GENERAL LEDGER
The General Ledger chapter of this guide contains the following sections:
Types of Journal Entries Processed in Compass
Online Journal Entries
Spreadsheet Journal Entries
Recurring Journal Entries
Working with Journal Entries
 Locating a Specific Journal Entry, Copying a Journal Entry, Deleting a Journal Entry Prior to
Posting, Correcting Journal Entries, Determining the Status of a Journal, Determining a
Journal’s Budget Check Exceptions
Journal Suspension
Compass Journal Deadlines
Frequently Asked Questions
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Types of Journal Entries Processed in Compass
This topic provides a basic overview of the types of journal entries that can be processed in Compass
Financials. For complete instructions on processing online journal entries, refer to Entering an Online
Journal Entry.
The chart below lists each type of journal entry. These entries represent an “actual” transfer, not a
budget transfer, meaning that an actual transaction or dollars are being transferred from one
ChartField set (SmartKey) and account to another ChartField set (SmartKey) and account.
Expense and
Revenue
Transfers
When to process:
When an original transaction has posted to the general ledger, and now that
transaction needs to be transferred to a different ChartField set (SmartKey).
Examples:
Hightower reimbursements, Woodruff Research/Travel reimbursements,
transactions charged to a SmartKey in error.
Support Documentation Required:
Transaction detail showing the original transaction posted to the general ledger.
You can attach a print screen of an Inquiry screen or a transaction screen.
Note:
Personnel costs cannot be transferred in this way. They must be transferred via
retroactive salary transfers.
Accounts to Debit and Credit:
Expense Transfer
Revenue Transfer
Funds
Transfers
Account to Debit (+)
Enter the amount as a positive
number
5xxxxx
6xxxxx
7xxxxx
8xxxxx
Debit to Increase Expense
4xxxxx
Debit to Decrease Revenue
Account to Credit (-)
Enter the amount as a negative
number
5xxxxx
6xxxxx
7xxxxx
8xxxxx
Credit to Decrease Expense
4xxxxx
Credit to Increase Revenue
When to process:
When “funds” need to be transferred from one ChartField set (SmartKey) to
another ChartField set (SmartKey). Funds transfers are not required to be
specifically connected to an original transaction; it is essentially the movement of
cash from one project or department to another. Note: Fund transfers cannot be
used with business unit EMAFF (affiliates).
Examples:
Co-sponsorships between operating units, Commitments for faculty research,
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startup packages.
Support Documentation Required:
A letter, memo, or email explaining the commitment. If such documentation
doesn’t exist, then provide a detailed description on the journal entry header.
Accounts to Debit and Credit:
Funds Transfer*
Account to Debit (+)
Enter the amount as a positive
number
91100
Debit to Transfer Funds Out
Account to Credit (-)
Enter the amount as a negative
number
91120
Credit to Transfer Funds In
*Fund transfers cannot be used with business unit EMAFF (affiliates).
Recharge
Transfers
When to process:
When a service center or department provides goods/services to other
departments. The service center or department initially incurs the costs for
goods/services, then “recharges” the costs out to the other departments.
Examples:
FM work order charges.
Support Documentation Required:
A billing statement outlining the costs for a specific period of time.
Note:
Recharge transfers are initiated by the service center. For additional
documentation regarding a recharge transfer, contact the service center directly.
Accounts to Debit and Credit:
Recharge Transfer
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Account to Debit (+)
Enter the amount as a positive
number
85xxx
Debit to Recharge customer
Account to Credit (-)
Enter the amount as a negative
number
85xxx
Credit to Recharge cost center
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Online Journal Entries
The Online Journal Entries section of the General Ledger chapter contains the following topics:
Online Journal Entry process flow
Entering an Online Journal Entry
Printing a Journal with a Barcode
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Online Journal Entries: Process Flow
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Entering an Online Journal Entry
Entering an Online Journal Entry
Whether you have a simple adjustment to enter or need a journal that involves transferring items between funds,
the Compass General Ledger journal entry pages allow you to enter your transaction quickly and easily without
compromising control or accuracy.
To enter an online journal entry into Compass and submit the transaction into Workflow, follow the instructions
given below.
Step 1: Navigate to the
Journal Entries Component
 From the Compass home page, use the following path to navigate to the
Journal Entries component:
General Ledger > Journals > Journal Entry > Create/Update Journal
Entries
The Add a New Value tab displays.
Step 2: Add a New Journal
Entry
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 The Journal ID defaults to Next.
 The Journal Date field defaults to the current date. Accept the default. Note:
In certain situations, Central Finance users may need to change the date.
 Click the Add button.
The Header page displays.
Step 3: Complete selected
fields on the Header page
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Entering an Online Journal Entry
The Header page displays basic information that uniquely identifies the
journal, such as the business unit, journal ID, description, ledger, and dates
for posting. It also contains options for setting, adjusting, and reversing
entries.
Tip: To avoid some of the horizontal scrolling when working with journals,
click the Collapse Menu button. You can also customize the page to hide
certain journal line detail columns not generally changed, For instructions,
refer to Customizing Compass pages.
 Enter a detailed description about the purpose for the journal entry in the
Long Description field.
 Enter Actuals in the Ledger Group field. Note: The Ledger Group should
never be anything except Actuals.
 Enter ONL (Online Journal Entry) in the Source field.
Note: Do not complete, use, or select anything in the following fields:
Ledger
SJE Type
Journal Class
Note: Do not change the data in the following fields:
Adjusting Entry
ADB Date
 Click the Lines tab.
The Lines page displays.
Step 4: Enter the Journal
Entry Lines
Use the Lines page to record transactions that comprise a journal. A single
journal entry must be at least two lines in length because the total debits
must equal total credits for a single journal entry.
 Type the correct information into the SmartKey field and press the Enter
key. This action will automatically populate the applicable fields. Note: You
can also use the Look up button to verify and select the SmartKey.
Tip: If you type the SmartKey in the field and click in a different field, the
default information will not automatically populate in the applicable fields.
Press Enter to populate all applicable fields.
 Enter the Account for the first line of the journal entry. The account numbers
you enter here classify the nature of the transaction.
 To transfer funds from one SmartKey to another, the Account number
must be in the 9xxxx range on both sides.
 To transfer an expense, use the same account on both sides that was
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Entering an Online Journal Entry
used in the original charge.
 To enter a recharge, the Account must be in the 8xxxx range on both
sides.
General Account Categories
1xxxx
Assets
2xxxx
Liabilities
3xxxx
Fund Balances
4xxxx
Revenue
5xxxx to 8xxxx
Expenses (recharges are in the 8xxxx
range and should net to zero)
9xxxx
Transfers (must net to zero)
 Enter the Amount for the first line of the journal entry.
 To increase or charge expenses, enter a positive amount.
 To decrease or credit expenses, enter a negative amount.
 Enter a good, but short, description for the line in the Journal Line
Description field on the far right side of the page.
 Click the plus button to add a second line to the journal entry. Enter the
SmartKey, Account, Amount, and Journal Line Description for this
journal entry line.
 Enter additional journal entry lines as needed to balance the journal entry.
Note: Prior to saving the journal entry, the Total Debits or Total Credits
field may display the total of both debits and credits entered for the journal
entry. Once the data is saved, the amounts will display correctly in the Total
Debits and Total Credits fields.
 Click the Save button.
The Journal is Saved dialog box displays.
 Click the OK button.
Step 5: Initiate the Edit
Process
 Click the Lines tab.
 At the top of the page in the Process box, select Edit Journal and click the
Process button.
When you initiate the edit process, the system runs several checks and
warns you if the journal cannot be posted. During the edit, the system verifies
the following:
 Accounting period is open.
