Standard Journals

							b6f7fe82-2d46-4421-bfb3-f173c0f9b9d9.doc Standard Journals                        Training Guide


Standard Journals

Purpose:
One use of standard journals is to allow the creation of journals with the same exact chartfields
on a scheduled basis, i.e. Daily, Monthly etc. It will give the end user the ability to select the
journal and update the Amount, Journal Header Description, Reference or Journal Line
Description fields as necessary. In order to use this process, a journal entry must be created as
a ‘Template’ journal so that the standard journal entry process can copy.

Navigation:
   1. General Ledger
   2. Journals
   3. Journal Entry
   4. Create Journal Entries
   5. Add New Values

Step 1
Enter a sample journal that will be used by Standard Journal process to create the template
journals.




Enter Journal ID of MOD1, MOD2, etc..
Use the Journal Date of the first day of the fiscal year.
Click Add.




In the Long Description, place verbiage that is to appear on every journal. You will have the
ability to update this field when a new journal is created.

The Source should be ONL and the SJE Type select Model. You must select Model.



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After completion, the page will look like:




Click to the ‘Lines’ page
Enter the chartfields, Reference and Journal Line Description as appropriate. Leave the
Amount field blank.

After completion, the ‘Lines’ page will look like.




Notice that you can have multiple Fund Centers on the same journal, however, they must
balance (Cash Offset) by Fund Center, therefore notice the two Cash lines, and one for each
Fund Center.

Select the ‘Edit Journal’ process push button.

After the process runs to completion, notice that the ‘Journal Status’ has been updated to ‘M’
Model journal. The journal cannot be deleted and further modified.




The Model journal has been set and can be copied to new journals.


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Step 2

Navigation: General Ledger, Journals, Journal Entry, Standard Journals, Define Journal
Entries, Add a New Value




The Business Unit will default.
Enter the Standard Journal as the Journal ID name, in this case MOD1




Field                                         Value
Description                                   This is what will be seen when looking at a
                                              list of Standard Journal Definitions
Seq No Description                            This FYI that must be completed with
                                              something.
SJE Type                                      Template
Model Journal
Journal ID                                    This is the journal ID that was created in
                                              Step 1
Date                                          This is the journal Date that was created in
                                              Step 1
Standard Journal
Journal                                       Note that the default value is the Journal
                                              ID from step 1 and the suffix 1. This
                                              should be changed to a meaningful Journal
                                              ID.
Document Type                                 Leave blank
Allow Lines to be Modified                    Checkbox On will allow adding additional
                                              lines or changes chartfield values, and
                                              descriptions.
Save Journal Incomplete                       Checkbox Off, the state does not use this.
Create Standard Journals
Schedule                                      Select form the drop down list.
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                                              DAILY journal to be created Mon to Fri
                                              MTH_END journal to be created last day of
                                              the month
                                              MTH_START journal to be created the first
                                              day of the month
                                              GMIS may add additional Schedule
                                              options as necessary.
From Date                                     How long should the journal be created
Through Date                                  based on Schedule selected. Typically
                                              since the journal includes a Budget
                                              Reference that is a fiscal year, the Start
                                              and End Dates will be 7/1 to 6/30.
Journal Creation Lead Days                    This is end user choice. How far in
                                              advance should journal be created. For
                                              example, with the Schedule selection of
                                              MTH_END a Start Date of July 1,and
                                              Journal Creation Lead Days of 5, the
                                              journal will be seen under ‘Journal Entry’
                                              page on June 27.
                                              Each month the Create Standard Journals,
                                              Step 3 would need to be run to generate
                                              the journals.

Click save.

Notice how the page is completed.




The Journal will be called ROCFEES, journals will be created with Journal Dates of Monday to
Friday in advance of two days.




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Step 3

To create the journals, a process needs to be run.

Navigation: General Ledger, Journals, Journal Entry, Standard Journals, Create Standard
Journals, Add a New Value




Enter a Run Control ID value and select Add




Field                                         Value
Process Frequency                             Always
Unit                                          Enter the Business unit used in Step 2
From SJE                                      Enter the SJE ID name created in Step 2 in
To SJE                                        both boxes.
Description                                   This FYI that must be completed with
                                              something.
Delete Journal                                Checkbox Off will be most common. The
                                              reason that this would be on is when you
                                              no longer want to continue generating
                                              journals. The reason that you may do this
                                              is if a new journal line needs to be added
                                              to the Model journal.
Recalculate Budget Date                       Checkbox On




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Click the ‘Run’ push button




Click OK.




Notice that the Process Instance Number and click on the Process Monitor hyperlink.




Once the Run Status is Success, the created journals can be viewed.




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Step 4

Review the created journals

Navigation: General Ledger, Journals, Journal Entry, Standard Journals, Review Journals




The Business Unit should default, click Search.

Select the SJE ID to review.




Noticed that journals were created that meet with Journal Creation Lead Days of 2, journals for
today, tomorrow and 2 days out were created.

You can access journals as part of the online journal entry procedure and modified as
appropriate.

Words of caution:
Need another line of a new Object?

Notice that the model journal in Step 1 cannot be modified or deleted. If a new line were to be
part of every journal going forward, Steps 1 through 4 would need to be done again. Also, Step
3 for the old SJE ID would need to be done and the Delete Journal option selected so no
additional journals would be created.

Can additional journal lines be created for one journal that has been created?

Yes, using the online journal entry, journal lines can be added, deleted or modified.




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