger Group and Source fields will auto populate based on user preferences and cannot be changed by campus users. Required fields are denoted by an asterisk. Click the Lines tab. 8. The Journal Lines page is used to enter Chartfield values and amounts. Based on the Project ID all Owner Dept, Program and sometimes Fund will populate. Click the None link. 9. 10. 11. Click the Look up Project Business Unit (Alt+5) button. Click the 00184 list item. Click the Look up Project (Alt+5) button.
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The Projects that you can view are based on the Project costing business unit (PCBU). Click the 00000202 list item. Click the OK button. Notice that Owner Dept, Program and Fund are auto-populated based on the Project. Please note that if the Fund field does not auto-populate, then multiple Funds can be used with that Project ID. The Cost Sharing Funds are 146, 147, 148 and 149. If you do not have a Project ID, the Chartfield values will not auto-populate.
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Things to remember: Project = Old FAS Account which also is associated with the Owner Dept, Program and Fund. Owner Department - The department that owns the PS Project. Program (Prog)- Identifies activities, cost centers,etc. Fund - A self-balancing set of accounts that record revenue, expenses together with related liabilities and net changes in fund balances.
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Click the Look up Acct (Alt+5) button. Because there are more than 300 account values, narrow your selection by typing one of the following in the Account Type field: Departmental user will only be using certain Expense and Revenue accounts. R=Revenue Accounts between 0000 - 0999 E=Expense Accounts between 3000 - 5999 A=Asset Accounts between 7000 - 7999 L=Liability Accounts between 8000 - 8999 Q=Fund Balance Accounts between 9000 - 9999 Enter the desired information into the Account Type field. Enter a valid value e.g. "e".
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Click the Look Up button. Notice in the table below that all Account Types are filtered to show Expenses.
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Notice: Campus users should NEVER use any of the following accounts (as shown): Salary 1000-1999 Fringe Benefits 2000-2999 Indirect Costs 6000-6999 Fund Balance 9000-9999 Quality Assurance will NOT approve these journal entries. These accounts will either be processed by Payroll or will be used by Restricted Funds.
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You can further refine your search by narrowing down the Account number. You may enter 1 to 4 digits in the Account field. Enter the desired information into the Account field. Enter a valid value e.g. "3". Click the Look Up button. Here the search results display the PS Account number that begin with "3" and the Account Type of "E" for Expenses. Click the 3360 list item. The Transaction Department (Tx Dept) is the department that is billing to the Owner Department. In most cases, the Tx Dept will be the same value as the Owner Dept. You can copy the Owner Department value into the Transaction department field (because you are charging to your own project). Enter the desired information into the Tx Dept field. Enter a valid value e.g. "04701000".
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When entering an amount, it is not necessary to use the decimal unless you have dollars and cents. You must indicate whether the amount is a debit (positive) or a credit (negative). (E.g. 222 or -222). Enter the desired information into the Amount field. Enter a valid value e.g. "222".
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The Reference field can be used to enter miscellaneous comments about the journal entry line. There is a limit of 10 characters. The Journal Line Description can also be used for comments pertaining to the journal entry line (up to 30 characters). This line may auto-fill based on the PS Account. Enter the desired information into the Reference field. Enter a valid value e.g. "Dave Borgh".
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Next, insert a line to balance the debit with a credit. You may insert as many rows necessary to complete the journal entry. A balanced journal entry must contain at least two rows, but may contain more. Journal lines will not be deleted at UMB. Either change the chartstring and/or amount, or leave the dollar amount blank and continue onto a new row. Click the Insert Lines button.
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Click the Projects link. Enter the desired information into the Project Business Unit field. Enter a valid value e.g. "00184". Click the Look up Project (Alt+5) button. Click the 00000202 list item. Click the OK button. Click the Look up Acct (Alt+5) button. Enter the desired information into the Account field. Enter a valid value e.g. "3". Click the Look Up button. Click the 3321 list item. Enter the desired information into the Tx Dept field. Enter a valid value e.g. "04701000". Enter the desired information into the Amount field. Enter a valid value e.g. "222". When the journal entry is saved total debits and total credits will match. Click the Save button. A new Journal ID has been created. You may want to make note of your Journal ID for future reference. Notice the Journal Status and Budget Status are N. Click the OK button.
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To aid in balancing the journal, a running total of the number of lines, the total debits, total credits, journal status, and budget status of the journal appear at the bottom of the Journal Entry - Lines page. Only balanced entries can post to balanced ledgers. You are now ready to edit the journal entry.
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You have successfully created a journal entry. End of Procedure.
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