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Reference Letter Template Free - Excel

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Reference Letter Template Free document sample

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									                                        Journal Upload Procedures:
                                      (Dept uploads JE in M-Pathways)
    Step 1        ~Open the Excel upload loader file located on Financial Operations website at
                  http://www.finops.umich.edu/FormsReports/Forms/pc_jrnlload.xlt
                  ~When prompted select ' Enable Macros', this will enable you to use the features of the template for creating a load
                  file (*.dat file type).

    Step 2        ~Begin the journal by completing the Journal Header information on the first available row in the Excel upload
                  template (Row 3). Please note that the grayed area should not be filled.


                  Column Name                                 Field Instructions                               Sample Content

                    Record Type:        This field tells the loader program that the row contains
                        (H)             either header information (H) or line information (L). For
                                        the header, we populate the field with the letter 'H'.                            H
Required fields                          Enter 'NEXT' which tells M-Pathways to assign the next
are in bold           Journal ID        available number as the Journal ID.                                            NEXT
                                        The date of the journal transaction in MM/DD/CCYY
                                        format. This date should be for the current open                              2/8/2008
                     Journal Date       period.
                                        A code used to identify the source of the Journal Entry.
                                        Your department should have a source assigned to it (i.e.
                        Source          MED for Medical School). Using the correct source will                          MED
                                        help identify which school prepared a certain Journal Entry.

                     Transaction   A 10 character alphanumeric value representing a user
                  Reference Number defined reference to the transaction.                                              PCARD

                      Journal           A description of the journal transaction. This line allows
                     Description        254 characters.                                                     Tsf Lab Supplies to
                                                                                                            correct transposition error.

                       Journal          This is the uniqname of the person that authorized the
                      Authorizer        journal entry and can answer questions regarding this                          mmmi
                      Uniqname          Journal.

                  ~Continue to the next available row in the Excel upload template (Row 4). For each line of the journal entry, you
    Step 3        have to place a 'L' for line in column A and complete a new row according to the field instructions below. Please note
                  that the gray area should not be filled.


                  Column Name                                 Field Instructions                               Sample Content

                    Record Type:        This field tells the loader program that the row contains
                           (L)          either header information (H) or line information (L). For
                                        each line, populate the field with the letter 'L'.                                L

Required fields                         A code used to record and summarize financial
                       Account                                                                                        616650
are in bold                             transactions such as assets, liabilities, fund balances,
                                        revenues, expenses, statistics or budget accounts.
                                        A code used to identify the source of funds and intended
                                                                                                                       52000
                      Fund Code         use of the funds.
                                        A code that identifies each academic or administrative unit
                     Department         that has programmatic, operational and fiscal (including                      688180
                                        budgetary) responsibility.


                                        A code identifying a group of related activities, cost
                                        centers, revenue centers, responsibility centers and
                                        academic programs. These activities may occur within a
                                        single department or across multiple departments.
                                      A code identifying a group of related activities, cost
               Program Code           centers, revenue centers, responsibility centers and                              13321
                                      academic programs. These activities may occur within a
                                      single department or across multiple departments.
                                      A code used to group related activities directed towards the
                       Class                                                                                            92320
                                      accomplishment of a set of common identifiable objectives
                                      or purposes.


                                      A code used to accumulate financial information on a set of                     C459157
                  Project/Grant       activities over a limited time span. Used for contracts and
                                      grants, construction projects and unit-defined projects.
                               The dollar amount associated with a financial transaction                              7,404.35
               Monetary Amount or chart of account balance.
                   Journal Line       A 10 character alpha numeric reference for a journal line                      P1234567
                    Reference         assigned by a user.
                                 A textual description of the journal line. Cannot be more                   Tsf PCD1234567 12/07
                Line Description than 30 characters.

  Step 4 -     ~For Multiple Journals, simply start the next journal under the previous one by placing a 'H' and following it with the 'L'
  Multiple     s for the lines you have. There is no limit to how many Journals you have on one file.
  Journals


               Office 2003 ~After completing the journal line rows, export the journal information into a data file (.dat file type) by
  Step 5       selecting Export Journals command located in the Journal Uploads dropdown menu section of the Standard
               toolbar. A standard 'Save As' dialog box will appear allowing you to specify the location and file name to use when
               creating the file. Select a location where you will keep your journal data file and name your file something short, easy
               to remember, and free from special characters or punctuation marks. Note: The ExportDatFile macro from the
               Tools/Macros menu will also perform the same export as the command on the toolbar.


               Office 2007 ~ After completing the journal line rows, export the journal information into a data file (.dat file type).
               Choose the Add-Ins tab located on the toolbar. From there, select Journal Uploads - Export. A standard "Save As"
               dialog box will appear allowing you to specify location and file name to use when creating the file. Select a location
               where you will keep your journal data file and name your file something short, easy to remember, and free from
               special characters or punctuation marks. Note: The ExportDatFile macro in the Developer/Macros ribbon will also
               perform the same export as the command on the toolbar.

  Step 6
               Load the .dat file into M-Pathways. See Uploading a Journal Entry Data File into M-Pathways v 8.8 job aid in My Linc.


   Step 7-     ~To generate a printable view of a selected upload, simply click on the H cell of the journal you wish to print and from
Print Option   the Journal Uploads drop-down menu, select 'Print'. For upload files that have multiple Journal IDs, you will need to
               do this step for each journal desired to be printed.
                                                                                                                    Data




           HEADER(S)                                                                              LINE(S)
Record                                                                               Journal
 Type                                         Transaction                            Authorizer                                                                                       Journal Line
(H or L)   Journal ID   Journal Date   Source Reference Number Journal Description   Uniqname      Account   Fund    Department   Program   Class   Project/Grant   Monetary Amount    Reference Line Description
   H
   L
   L




                                                                                                                Page 3
                                                                                                                    Data




           HEADER(S)                                                                              LINE(S)
Record                                                                               Journal
 Type                                         Transaction                            Authorizer                                                                                       Journal Line
(H or L)   Journal ID   Journal Date   Source Reference Number Journal Description   Uniqname      Account   Fund    Department   Program   Class   Project/Grant   Monetary Amount    Reference Line Description




                                                                                                                Page 4
Validation Results                                            11/13/2010 3:24 PM


Error Code   Error Description   Error Type   Cell Value   Cell Address
Control Record:
             Journal Lines:                                                                                                                                   Journal Author:
                                                                             Total Debits                 Total Credits

Header:

  Journal ID:                                         Journal Date:                                                  Source:                                   Authorization:


  Transaction Reference:

  Description:


          This document represents a draft version of the journal entry. For a final, posted version of this journal entry, obtain a printed version from M-Pathways or the Datawarehouse.

Lines:
                                                                                                                               Journal Line
          Account      Fund        DeptID       Program      Class         Project/Grant          Monetary Amount               Reference Line Description                      Stat Amount




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