 Debits equal credits (if the journal is for a balanced ledger).
 ChartField values are valid.
 ChartField combinations are valid.
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Entering an Online Journal Entry
 Runs the Budget Checks Journals process.
If the edit process is successful, the Journal Status and Budget Status both
display as Valid and the WrkFlw Preview and Submit buttons display.
You will likely see extra lines added to the entry. These lines should all use
account 11000 (Claim on Cash) as the system is adjusting the cash balance
for the Business Unit(s), Operating Unit(s), Department(s), Fund Code(s) and
Projects impacted by the journal entry.
Step 6: Preview the
Approval Map
Before you submit the transaction into Workflow, you can preview the
Approval Map.
 Click the Wrkflw Preview button.
The Workflow page displays. The Approval Map shows who will approve the
transaction and in what order.
Step 7: Upload Supporting
Documentation
 To attach supporting documentation, click the Upload button.
 Click Browse, locate the document to attach as backup, and click Open.
 Click the Upload button.
 Adobe PDF is the preferred attachment file format. If Microsoft Excel is
attached, it must be saved to be compatible with Excel 97-2003.
 Important: No sensitive information should be included in the attachment
(for example, patient’s name, SSN, student name, etc.). If necessary, you
can black out this information before uploading.
Warning: The transaction is not complete until you complete Step 8.
Step 8: Print the Report
 Click the Lines tab.
 Click the Generate Journal with Barcode link.
Tip: You may need to scroll to the right to see the link.
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Entering an Online Journal Entry
A printer-friendly PDF version of the Journal displays in a new window.
 Use the Print button on your browser to print the journal page.
 Close the new window.
Step 9: Submit the
Transaction into Workflow
 Click the Lines tab.
 To submit the transaction into Workflow, click the Submit button.
The Workflow page displays.
 Click the Save button.
The Journal Entry is saved and submitted into Workflow.
Note: No further steps are necessary. Once the journal entry is submitted
into Workflow, it will be routed, reviewed, and approved online.
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Printing a Journal with a Barcode
Printing a Journal with a Barcode
To print a journal with a barcode, follow the instructions given below.
Step 1: Navigate to the
Journal Entries Component
 From the Compass home page, use the following path to navigate to the
Journal Entries component:
General Ledger > Journals > Journal Entry > Create/Update Journal
Entries
The Add a New Value tab displays.
Step 2: Search for the
Journal to Print
 To search for a journal, click the Find an Existing Value tab.
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 Enter the Journal ID you want to print.
Note: If you do not know the Journal ID, you can search by other criteria,
such as Journal Date.
 Select a Journal Header Status, or select the blank option to search all
statuses.
 Click the Search button.
The Header page displays.
Step 3: Print the Report
 Click the Lines tab.
 Click the Generate Journal with Barcode link.
Tip: You may need to scroll to the right to see the link.
A printer-friendly PDF version of the Journal displays in a new window.
 Use the Print button on your browser to print the journal page.
 Close the new window.
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Spreadsheet Journal Entries
With Compass, you can enter journals into Microsoft Excel worksheets and then import the journals
into the Compass General Ledger application. This allows you to complete journal entries without
access to Compass.
The Spreadsheet Journal Entries section of the General Ledger chapter contains the following topics:
Setting up and Updating Workbook Defaults
Entering Spreadsheet Journal Entries
Updating Spreadsheet Journal Entries
Importing Online Journal Entries
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Setting Up and Updating Workbook Defaults
Setting Up and Updating Workbook Defaults
To use the spreadsheet feature, you must download three Excel files. You can then set defaults for your Excel
workbook. These defaults control variables, such as business unit and ledger, so you do not have to enter them
each time you open the workbook.
To set up and update workbook defaults, follow the instructions given below.
Step 1: Download the three
Excel Spreadsheet Files
 To locate the three spreadsheet files
 Go to the Compass Web page.
 Click the Compass Support Toolbox link on the left side of the page.
 Scroll down the page to the Frequently Asked Questions (FAQs) and
Job Aids section and click the General Ledger (Journal Entries) link.
 The files are located in the Spreadsheet Journal Entry Instructions
section.
 Download all three Excel files to the same folder on your computer. To
download the first file
 Click the JRNL-UPLOAD_PROD link.
 Click the Save button.
 Navigate to the folder where you will save the files.
 Click the Save button.
 Click the Close button.
 Repeat the instructions above to download the JrnlLog and JRNLMCRO
files. When downloading the JRNLMCRO file, be sure to download the
correct file based on the version of Excel you have on your computer.
Step 2: Set up the Default
Spreadsheet Information
 Close the Compass Web page and navigate to the folder in which the JRNLUPLOAD_PROD file is located.
Reminder: You must have all three Excel files saved in the same folder.
 Double-click the JRNL-UPLOAD_PROD file.
MS Excel opens the Spreadsheet Journal Import workbook.
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Setting Up and Updating Workbook Defaults
 To enable the macros for the workbook
 Click the Options… button.
A Security Alert message displays.
 Click the Enable this content option.
 Click the OK button.
 Click the Setup button to set up the default information to be used in most
workbooks. You can change the information at any time.
 Enter the default Business Unit; for example, EMUNV.
 Enter the default Date.
 Enter the default Ledger Group; for example, Actuals.
 Enter the default Source; for example, ONL.
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Setting Up and Updating Workbook Defaults
 Enter the default User ID.
 AutoGen Lines: When this checkbox is selected, journal lines
automatically generate to support transaction detail for all ledgers in a
ledger group.
 Message Options recommendation: Leave the default of Log Successful
and Error Message.
 Display Message Online: Select the checkbox to show import error
messages online. Otherwise, errors go only to the message log.
 Enable Document Sequencing: Select the checkbox to allow you to track
journals by document sequence number.
 Default Document Type: When document sequencing is enabled, specify
a default document type.
 Online Import Control – Address: This is the URL of the Compass
XMLlink web service. To use a secure connection, contact your
Information Technology department to set up a secure socket layer (URL
starts with https://).
 Online Import Control – User ID: Enter your Compass User ID.
 After Successful Import recommendation: Leave the default of Keep
import status as Import. This option allows you to re-import journals.
Note: The option Change Import Status to Do Not Import prevents you
from importing journals which you have already imported.
 Click the OK button.
A warning message displays.
 Click the Yes button.
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Entering Spreadsheet Journal Entries
Entering Spreadsheet Journal Entries
You can create journals by using any of the Excel features to search and replace, cut, copy, and so forth. The
ability to perform Excel functions on journals can be helpful when you need to make the same change for many
journal lines. For example, if you entered an incorrect department ID for thirty journal lines in a 100-line journal,
you could use Excel’s search and replace feature to easily correct the department ID for all of those lines in one
step.
To enter spreadsheet journal entries, follow the instructions given below.
Step 1: Open the JRNLUPLOAD_PROD file.
 Navigate to the folder in which the JRNL-UPLOAD_PROD file is located.
Reminder: You must have all three Excel files saved in the same folder.
 Double-click the JRNL-UPLOAD_PROD file.
MS Excel opens the Spreadsheet Journal Import workbook.
The following buttons are available on the home page:
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Setup
Use this button to set up journal defaults and various other
options.
Notes
Use the Notes worksheet as “scratch paper” to enter
instructions, calculations, notes, etc.
New
This button inserts a new journal sheet. You can add as
many journal sheets as necessary and enter as many
journals on each sheet as you like.
Edit
This option allows you to select a specific journal sheet from a
list of journals sheets in the workbook to edit.
Delete
This option allows you to select one or more journal sheets in
the workbook to delete.
