Gl Workshop Online Journal Entry

Online Journal Entry Finance Business Solutions Finance Business Solutions – User Support & Training Agenda • Overview • Creating and Editing Journals • Attaching Supporting documents • Approval and Posting • Scenarios • Journals with Error • Deleting and Copying Journals Journals Overview Manual Journals There are two ways to process Manual Journals Overview Manual Journal Option A Enter journal with appropriate supporting documentation attached Manual Journal Option B Enter journal with appropriate supporting documentation attached ENTERER ENTERER Notify Reviewer Submit for Approval REVIEWER Review Journal and notify enterer MANAGEMENT ACCOUNTANT ENTERER Submit for Approval Approve & Post Journal MANAGEMENT ACCOUNTANT Approve and Post Journal L30 and L50 forms L30 Two lines: One Debit and One Credit L50 Multiple lines Instead of completing L30 and L50 forms – enter Journals directly in NS Financials Online Journal should only be used for Max 10 lines For more than 10 lines Spreadsheet journal should be Business Unit: Journal ID: Date: UNSWA NEXT Current Date Header – Enter a journal long description, change the Ledger Group if necessary, use the journal source as ONL unless otherwise instructed and add attachments Lines - enter your journal lines Totals - ensure your journal line totals balance to zero (i.e., your debits should equal your credits) Errors - check your journal errors (useful only after you have edit checked the journal) Approval – approvers use this tab to approve or deny the journal Approvers – select the person who is responsible for approving the journal Option B*: Workflow to Reviewer Option B*: Journal Review Either inform the enterer via notify button or send an email via outlook // Journal Approval Menu for Approvers Journal Approval Post Journal Approver to Post /// Journals with errors Journals with errors Contact your Management Accountant http://www.fin.unsw.edu.au/InformationCentre/WhoCanHelp.html#8 Deleting Journals Journals cannot be deleted once posted to the Ledger Create another journal to correct the error Copying Journals Template List Change Values Journal Entry and Approval Journal Enterer Journal Reviewer Journal Approver Enter journal Long Description Add attachments Enter Journal Lines Select Approver Save Journal Edit Journal Process Notify or Submit for approval If Notifying reviewer then submit later Workflow will be sent to the Approve Workflow will be sent to the Reviewe  Review Journal – Link in the email – Check accounting and Chartfields  Review supporting documents  Once reviewed inform journal enterer via email or notify button  View Journal for Approval – Link in the email – Worklist – Journals/ Journal Entry/ Manage Journal Approver  Check accounting and Chartfields  Review supporting documents  Approve Journal  Post Journal /// / Who Can Help? For any Accounting Assistance contact your Management Accountant or Finance Manager User Support & Training • Finance Website – Training https:// www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html • Training Enquiries Ext 53550 / 57665, Email fti@unsw.edu.au ... Ledger Create another journal to correct the error Copying Journals Template List Change Values Journal Entry and Approval Journal Enterer Journal Reviewer Journal Approver Enter journal Long Description... Personalise Screen Line Entry Select Approver and Save the Journal Save Edit Journal Process Journal and Budget Status Approval Options Manual Journal Option A Enter journal with appropriate... in the email – Worklist – Journals/ Journal Entry/ Manage Journal Approver  Check accounting and Chartfields  Review supporting documents  Approve Journal  Post Journal /// / Who Can Help?