Copy
This option allows you to copy a selected journal
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Entering Spreadsheet Journal Entries
worksheet to a new name.
Step 2: Enable the macros
for the workbook.
Import Now
Select this button to initiate online import of one or more
journal sheets.
Write File
This option is not used.
 Click the Options… button.
 A Security Alert message displays.
 Click the Enable this content option.
 Click the OK button.
Step 3: Create a new
spreadsheet.
 Click the New button.
 Enter a name for the journal entry in the New Journal Sheet Name field.
 Click the OK button.
Step 4: Enter the Journal
Header information.
 Click the Journal Header Plus button.
The New Journal Header box displays the default information you set up.
 Edit the default information, if necessary.
 Enter General in the Transaction Code field.
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Entering Spreadsheet Journal Entries
 Enter a description about the purpose for the journal entry in the Description
field.
 Click the OK button.
Step 5: Enter the Journal
Entry Lines.
 Click the Journal Lines Plus button.
The journal lines start on line 6. Line 7 lists all fields. When a line is added,
you enter the information for each field.
 Enter the following information for the first journal entry line:
 Unit (Business Unit); for example, EMUNV
 Ledger; for example, Actuals
 Account
 SmartKey
 Description
 Amount
 Add additional lines as needed to balance the journal entry.
 To add one additional line, click the Journal Line Plus button.
 To add more than one line at a time, click the Plus… button (the third
button on line 9), enter the number of lines to add in the Number of Lines
field, and then click the Insert button.
Note: The information entered on the first line of the journal entry copies to
additional lines for all fields with a checkmark on line 8 of the spreadsheet.
 Review the information in each field of the additional lines and edit as
needed.
 Save your work.
The journal entry is ready to be imported into Compass.
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Updating Spreadsheet Journal Entries
Updating Spreadsheet Journal Entries
To enter spreadsheet journal entries, follow the instructions given below.
Step 1: Open the JRNLUPLOAD_PROD file.
 Navigate to the folder in which the JRNL-UPLOAD_PROD file is located.
Reminder: You must have all three Excel files saved in the same folder.
 Double-click the JRNL-UPLOAD_PROD file.
MS Excel opens the Spreadsheet Journal Import workbook.
Step 2: Enable the macros
for the workbook.
 Click the Options… button.
A Security Alert message displays.
 Click the Enable this content option.
 Click the OK button.
Step 3: Select the
spreadsheet to edit.
 Click the Edit button.
A list of saved spreadsheets displays.
 Click the name of the spreadsheet to edit.
 Click the OK button.
Step 4: Edit the Journal
Entry.
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 Edit the journal entry as needed.
Note: You can update journals by using any of the Excel features to search
and replace, cut, copy, and so forth. The ability to perform Excel functions on
journals can be helpful when you need to make the same change for many
journal lines. For example, if you entered an incorrect department ID for thirty
journal lines in a 100-line journal, you could use Excel’s search and replace
feature to easily correct the department ID for all of those lines in one step.
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Updating Spreadsheet Journal Entries
 Save your work.
The journal entry is ready to be imported into Compass.
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Importing Spreadsheet Journal Entries
Importing Spreadsheet Journal Entries
To import spreadsheet journal entries into Compass, follow the instructions given below.
Step 1: Open the JRNLUPLOAD_PROD file.
 Navigate to the folder in which the JRNL-UPLOAD_PROD file is located.
Reminder: You must have all three Excel files saved in the same folder.
 Double-click the JRNL-UPLOAD_PROD file.
MS Excel opens the Spreadsheet Journal Import workbook.
Step 2: Enable the macros
for the workbook.
 Click the Options… button.
A Security Alert message displays.
 Click the Enable this content option.
 Click the OK button.
Step 3: Select the
spreadsheet to edit.
 Click the Edit button.
A list of saved spreadsheets displays.
 Click the name of the spreadsheet to import.
 Click the OK button.
Step 4: Import the Journal
Entry.
 Verify the following and edit if necessary:
 All journal lines have a valid ledger and account.
 The journal header contains a business unit and ledger group.
 Data is entered in the proper format.
 Click the Import Journals Now button.
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Importing Spreadsheet Journal Entries
The User ID defaults to the value set up in the Setup options.
 Enter your password.
 Click the OK button.
The journal entry is imported into Compass.
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Recurring Journal Entries
In Compass, Recurring Journal Entries allow you to automate the entry of similar or identical journals.
A Recurring Journal Entry creates journals automatically according to a fixed schedule. You use this
type of entry for repetitive transactions that use the same accounting information and amounts. For
example, a recurring journal entry could be created for monthly rent or depreciation expense.
Recurring Journal Entries are established and controlled by the Controller’s Office. These journals are
created on the 15th of each month.
Please note that recurring journal entries are not intended to be changed during a fiscal year;
therefore, the Controller’s Office will not make changes throughout the year.
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Working with Journal Entries
The Working with Journal Entries section of the General Ledger chapter contains the following topics:
Locating a Specific Journal Entry
Copying a Journal Entry
Deleting Journal Entries Prior to Posting
Correcting Journal Errors
Determining the Status of a Journal
Determining a Journal’s Budget Check Exceptions
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Locating a Specific Journal Entry
Locating a Specific Journal Entry
You can easily locate a journal to review and modify once you enter it into Compass. You can locate and update
any journal using the Journal Entries component.
Note: You can also use Journal Inquiry to search for a journal entry. Journal Inquiry allows you to search by
User ID, which is helpful if you don’t remember the Journal ID. For instructions on running a journal inquiry, refer
to the Desktop Reference Guide on Journal and Ledger Inquiries.
To locate a specific journal entry, follow the instructions given below.
Step 1: Navigate to the
Journal Entries Component
 From the Compass home page, use the following path to navigate to the
Journal Entries component:
General Ledger > Journals > Journal Entry > Create/Update Journal
Entries
The Add a New Value tab displays.
Step 2: Search for a
Specific Journal Entry
 To search for a journal, click the Find an Existing Value tab.
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 Enter the Journal ID to you want to locate.
Tip: To save a few keystrokes, enter the % sign instead of the leading digits
in the Journal ID (%054321 instead of 0000054321).
Tip: If you don’t know the entire ID, search by Journal ID contains.
Tip: You can use Reference IDs to narrow the search results. If you enter a
Reference ID in the Journal ID field, only journals starting with that ID will be
returned in the search results. For a complete list of Reference IDs, refer to
the Journals column on the Journal Sources and Reference IDs
spreadsheet.
Tip: If you don’t know the Journal ID, leave this field blank and use other
search fields to locate the journal.
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Locating a Specific Journal Entry
 Select a Journal Header Status, or select the blank option to search all
statuses.
 Enter a Source or leave the field blank to search all sources.
Tip: This field can be used to find all journal entries from a particular source,
like AP or DAR. If you put a value in this field, only journals from that source
will be returned in the search results. For a complete list of sources, refer to
the Interfaces column on the Journal Sources and Reference IDs
spreadsheet.
 Select additional search criteria as needed.
 Click the Search button.
The Header page displays if only one journal entry matches your search
criteria.
A search results list displays if more than one journal entry matches your
search criteria. The Header page displays when you select an item from the
list.
 Review or update the journal as needed.
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Copying a Journal Entry
Copying a Journal Entry Using the Copy Journal Entry Page
To save time retyping the same information for similar or identical journals, you can use an existing journal as
the basis for a new journal entry. You can copy posted journals as well as journals that are not posted, and then
change the header or detail lines, as required. There are two ways to copy a journal entry. The first way is by
using the Copy Journal Entry page to make an online copy. This way allows you to copy one journal at a time.
To copy a journal entry using the Copy Journal Entry page, follow the instructions given below. For instructions
on the other method, refer to Copying a Journal Entry Using a Run Control.
Step 1: Navigate to the
Journal Entries Component
 From the Compass home page, use the following path to navigate to the
Journal Entries component:
General Ledger > Journals > Journal Entry > Create/Update Journal
Entries
The Add a New Value tab displays.
Step 2: Search for the
Journal Entry to copy
 Click the Find an Existing Value tab.
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 Enter the Journal ID to copy.
 Select a Journal Header Status, or select the blank option to search all
statuses.
 Click the Search button.
The Header page displays.
Step 3: Copy the Journal
Entry
 Click the Lines tab.
Tip: To avoid some of the horizontal scrolling when working with journals,
click the Collapse Menu button. You can also customize the page to hide
certain journal line detail columns not generally changed, For instructions,
refer to Customizing Compass pages.
 At the top of the page in the Process box, select Copy Journal and click the
Process button.
The Journal Entry Copy page displays.
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Copying a Journal Entry Using the Copy Journal Entry Page
Note: You can change the default values on this page if necessary.
 Click the OK button.
The Lines page displays the copied journal entry.
 Edit the journal entry lines as needed.
 Click the Save button.
A validation message displays.
 Click the OK button.
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Copying a Journal Entry Using a Run Control
To save time retyping the same information for similar or identical journals, you can use an existing journal as
the basis for a new journal entry. You can copy posted journals as well as journals that are not posted, and then
change the header or detail lines, as required. There are two ways to copy a journal entry. One way is by using
a Run Control. This method allows you to copy either one journal at a time or multiple journals at one time.
To copy a journal entry using a Run Control, follow the instructions given below. For instructions on the other
method, refer to Copying a Journal Entry Using the Copy Journal Entry Page.
Step 1: Navigate to the
Journal Entries Component
 From the Compass home page, use the following path to navigate to the
Journal Entries component:
General Ledger > Journals > Journal Entry > Copy Journals
The Find an Existing Value tab displays.
Step 2: Add or Enter a Run
Control ID
 If this is the first time you are using a Run Control to copy a journal entry,
click the Add a New Value tab to create a new Run Control.
 Complete the Run Control ID field. Type something that will remind you of
the task you are completing. For example, Copy_Journal.
 Click the Add button.
Note: Once you have set up a Run Control for this report, you do not need to
add a new value. Simply enter the existing Run Control ID in the Search by
field, click the Search button, and select the desired Run Control ID from
the search results at the bottom of the page.
The Copy Journals Request page displays.
Step 3: Enter the Process
Request Parameters
Tip: To avoid some of the horizontal scrolling when working with journals,
click the Collapse Menu button. You can also customize the page to hide
certain journal line detail columns not generally changed, For instructions,
refer to Customizing Compass pages.
 Select Once from the Process Frequency drop-down list.
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 Enter the Journal ID to copy.
 Verify the New Date field is correct. If not, enter the correct date.
 Click the Run button.
The Process Scheduler Request page displays.
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Copying a Journal Entry Using a Run Control
Step 4: Set up the Process
Scheduler Request page
 Select a Server Name from the drop-down list to identify the server on which
the process will run. For example, PSNT.
Note: If you use the same Run Control ID for subsequent processes, the
server name you last used will default in this field.
 Select HTM from the Format drop-down list.
 Click the OK button.
The Copy Journals Request page redisplays with a Process Instance
number. This number helps you identify the process you have run when
checking the status.
Step 5: Run the Process
 Click the Process Monitor link.
The Process List page displays.
Note: The process is finished when the status is Success and the
distribution status is Posted.
 If the status is not Success and/or the distribution status is not Posted,
continue to click the Refresh button until both statuses are complete.
Step 6: Review the Copied
Journal
 From the menu on the left side of the page, click Create/Update Journal
Entries.
The Add a New Value page displays.
 Click the Find an Existing Value tab.
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
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Copying a Journal Entry Using a Run Control
refer to Defining User Preferences.
 Enter the Journal Date for the copied journal.
 Select a Journal Header Status, or select the blank option to search all
statuses.
 Click the Search button.
The Header page displays.
 Click the Lines tab.
The Lines page displays the copied journal entry.
 Edit the journal entry lines as needed.
Note: Use the Lines page to modify values for various journal entry fields,
such as Amount and ChartField. You can also insert or delete rows, if
required.
 Click the Save button if you make any changes to the journal entry.
A validation message displays when you save the journal entry.
 Click the OK button.
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Deleting a Journal Entry Prior to Posting
Deleting a Journal Entry Prior to Posting
If necessary, you can delete a journal entry prior to posting. You cannot delete a journal entry that has posted to
the ledger.
To delete a journal prior to posting, follow the instructions given below.
Step 1: Navigate to the
Journal Entries Component
 From the Compass home page, use the following path to navigate to the
Journal Entries component:
General Ledger > Journals > Journal Entry > Create/Update Journal
Entries
The Add a New Value tab displays.
Step 2: Search for the
Journal to Delete
 To search for a journal, click the Find an Existing Value tab.
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 Enter the Journal ID you want to delete.
Note: If you do not know the Journal ID, you can search by other criteria,
such as Journal Date.
 Select a Journal Header Status, or select the blank option to search all
statuses.
 Click the Search button.
The Header page displays.
Step 3: Delete the Journal
Entry
 Click the Lines tab.
Tip: To avoid some of the horizontal scrolling when working with journals,
click the Collapse Menu button. You can also customize the page to hide
certain journal line detail columns not generally changed, For instructions,
refer to Customizing Compass pages.
 At the top of the page in the Process box, select Delete Journal and click
the Process button.
A message displays.
 Click the Yes button to confirm the delete.
A validation message displays.
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Deleting a Journal Entry Prior to Posting
 Click the OK button.
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Correcting Journal Entries
Correcting Journal Entries
You can view the status for a specific journal on the Journal Entry – Lines page. The status of the journal entry
can be one of the following:
E – Error
The Journal Entry failed to pass budget checking. You must correct the error before you
can continue processing.
N – Not Checked
The Budget Processor (FS_BP) has not processed the journal entry.
V – Valid
The entry passed budget checking and the process updated the control budget ledger.
W – Warning
Warning error. The budget header status is still valid.
You can override Commitment Control budget journal errors in two locations: the Journal Entry Header page or
the GL Journal Budget Exceptions page.
To correct a journal entry, follow the instructions given below.
Step 1: Navigate to the
Journal Entries
Component.
 From the Compass home page, use the following path to navigate to the
Journal Entries component:
General Ledger > Journals > Journal Entry > Create/Update Journal
Entries
The Add a New Value tab displays.
Step 2: Search for the
journals with errors.
 To search for the journals with errors, click the Find an Existing Value tab.
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 Enter the Journal ID to you want to locate.
Tip: To save a few keystrokes, enter the % sign instead of the leading digits
in the Journal ID (%054321 instead of 0000054321).
Tip: If you don’t know the entire ID, search by Journal ID contains.
Tip: If you don’t know the Journal ID, leave this field blank and use other
search fields to locate the journal.
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Correcting Journal Entries
 Select a Journal Header Status, or select the blank option to search all
statuses.
 Click the Search button.
The Header page displays if only one journal entry matches your search
criteria.
A search results list displays if more than one journal entry matches your
search criteria. The Header page displays when you select an item from the
list.
Step 3: Navigate to the GL
Journal Exception page.
 Click the Lines tab.
 Click the Budget Status Code (E) on the Journal Lines page to access the
GL Journal Exception page.
A new window displays. This page allows you to view budget checking errors
or warning messages for General Ledger journals.
 Click the Maximize button.
Step 4: Correct the error.
 Click the More Detail link.
The More Detail link provides detailed information for the error.
 Review the error explanation.
 Click the Return button.
 Correct the error. For example, if the message indicates the Account is
invalid, navigate to the Lines tab and enter a valid account number.
 Click the Save button.
Step 5: Resubmit the
journal for approval.
 Click the Close button to return to the Create/Update Journal Entries page.
 Click the Save button.
 Click the Close button to close the newly opened window.
 Click the Submit button.
 Click the Save button.
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Determining the Status of a Journal
Determining the Status of a Journal
After creating a journal entry, you can view the status of a journal, view header information for the journal, and
view line details for the journal.
To view the status of a journal, follow the instructions given below.
Step 1: Navigate to the
Process Journals
Component
 From the Compass home page, use the following path to navigate to the
Process Journals component:
General Ledger > Journals > Process Journals > Review Journal Status
The Find an Existing Value tab displays.
Step 2: Search for the
Journal to Review
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 Enter the Journal ID you want to review.
Note: If you do not know the Journal ID, you can search by other criteria,
such as Journal Date or Journal Header Status.
 Click the Search button.
The Journal Header page displays.
Step 3: Review the Journal
Status
Tip: To avoid some of the horizontal scrolling when working with journals,
click the Collapse Menu button. You can also customize the page to hide
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Determining the Status of a Journal
certain journal line detail columns not generally changed, For instructions,
refer to Customizing Compass pages.
 Review the Status field on the Budget Header page.
Values for the Status field
Errors
Journal has been edited and has errors. The journal
has been recycled by the system and you must correct
errors before it can be posted.
Post Incom
Posting is incomplete because of posting problems. For
example, the system might have crashed after the
reversal journal is created but before the original journal
is actually posted. Repost as soon as possible.
(posting Incomplete)
SJE Model
(standard journal
entry model)
Edit Req’d
(edit required)
This is a valid standard journal entry model used to
generate standard journal entries; this journal cannot be
posted. It is not picked up by the journal posting
process.
Journal entry has been saved but is not yet edited. You
must edit the journal before it can be posted.
Posted
The journal entry has successfully been edited and
posted by the system to the ledger or ledgers. Although
the journal entry is posted, there might be errors in
disbursements to accounts that are temporarily posted
to default balancing accounts that you must reclassify to
make your intended entry complete. Check the default
balancing account if you have chosen to use a default
balancing account rather than the option to recycle
journal entries with errors.
Incomplete
You have chosen the option not to complete the journal
entry and saved it as incomplete perhaps to be
complete it at a later time.
Unposted
You have unposted the journal entry from the ledger or
ledgers where it was originally posted. Unposted journal
entries cannot be reposted.
(You can cancel journal entries that have not yet been
posted.)
Valid
The journal entry has been edited and is ready to be
posted.
Can’t Unpst
This is a journal entry created as part of an upgrade
from one education and government software release to
another release and as such will not be encountered in
the usual day-to-day processing of journal entries.
(cannot unpost)
 Review the Budget Status field on the Budget Header page.
Values for the Budget Status field
Error
The entry failed to pass budget checking.
Not Chk’d
The Budget Processor has not processed the entry.
(not checked)
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Determining the Status of a Journal
Valid
The entry passed budget checking and the process
updated the control budget.
Warning
The Budget Processor issued a warning. This means
the control budget did not have sufficient funds.
However, it passed budget checking because the
Commitment Control Option for the control budget is set
to Tracking with Budget or Tracking without Budget on
the Control Budget Definitions page. It may also be over
the budget amount, but less than the tolerance amount.
 Click the Journal Lines tab.
The Journal Lines page displays. You can also review the budget status on
the Journal Lines page.
 Scroll to the right side of the page.
 Review the value in the N/R field.
Values for the N/R field
N
The line amount is a normal debit or credit.
R
The line amount is a reversed debit or credit.
 When you finish reviewing the journal status, you can close the component
and return to the main menu.
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Determining a Journal’s Budget Check Exceptions
Determining a Journal’s Budget Check Exceptions
To review a journal’s budget check exceptions, follow the instructions given below.
Step 1: Navigate to the
Budget Checking Status
Component
 From the Compass home page, use the following path to navigate to the
Budget Checking Status component:
Commitment Control > Review Budget Check Exceptions > Budget
Checking Status
The Find an Existing Value tab displays.
Step 2: Search for the
Journal to Review
 Enter GL_JOURNAL in the Source Transaction Type field.
 Click the Search button.
 Click the GL_JOURNAL link for the journal you want to check.
The Commitment Control Budget Checking Status page displays.
Step 3: Review the journal
status.
 Select No Errors or Warnings from the Process Status drop-down list.
 Enter a range of dates in the Date From and Date To field.
 Click the Fetch button.
 Click the Save button.
 When you finish reviewing the journal status, you can close the component
and return to the main menu.
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Journal Suspension
The Journal Suspension section of the General Ledger chapter contains the following topics:
Journal Suspension Overview
Correcting Suspense Items Using the CORRECT SUSPENSE ENTRIES Tool
Correcting Suspense Items Using an Online Journal Entry
Viewing Suspense Cross Reference Information
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Journal Suspension Overview
Suspense items result from transactions that attempt to post to the Compass General Ledger but
contain invalid SmartKeys, Projects, or Accounts. Since the ChartFields are not valid, they cannot be
posted as originally defined. However, the transaction is recognized as representing an activity that
must be recorded, so it is held temporarily in a Suspense Account until a valid and appropriate
SmartKey, Project, or Account is identified.
When possible, Compass employs defined edit checks to test the validity of ChartFields prior to
processing the entry. However, not all journal sources can utilize this feature. There are various
internal and external billing groups (see sources listed below) that interface with Compass and are
excluded from the pre-edit check process. Online journals, including spreadsheet uploads, pass
through a combo edit checking process before posting to Compass, and will not be a source of
suspense activity.
Sources of Suspense Activity: Suspense activity originates from three main sources – third-party
interfaces, PeopleSoft processes, and PeopleSoft modules.
1. Third-Party Interfaces (such as Bookstore and OIT)
If an inbound feed from a third-party interface contains an invalid SmartKey or Account, a
separate journal is created for the errors.
 Invalid SmartKey – If the SmartKey is wrong, the suspense transaction posts to the
interface owner’s SmartKey.
 Invalid Account – If the Account is wrong, the suspense transaction posts to the specified
SmartKey and Account 16000.
2. PeopleSoft Processes (such as Allocations and RSTs)
If running a PeopleSoft process causes suspense activity (Account 16000), it is Central
Administration’s responsibility to clear this suspense activity. For Healthcare, each Business
Unit Controller’s office is responsible. For the University, the GL process owner is responsible.
Healthcare and University Central Administration will often need to coordinate the corrections
with the owner of the PeopleSoft Process to determine how to correct the error.
3. PeopleSoft Modules (such as AP, EX, and TR)
If a PeopleSoft module causes Suspense activity (Account 16000), it is the module owner’s
responsibility to clear suspense. Online journals or spreadsheet uploads are used the move the
activity from Account 16000 to the correct SmartKey and Account. The PeopleSoft module
owners will often need to coordinate the correction with the originator of the activity.
Click here to access a listing of interfaces by category.
The chart on the following page provides details on each source of suspense activity, including who is
responsible for correcting and how the correction is made.
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Correcting Suspense Items Using the CORRECT SUSPENSE ENTRIES Tool
Correcting Suspense Items Using the CORRECT SUSPENSE ENTRIES Tool
The process described below is used to correct suspense transactions generated from a third-party interface or
a PeopleSoft process. For instructions on correcting suspense transactions generated from a PeopleSoft
module or from an expired grant, refer to Correcting Suspense Items Using an Online Journal Entry.
To use the Correct Suspense Entries tool, follow the instructions given below. Note: This process should only
be used by third-party interface owners and Central Administration.
Step 1: Navigate to the
Suspense Correction
Component.
 From the Compass home page, use the following path to navigate to the
Suspense Correction component:
General Ledger > Journals > Suspense Correction > Correct Suspense
Entries
The Find an Existing Value tab displays.
Step 2: Find the Journal
with Suspense Lines.
Each user responsible for clearing suspense accounts using the PeopleSoft
delivered tool may view the entries he or she is responsible for clearing
online. The search can be narrowed based on the criteria shown in the
screen print below.
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 Enter any additional information you have available. Tip: Usually this will be
your third-party interface code, which you enter in the Source field. For
example, the Bookstore would enter BOK. For a list of interface codes, refer
to Interfaces by Category.
 Click the Search button.
A list of suspended journals displays based on the criteria you entered.
 Click the Journal ID for the journal you want to correct.
The Journal Suspense Correction page displays the error lines from the
journal.
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Correcting Suspense Items Using the CORRECT SUSPENSE ENTRIES Tool
Step 3: View the error to
determine the necessary
action.
Tip: To avoid some of the horizontal scrolling when working with journals,
click the Collapse Menu button. You can also customize the page to hide
certain journal line detail columns not generally changed, For instructions,
refer to Customizing Compass pages.
 Click the Errors tab.
The error or errors for the journal display.
In this example, the Account number is invalid.
Step 4: Correct the errors.
 Click the Journal Suspension Correction tab.
The Journal Suspension Correction page redisplays.
The Journal Suspense Correction page allows you to create a journal to
correct and reverse the suspense lines on a posted suspense journal.
The default value of the Journal ID field is NEXT. This will generate the next
available journal number when you save the journal.
The Date field defaults to the date of the suspended journal.
 Change the Date to an open period.
Tip: It is extremely important to change the date for the journal to pass the
edit check. If you fail to change the date, you must delete the journal entry
and create a new one with a valid date.
 Correct all errors for the suspended transaction. For this example, enter a
valid Account number.
 Click the Save button.
PeopleSoft automatically generates the appropriate entry to clear the
suspense account. The journal is created with the next available journal
number. The Description field on the Header references the journal that was
corrected.
Step 5: Run the Edit
Journal process for the
new journal.
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Correcting Suspense Items Using the CORRECT SUSPENSE ENTRIES Tool
 Click the Go to Jrnl Entry [Correction] link to display the correcting entry.
 At the top of the page in the Process box, select Edit Journal and click the
Process button.
 Click the OK button.
The corrections journal is saved and the Journal Status and Budget Status
both display as Valid.
Step 6: Submit the
Transaction into Workflow
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 Click the Submit button.
The Journal Entry is submitted into Workflow. After all approvals are
obtained, the journal will post.
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Correcting Suspense Items Using an Online Journal Entry
Correcting Suspense Items Using an Online Journal Entry
A “date out of bounds” is a budget checking error rather than a combo edit error; therefore, suspense account
16000 cannot be used for these transactions. During the interface load, a pre-audit is performed to determine if
the transaction date is valid (end date plus 90 days) for a grant. If the date is out of bounds, the interface
program changes the original ChartField values by changing the fund to 1002, Class to A220, and stripping off
the Project ChartField value.
Clearing the suspended transaction: The department responsible for the expired grant is responsible for
clearing the suspended transaction. The suspense is cleared using an online journal or a spreadsheet upload
and must be cleared before month-end close but no later than 30 days from the original posting.
The process described below is used to deal with start and end dates on grants when an inbound feed contains
projects that have ended. For instructions on correcting suspense transactions generated from a third-party
interface or a PeopleSoft process, refer to Correcting Suspense Items Using the CORRECT SUSPENSE
ENTRIES Tool.
To correct suspense items resulting from an expired grant, follow the instructions given below.
Step 1: Run the Grant
Suspense query.
 From the Compass home page, use the following path to navigate to the
Query Viewer page:
Reporting Tools > Query > Query Viewer
 Search for and run the following query: EU_GL_GRANT_SUSPENSE.
For complete instructions on running a query, refer to Running a Compass
Query.
 Complete the following prompts:
 Business Unit
 Starting Department
 Ending Department
Tip: Enter the same value in both department fields if only searching for
one department.
 Click the View Results button.
The query results display a list of suspended transactions for the selected
departments.
Note: An expired grant shows a PC Business Unit of GRANT, an Activity of
GRANT, and the Project field is blank. The letters at the beginning of the
Journal ID indicate the source of the journal entry. For a list of Journal ID
References, refer to the Journal Sources and References spreadsheet.
Some fields have been removed from the results displayed below.
In this example, the intended SmartKey was 0000009513; however, the grant
represented by this SmartKey has expired. The department responsible for
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Correcting Suspense Items Using an Online Journal Entry
this grant must create a journal entry to clear the suspense transaction.
Step 2: Create an online
journal entry to clear the
suspense transaction.
 From the Compass home page, use the following path to navigate to the
Journal Entries component:
General Ledger > Journals > Journal Entry > Create/Update Journal
Entries
The Add a New Value tab displays.
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 The Journal ID defaults to Next.
 The Journal Date field defaults to the current date. Accept the default unless
the journal must be posted for a month-end close.
 Click the Add button.
The Header page displays.
 Enter a detailed description about the purpose for the journal entry in the
Long Description field. For example, “Correct date out of bounds for Grant
XYZ”.
 Click the Lines tab.
The Lines page displays.
Use the Lines page to record transactions that comprise a journal. A single
journal entry must be at least two lines in length because the total debits
must equal total credits for a single journal entry.
 Type the correct information into the SmartKey field for the UTBG (used to
be grant) SmartKey.
Tip: To find the correct SmartKey, run the EU_GL_OPER_SMARTKEY
query for the department responsible for the expired grant. Look for a
SmartKey for Fund 1002, Class A220, and Event UTBG.
 Enter the Amount of the suspense transaction as a negative number.
 Enter a good, but short, description for the line in the Journal Line
Description field on the far right side of the page.
 Click the plus button to add a second line to the journal entry. Enter the
SmartKey for this journal entry line. Enter the Amount as a positive number.
 At the top of the Lines page in the Process box, select Edit Journal and
click the Process button.
If the edit process is successful, the Journal Status and Budget Status both
display as Valid and the WrkFlw Preview and Submit buttons display.
Note: Before you submit the transaction into Workflow, you can preview the
Approval Map by clicking the WrkFlw Preview button.
 To submit the transaction into Workflow, click the Submit button.
The Workflow page displays.
 Click the Save button.
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Correcting Suspense Items Using an Online Journal Entry
The Journal Entry is saved and submitted into Workflow.
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Viewing Suspense Cross Reference Information
Viewing Suspense Cross Reference Information
To view the status of the correction journal and the suspense journal, follow the instructions given below.
Step 1: Navigate to the
Suspense Correction
component.
 From the Compass home page, use the following path to navigate to the
Suspense Correction component:
General Ledger > Journals > Suspense Correction > Review Suspense
Cross Ref
The Review Suspense Cross Reference page displays.
Step 2: Find the correction
journal.
 Enter your Business Unit. Note: Your Business Unit defaults if it has been
added to your User Preferences. For instructions on changing the default,
refer to Defining User Preferences.
 Click the Search button.
A list of correction journals displays.
Step 3: View the journal
details and information.
To view the correction journal:
Note: The second and third columns in the search results list contain the
Journal ID and Date for the correction journal.
 Click the Journal Status link.
The Journal Lines page for the correction journal displays in a new window.
 Click the Close button to close the new window.
To view the original suspense journal:
 If necessary, scroll to the right of the Review Suspense Cross Reference
page.
Note: The sixth and seventh columns in the search results list contain the
Journal ID and Date for the suspense journal.
 Click the Suspense Journal Status link.
The Journal Lines page for the suspense journal displays in a new window.
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Viewing Suspense Cross Reference Information
 Click the Close button to close the new window.
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Compass Journal Deadlines
To ensure the timely processing of transactions in the Compass financial system, journal entries
should have completed workflow approvals by the following dates to allow completing the approval
and posting process prior to month-end close.
What you need
to do
Journal Entry originators should routinely monitor the workflow approval process
for their entries and, if needed, contact the listed approvers and request review in
order to meet the monthly deadlines
Due Dates
The Journals due date for the Office of Grants and Contracts (grant activity) or the
Controller’s Office (other activity) are posted on the Compass web page. The due
date generally falls on one of the last work days of the month.
Allocations additions or changes follow the same schedule as journals.
Deletion Dates
If a journal does not post during the month specified in the header, it becomes an
expired entry. The Expired Entries deletion date is the 15th day of the following
month. For example, the deletion date for February is March 15th.
Allocation deletions follow the same schedule as journals.
Submit journals
early
You are encouraged to submit journal entries before the due dates whenever
possible. Early submission allows for more timely and accurate processing of
entries and aids in keeping the financial system accurate and current.
Please note that all journal entries on Grants are subject to Emory’s Cost Transfer
Policy.
Review
journals before
close
Journals should be reviewed before month-end close for entries that did not post.
In Compass, navigate to
Expired
Journals
If a journal does not post during the month specified in the batch header, it will
“expire” since the period is closed. You will need to submit the journal the next
month by opening the “expired” journal and copying it to create a new journal in
the current period. Any supporting documents should be reattached and it must be
submitted again for workflow approval. The original “expired” entry should then be
deleted.
Deleting
Expired
Journals
When a journal has a V-V status (valid for both Header Status and Budget Status),
it hits Commitment Control. The journal will never be processed once the month in
which it was entered is closed, but the budget looks as if the month was spent. By
deleting the expired journal, the budget balance available is more relevant.
General Ledger > Review Financial Information > Journals
Note: On the 15th of the month, all entries from the prior periods will be deleted.
General Ledger: 02/23/10
Emory Confidential and Proprietary Information
Frequently Asked Questions
Will I continue to scan my journal entries?
No. You can add attachments to the workflow.
Adobe PDF is the preferred attachment file
format. If Microsoft Excel is attached, it must be
saved to be compatible with Excel 97-2003.
How can I verify my Journal Entry was
approved?
Navigation: General Ledger > Journals > Journal
Entry > Create/Update Journal Entries
On the Find an Existing Value page, search for
the journal entry by Business Unit and Journal
ID. Check the Workflow tab. This is where you
can validate that your journal entry has been
approved.
How can I verify my Journal Entry was
posted?
Navigation: General Ledger > Journals > Journal
Entry > Create/Update Journal Entries
On the Find an Existing Value page, search for
the journal entry by Business Unit and Journal
ID. At the bottom of the Lines page, review the
section titled Journal Status. If the status is P,
your journal has been posted.
How do I copy a Journal Entry?
There are two ways to copy a journal entry. For
complete instructions, refer to Copying a Journal
Entry Using the Copy Journal Entry Page or
Copying a Journal Entry Using a Run Control.
How do I reverse a Journal Entry performed
in error or duplicated?
To reverse a journal entry, first copy the journal
entry and then select the Reverse Signs
checkbox before saving the entry. For complete
instructions, refer to Copying a Journal Entry
Using the Copy Journal Entry.
Once a SmartKey is established, can any of
the assigned ChartField values be
modified?
A SmartKey can be modified as of a specified
effective date. Requests should be
communicated using the form “Request to Add,
Inactivate, or Modify PeopleSoft SmartKey.
If there are multiple approvers, will all
approvers receive an email notification
alerting them that a transaction is in their
workflow “inbox?”
Yes, all listed approvers are notified via e-mail
that an entry requires their attention.
What happens if one person approves and
another person decides to log in and
Once the user approves the entry, it disappears from the
open entry list for the other designated approvers.
General Ledger: 02/23/10
Emory Confidential and Proprietary Information
approved the same request?
Can an approver change something on a
journal or do they have to reject it back to
the originator?
Yes. The approver can modify the journal entry. The
approver should add comments, indicating what was
changed before it is approved.
Is there a monthly close schedule?
Yes, the schedule will be made available.
How is the routing for journal entry
approvals being planned for departments
that have multiple approvers?
Healthcare: The workflow goes to each person’s
department Controller’s Office.
University: Once the transaction is approved by the
Supervisor, it will go to the next approver listed on the
workflow. For transactions over $10,000, the transaction
will go to Unit Administrator, then Central Finance (OGCA
or Controller’s Office) for approval. For transactions under
$10,000, the transaction will go directly to Central Finance
(OGCA or Controller’s Office) after the Supervisor’s
approval.
If the department administrator prepares a
journal entry, does the chair need to
approve the transaction?
The chair can be added to the workflow if he or she is not
automatically set up as an approver.
Can someone in the clinic (TEC) add a
University approver to a transaction and
vice versa?
Yes, an approver can be added as long as the person is a
PeopleSoft Financials user.
How will suspense entries be approved?
When the suspense entry is corrected, it will create a
journal entry which will be submitted through workflow.
General Ledger: 02/23/10
Emory Confidential and Proprietary Information
Interfaces:
Journals:
Source
Description
Source
ACC
Accruals
AM
ADD
Asset Additions
ADJ
Accounting Adjustments
AM
ADJ
Asset Adjustments & Transfers
Reference
ID
Descr
ALO
Allocation
AM
DEP
Depreciation Expense
AM
Asset Management
AM
LPY
Capital Lease Payables
AP
Accounts Payable
AM
RAD
Depreciation Reserve Adjustmnt
AR
Accounts Receivable
AM
RCT
Asset Recategorizations
AV
Student Adm/Student Adv
AM
RET
Asset Retirements
BBI
Benefits Billing
AP
AP
AP Accruals
BI
Billing
AP
APC
AP Closed Vouchers
BOK
BooK Store (Follet) JE
AP
APL
AP Cash Clearings
BSP
Bank Statment Processing
AP
APP
AP Payments
CA
Contracts
AP
APR
Revaluation of Payables
CB
Claimbacks
AP
APX
AP Cancelled Payments
CDX
ECC IDX
AR
AR
AR Billing
CLO
Closing Journal Source
AR
ARC
AR Cash Control Journal
CON
Consolidation Process
AR
ARD
AR Direct Cash Journal
COR
CORE to BRS to PS Student Fina
AR
ARM
AR Maintenance
CPS
Campus Services (FM) Recharge
AR
ARP
AR Payments
CRD
Emory Card JE
AR
ARR
AR Revaluation
DAR
Dept of Aminal Resources
AV
AV
Student Adm-Student Adv
DM
Deduction Management
BBI
BBI
Benefits Billing
DUR
Dept. of University Relations
BBI
BBI
ERROR-Benefits Billing
ECG
Photographic Services
BI
BI
BI Billing
ESL
SA Feed
BI
BIA
BI Accrue Unbilled Revenue
ETO
ESA PTO Interface
BOK
BOK
ERROR-Book Store (Follet) JE
EX
Expenses
BOK
BOK
Book Store (Follet) JE
FRG
Fringe
CA
CAD
CA Deferred
GEP
GE Capital/V-Payment
CA
CAR
CA Revenue
GEV
GE Capital/P-Card Feed
CA
ESA
ESA
GM
Grants
CA
REM
Lease Admin Straightline Entry
HQT
HealthQuest G/L Feed
CB
CB
Claimbacks Accrual
HSP
Health Sciences Publications U
CDX
CDX
ERROR-ECC IDX Errors
IDX
IDX
CDX
CDX
ECC IDX
INV
Inventory Processing
CFO
NEXT
GL Commitment Control Adjust
MCP
MultiCurrency Processing
CFO
NEXT
Entry Event for Budget
ME
Month-End Adjustments
CON
CNV
Emory FAS GL Conversion
OIT
Network Communications Billing
CON
CNV
Emory FAS GL Conversion Grant
ONL
Online Journal Entry
CON
CNV
Emory CODA Conversion
PA
Position Accounting
COR
COR
CORE to BRS to PS SF Feed
Interfaces:
Journals:
Source
Description
Source
PAY
Payroll Processing
COR
COR
ERROR-CORE to BRS-PS SF Feed
PC
Project Costing
CPS
CPS
ERROR-Campus Services Recharge
Reference
ID
Descr
PMA
PMM - Accruals
CPS
CPS
Campus Services Recharge
PMI
PMM - Inventory
CRD
CRD
ERROR-Emory Card JE
PMT
PMM - Sales Tax Accrual
CRD
CRD
Emory Card JE
PO
Purchasing
DAR
DAR
ERROR-DAR (Animal Resources)
PRN
Printing JE
DAR
DAR
DAR (Animal Resources) JE
PSI
Postage RC JEs Iternational
DUR
DUR
ERROR-DUR (ACE) JE
PST
Postage Recharge JES
DUR
DUR
DUR (ACE) JE
RST
Labor Distribution RST Feed
ECG
ECG
Photographic Services Recharge
SF
Student Adm/Student Financials
ECG
ECG
ERROR-Photographic Srvc Rchr
SFS
Bursar Accounting Feed - Yrend
ELM
ELM
ELM Enrollment Jrnl Template
SOM
School of Medicine
ESL
ESL
SA Feed
SSB
State Street Bank Upload
ESL
ESL
ERROR-SA Feed
SSG
State Street Global Services
ETO
ETO
ERROR-ESA PTO Accrual
SWP
Payroll Liability Sweep
ETO
ETO
ESA PTO Accrual
TR
Treasury
EX
EX
Expense Accruals
YRK
Yerkes Recharge JE
EX
EXC
Expense Sheet Close
EX
EXP
Expense Payments
EX
EXX
Expense Canceled Payments
EXT
EXT
Generic Journal Template
FRG
FRG
ERROR-Fringe
FRG
FRG
Fringe
GEP
GEP
GE Capital V Payment
GEP
GEP
ERROR-GE Capital V-Payment
GEV
GEV
GE Capital P-Card Feed
GEV
GEV
ERROR-GE Capital P-Card Feed
GM
CAG
CA GRANTS
GM
GM
F&A Calculation
HQT
HQT
ERROR-HealthQuest
HQT
HQT
HealthQuest
HSP
HSP
ERROR-Health Sciences Publcn
HSP
HSP
Health Sciences Publications
IDX
IDX
ERROR-IDX
IDX
IDX
IDX
INV
INV
Inventory Transactions
INV
INV
Excise-Duty Tax Transactions
OIT
OIT
ERROR-OIT
OIT
OIT
Office of Information Tech
Journals:
Source
Reference
ID
Descr
PAY
GP
Global Payroll Template
PAY
PAY
Payroll Journal Template
PC
CAP
CA Projects
PC
PC
Projects
PC
PCA
Project Adjustments
PC
PCEE
Entry Event for PC Budget
PMA
PMA
ERROR-PMM Accruals
PMA
PMA
PMM - Accruals
PMI
PMI
PMM - Inventory
PMI
PMI
ERROR-PMM Inventory
PMT
PMT
ERROR-PMM Sales Tax Accrual
PMT
PMT
PMM - Sales Tax Accrual
PO
EEP
Entry Event for Purchasing
PO
PO
Accrue Unmatched PO Receipts
PRN
PRN
ERROR-Printing JE
PRN
PRN
Printing JE
PSI
PSI
ERROR-Postage RC JEs Iterntl
PSI
PSI
Postage RC JEs Iternational
PST
PST
ERROR-Postage Recharge JEs
PST
PST
Postage Recharge JEs (IKON)
RST
RST
Labor Distribution RST Feed
RST
RST
ERROR-Labor Distribution RST
SF
SF
Student Adm-Student Financials
SFS
SFS
ERROR-Bursar Accounting-YE Rev
SFS
SFS
Bursar Accounting Feed-YE Rev
SOM
SOM
ERROR-Bio-Medical Media Rech
SOM
SOM
Bio-Medical Media Recharge JE
SSB
SSB
State Street Bank Upload
SSB
SSB
ERROR-State Street Bank Upload
SSG
SSG
ERROR-State Street Global SVS
SSG
SSG
State Street Global SVS Upload
SWP
SWP
ERROR-Payroll Liability Sweep
SWP
SWP
Payroll Liability Sweep
TD
TD
Promotion Management Accrual
TR
TR
Treasury Journal
YRK
YRK
Yerkes Recharge JE
YRK
YRK
ERROR-Yerkes Recharge JE
INTERFACES BY CATEGORY
3rd party (non PeopleSoft Modules)
BBI
BOK
COR
CPS
CRD
DAR
DUR
ECG
ESL
GEP
GEV
HQT
HSP
IDX
OIT
PMA
PMI
PMT
PRN
PSI
PST
SFS
SOM
SSB
SSG
YRK
Benefits Billing
Bookstore
CORE to BRS to PS Student Financials
Campus Services Recharge
Emory Card
Department of Animal Resources
Devolpment and University Relations
Photographic Services
SA Feed
GE Capital / V-Payment
GE Capital / P-Payment
HealthQuest GL Feed
Health Sciences Pulblications
IDX - TEC
Information Technology
PMM accrual
PMM Inventory
PMM Sales Tax Accrual
Printing JE
Postage Recharge International
Postage Recharge Domestic
Bursar Account Feed - Year end
SOM Continuing Medical Education
State Street Bank
State Street Global Services
Yerkes
Rob Vannah
Roland Witter
Mike Schivanni
Tim Lawson
Roland Witter
Greg Kable
Untra Randl
Carol Pinto
Joyce Oda-Story
Tascha Short
Tascha Short
Central Admin
Central Admin
Becky Hancock
Heathcare Controller
Heathcare Controller
Heathcare Controller
Roland Witter
Bob Cassano
Bob Cassano
Tim Arial
Carol Hetzler
Natalia Panteleyeva
Natalia Panteleyeva
Walt Hultgren
PeopleSoft General Ledger Processes
ALO
FRG
PAY
RST
SWP
Allocations
Fringe
Payroll Processing
Labor Distribution RST
Payroll Liability Sweep
S Frangis or Heathcare Controller
Rubena Bedi
Rob Vannah
Rubena Bedi
Rob Vannah
PeopleSoft Modules
AP
AR
EX
SF
TR
Accounts Payable
Accounts Receivable
Expense
Student Financials
Treasury
Loette King
Sonya Hearn
Loette King
Central Admin
Kim Pate
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